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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 2018 tax forms

 

Links will be activated as forms become available

2018 2D Barcode Specifications

  • 2018 1040 2D Barcode Specifications 
  • 2018 Corporate 2D Barcode Specifications:
  • 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 emai to Tax.VendorForms@tax.ri.gov.

  • Forms with a 2D barcode:.
    • 1040 - submit 4 forms using state test data (updated 11/16/2018) provided here and below in the form section
    • 1040NR - submit 4 forms using state test data (updated 11/02/2018) provided here and below in the form section
    • 1120C - submit 2 forms with ATS data and 1 form with every field filled in
    • 1120S - submit 2 forms with ATS data and 1 form with every field filled in
    • 1065 - submit 2 forms with ATS data and 1 form with every field filled in
  • 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 - there is no barcode on this form; form will not be reviewed
  • 1099PT

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 -
  • BUS-EXT - No change from previous version
  • BUS-V - No change from previous version
  • SLB-EST - Discontinued for 2017 - tax type added to the BUS-EST
  • T-71SP - no changes, but barcode will be tested
  • RI-2848 - no changes, but barcode will be tested. If you received approval previously, you do not need to resubmit.

Section 3 - Updated 11/09/2018

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 **
4868
1040V

** 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
W3
STQ
MTQ
PWTQ
HTDM-W

* Note changes to the WTM, WTQ and WTQM forms. The forms had the incorrect PO Box and Dept numbers.

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 11/17/2018

Bank Deposits, Bank Excise, Insurance, Public Service and Surplus Lines Series :

1040C Series: Updated 10/11/2018

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

1041 Series: Updated 10/27/2018

1096PT Series: Update 10/11/2018

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 11/17/2018

Credit Forms:

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.

  • 2018 RI-2441
  • 2018 RI-2874
  • 2018 RI-2949
  • 2018 RI-3468
  • 2018 RI-5009
  • 2018 RI-6238
    • Grid version
  • 2018 RI-6324
  • 2018 RI-7695E
  • 2018 RI-8826
  • 2018 RI-9261

RI-107 - Image only - no data will be captured off this form

Withholding:

  • 2018 W-3 - Continue to use the OCR coupon sized version of the W3
    • Change the year in the OCR scanline to 2018 and change Taxpayer Identification # to Account Identification Number
    • W-3 mailing address: DIVISION OF TAXATION - ONE CAPITOL HILL - SUITE 7 - PROVIDENCE, RI 02908-5809
  • 2019 W-4
  • 2019 Withholding Booklet
  • WTQM, WTM and WTQ mailing address for OCR scanline vouchers: DIVISION OF TAXATION - DEPT#200 - PO BOX 9703 - PROVIDENCE, RI 02940-9703

Estate:The only change for the Estate Tax forms is the Rhode Island Credit Amount effective for a Date of Death on or after January 1, 2019