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Software Developers Information

This page is intended as a reference for software developers. Included for download are the specifications, regulations, forms, and layouts for Electronic filing, Magnetic Media, and 2D Barcoding.

 

*** Click here for a list of Rhode Island MeF limitations. -- Updated 04/07/2014

FORMS REPRODUCTION REGULATION: View the regulation (FR03-01)
Registration and Contact information for 2019 tax forms.

 

Links will be activated as forms become available

2019 2D Barcode Specifications

  • 2019 1040 2D Barcode Specifications:  2D submissions for 1040 and 1040NR will be accepted starting December 2, 2019.
  • 2019 Corporate 2D Barcode Specifications: 2D submissions for 1120C, 1120S, and 1065 will be accepted starting December 12, 2019.
  • 2019 Business ATS to be used for MeF and 2D testing. Updated 11/08/2019
  • Magnetic Media Specifications:
    • W-2 filings
    • 1099 filings
  • Forms Specification for OCR - This information should be used only for scan line specs and CAR line specs. You must refer to each individual form listed below for address, artwork and other pertinent updates.
    • You must submit 25 total vouchers when requesting scan line approval. If you are submitting quarterly estimated payment vouchers for the year, submit a total of 25, not 25 vouchers per quarter. Vouchers submitted for scan line approval must be coupon sized when submitted. Do not submit full sheet of papers.
      Please take note: Sending in full 8 1/2 x 11 sheets rather than coupon sized vouchers will delay the scan line approval and may result in the submissions being returned to the sender.

Please note:

  • Vendors reproducing Rhode Island state tax forms must register with the Rhode Island Division of Taxation.
  • Vendors will not be able to submit forms for approval unless they are registered with the RI Division of Taxation.
  • The Rhode Island Division of Taxation will be reviewing and testing forms to ensure their successful processing.
  • The Rhode Island Division of Taxation will no longer be reviewing vendor forms for content. It will be the responsibility of the vendor to ensure the content of the form matches that of the final state form.
  • Draft versions can be submitted for approval prior to being posted as final. "READY FOR TESTING " will be noted next to each form once that form can be submitted for approval. DO NOT submit prior to that time. Submissions received prior to then will be disregarded.
  • Voucher forms with a scanline may be submitted for scanline approval prior to being posted as final.
  • If it is noted that only particular sections of a form are being data captured, then those sections are the only ones on the form being tested. Otherwise, assume the entire form is being tested.

SUBMISSION GUIDELINES - Forms, with the exception of voucher forms, may be submitted as a PDF via email to Tax.VendorForms@tax.ri.gov.

  • Forms with a 2D barcode:
  • Forms with a 1D barcode:
    • 1040C series - submit 2 forms with sample data and 1 form with every field filled in
    • 1041 series - submit 2 forms with sample data and 1 form with every field filled in
    • 1096 series - submit 2 forms with sample data and 1 form with every field filled in
    • Business forms - submit 2 forms with sample data and 1 form with every field filled in
    • Estate forms - submit 2 forms with sample data and 1 form with every field filled in; must include Credit Chart
  • Forms with a 1D barcode should be formatted as shown on the grid version of the form:
      • Courier New - 12 pt
      • Dollar amounts should not contain any dollar signs, commas, decimal points or cent signs
      • Dollar amounts must include amounts in the cents columns
      • Negative amounts should use minus signs not parentheses or brackets
      • Use all capital letters for text fields
  • Vouchers:
    • For vouchers with an OCR scanline: See above guidelines under "Forms Specification for OCR"
    • For vouchers with a 1D barcode - Use the grid version posted for each form. You do not need to submit 25 samples of these vouchers.
  • White Mail Forms:
    • For forms identified as white mail, use the White Mail grid. Submit 1 blank form and 1 filled form. Limited information is being data captured from these forms.

LINKS WILL BECOME ACTIVE AS FORMS ARE POSTED

Section 1 - The forms in this section DO NOT need to be submitted for approval.

  • 1040C-NE - no change to election form - there is no barcode on this form; form will not be reviewed
  • RI-2848 - posted 10/09/2019 - You do not need to resubmit for approval if you have received approval on this form in the past.

Section 2 - These forms MUST be submitted for approval. The BUS-EXT and the BUS-V may be submitted for approval once links are active AND you have received notice from the Division of Taxation that you are registered and able to submit forms for approval for the current tax year. The BUS-EST may be submitted when "READY TO TEST" appears next to the form below.

Note: The barcode ID numbers for these forms have not changed.

  • BUS-EST - Final updated 01/21/2020 - Update to the language on line 4 - READY TO TEST
  • BUS-EXT - Final posted 01/22/2020 - READY TO TEST
  • BUS-V - Final posted 01/22/2020 - READY TO TEST
  • SLB-EST - Discontinued effective tax year 2017 - tax type added to the BUS-EST
  • T-71SP - posted 10/09/2019 - READY TO TEST

Section 3 -

Forms may be submitted for approval once you have received notice from the Division of Taxation that you are registered and able to submit forms for approval for the current tax year.

1120ES **

** See Corporate Series below for additional information.

The forms in this section contain an OCR scan line. Along with the change of the year in the OCR line, the federal identification number field has been changed to an Account Identification Number field. Updated versions will be posted as they become available.

STM
MTM
PWTM
HOM
STQ
MTQ
PWTQ
HTDM-W

 

If you had a withholding tax form - WTQ, WTM, WTQM or W3 - approved last year, you may use that same form format as long as you update the year in the OCR scanline and change the label to the Account Identification Number. These forms MUST still be submitted for approval, but you do not need to make any changes to the form itself even if the posted version appears different than your version.

You must submit 25 total vouchers when requesting scan line approval. If you are submitting quarterly estimated payment vouchers for the year, submit a total of 25, not 25 vouchers per quarter. Vouchers submitted for scan line approval must be coupon sized when submitted. Do not submit full sheet of papers.
Please take note: Sending in full 8 1/2 x 11 sheets rather than coupon sized vouchers will delay the scan line approval and may result in the submissions being returned to the sender.

OCR voucher specs

Section 4 - When forms are marked that they can be submitted for approval, submit a completely filled form and forms with sample test data (if applicable). Otherwise, submit 2 tests with your own sample data. Your form submissions MUST be formatted in the same manner as forms generated out of your software package.

The forms in this section must be submitted for approval. Draft versions can be submitted for approval prior to being posted as final if you have received notice from the Division of Taxation that you are registered and able to submit forms for approval for the current tax year.

PLEASE NOTE THAT A FORM IS CONSIDERED A DRAFT IF DRAFT IS POSTED NEXT TO THE FORM NAME WITH THE DRAFT POSTED DATE. THIS IS TRUE EVEN IF THE DRAFT WATERMARK IS NOT ON THE RETURN.

If available, the 2D version of a form must be supported. 2D versions will be provided for RI-1040, RI-1040NR, RI-1120C, RI-1120S and RI-1065.

1040 Series: Updated on 01/07/2020

Bank Deposits, Bank Excise, Insurance, Public Service and Surplus Lines Series : Ready for testing starting 10/31/2019

1040C Series: Updated on 01/21/2020 - Ready for testing starting 12/13/2019.

Note that barcode IDs on the coupons - 1040C-V, 4868C and 1040C-ES did not roll forward - they are the same as last year

1041 Series: Updated on 11/20/2019 Ready for testing

1096PT Series: Updated 01/21/2020 - Ready for testing starting 12/13/2019.

Note that barcode IDs on the coupons - 1096V, 4868PT and PT-ES did not roll forward - they are the same as last year

Corporate Series: Updated 01/24/2020 (2D submissions for 1120C, 1120S, and 1065 will be accepted starting December 12, 2019.) Ready for testing

Pass-through Entity Election Tax : New effective tax year 2019 - Updated 01/21/2020 Ready for testing

Credit Forms: Updated 01/27/2020 Ready for testing

With the exception of the RI-6238, information will not be data captured from the credit forms. The forms will be tested to make sure the barcode is correct.

RI-107 - Image only - no data will be captured off this form - Final posted 01/27/2020

Withholding: Updated 04/06/2020 Ready for testing

  • 2019 W-3 - Continue to use the OCR coupon sized version of the W3
    • Change the year in the OCR scanline to 2019 and change Taxpayer Identification # to Account Identification Number
    • W-3 mailing address: DIVISION OF TAXATION - ONE CAPITOL HILL - SUITE 7 - PROVIDENCE, RI 02908-5809
  • 2020 W-3 - Posted 3/4/2020
  • 2020 W-4 - Posted 12/24/2019
  • 2020 Withholding Booklet - Updated 12/30/2019 - update to tax type codes
  • WTQM, WTM and WTQ mailing address for OCR scanline vouchers: DIVISION OF TAXATION - DEPT#200 - PO BOX 9703 - PROVIDENCE, RI 02940-9703
  • WITHHOLDING CHANGES EFFECTIVE JANUARY 1, 2020
    • Forms WTQM and WTQ will be discontinued for calendar year 2020
    • Quarter-monthly payers will now become weekly payers required to file and pay electronically
    • WTM payers may be required to file and pay electronically
      • If the average monthly withholding of the prior calendar year is $200 or more, monthly payer is required to file and pay electronically
      • If less than $200, monthly payer is not required to file and pay electronically
        • WTM with OCR scanline for months of January, February, April, May, July, August, October and November
          • The format of the month end date has been updated to MMDDYYYY and should be the last day of the month.
        • New Form RI-941 for all quarter end months - March, June, September and December
      • New Form RI-941 will be used by quarterly payers for the quarterly filing
      • New Form RI-941 will be used for all filers as a quarterly reconciliation
    • Form RI-941 - NEW for Calendar Year 2020 - Final posted 12/18/2019

Estate: Updated 01/10/2020 - These forms may be submitted for approval once language changes have been made.