In Rhode Island, the New Hire Reporting system requires a little bit more information from its employers. Not only do they require the standard information on you—the employer federal ID number and your company name and address. But they also require your email address, your name or the name of another main contact at the company, and the telephone number where they can reach you.
The state also allows you the employer to register online onto a special New Hire Reporting Web site. That way, you can just sign in to that Web site and report your new hires right there online. The site is secure, according to Rhode Island officials, so no worries they say about getting hacked in to and having all of that private employer and employee information stolen or lost.
The benefit of doing all of your new hire reporting online is that you can have all of your employee records on hand—the employee file, job application, background investigation release, employment offer, interview evaluation, etc.—and not have to make copies or fax them to the state authorities. Just use them to fill in the spaces online, send in the info digitally, and then store those forms back in the file where they will be safe until the next time you need them.
This process might especially help employers who are in the midst of a big growth spurt, who have frequent turnover in their employees, or who tend to hire a lot of temporary or seasonal labor. Yes, even temporary and seasonal employees need to be reported as new hires to Rhode Island—unless, you get your temporary employees through a temp agency. In that case, it is the temp agency’s job to report the employee as a new hire, and not yours.