Toast Payroll: Tax Management in Rhode Island

In this Article:

• Tax Management Overview
  • Taxes and Forms Toast Payroll Supports/Remits in Rhode Island
  • Taxes We Don’t File
  • Where to Find Copies of Tax Filings Processed in Toast Payroll
• Register for Your ID - Withholding and Unemployment Taxes
  • Information You’ll Need to Register
  • How to Register - Withholding and Unemployment
• Find Your ID and Rate
  • Income Tax Withholding
  • Unemployment Tax
  • Unemployment Tax Rate
• Link Toast as Your Third-Party Administrator (TPA)

Tax Management Overview

Many of the items on this page are maintained by your company in the Toast Payroll Tax Center. We highly recommend visiting this page at least once a quarter so you can complete outstanding tasks and help enable a successful quarterly tax filing. Failure to provide this information risks Toast Payroll's ability to remit/file on your behalf, which may result in financial penalties for your company. Visit Toast Payroll: Manage Payroll Taxes to learn all about the Tax Center.

After applying for and receiving your state tax account number(s), payment frequency, unemployment rate, or once you complete your third-party administrator (TPA) linking, log into Toast Payroll and select Taxes from the left-hand navigation. Complete any available tasks here, including Form 8655, missing Social Security numbers, and more.

Taxes and Forms Toast Payroll Supports/Remits in Rhode Island

Payroll tax liability largely depends on where an employee is working and where the employee lives.  More information on assigning a work tax location within the Toast Payroll system can be found in .

State Income Tax (SIT)

• RI-W-3 (Rhode Island Annual W/H Reconciliation)
• RI State W2 (Rhode Island Income Tax Transmittal Form for the Reporting of W2 Information)
• RI-941 (Rhode Island Employer’s Quarterly Tax Return and Reconciliation, Quarterly)

State Unemployment (SUTA)

• RI TX-17 (Rhode Island Quarterly Contributions)
• Job Development Surcharge
• State Disability Insurance

Other

Employee name, social security number (SSN), gross wages, and taxable wages for all employees are listed on the applicable filings done by Toast Payroll.

Taxes We Don’t File

See for a listing of some taxes our system doesn’t currently support.

Where to Find Copies of Tax Filings Processed in Toast Payroll

are found within the Toast Payroll System under Reports > Tax Filing. These reports are typically available the third full week of the month following each quarter-end. Toast Payroll will only generate tax packages for quarters in which a customer was actively processing payroll within the Toast Payroll system. 

Note: Toast Payroll & Team Management may not be able to complete and/or submit tax filings where the Toast Payroll system reflects missing, erroneous, or incomplete information in a customer’s account. It is the customer’s responsibility to ensure that they have provided Toast Payroll & Team Management with all requisite tax information in a timely manner. Copies of tax return submissions do not guarantee that a return was submitted to or accepted by an applicable agency. 

Register for Your ID - Withholding and Unemployment Taxes

Registration with the state sets up your tax account, identified by an Employer Identification Number (EIN). This number enables Toast Payroll to file electronically on your behalf. Failure to provide this information risks Toast Payroll’s ability to remit/file on your behalf which may result in financial penalties for your company.

Note: In Vermont, customers may not receive a state unemployment employer identification number (EIN) until $1500 in wages are paid. It is the customer’s responsibility to not only apply for an EIN whenever applicable, but also to provide this information to Toast Payroll & Team Management. The Toast Payroll system will calculate the unemployment tax liability and Toast Payroll & Team Management will attempt to remit the funds before the EIN is received. Without an EIN however, customers may face potential penalties, fees, fines, and interest from tax authorities. Follow the instructions below to register.

Information You’ll Need to Register

• Federal Employer Identification Number (FEIN)
• Legal business name, entity type (sole proprietorship, partnership, LLC, corporation, etc.), and physical address
• Ownership details, including names, Social Security numbers (SSNs), addresses, and contact information of all responsible individuals or business owners
• Mailing address (if different from the physical address)
• Contact information (phone number, email address)
• Dates of hire and the first date wages were paid to employees in Rhode Island. Registration must be completed before paying the first employee
• Estimated payroll information to determine your withholding deposit schedule (weekly, monthly, or quarterly)
• Business activity details, including a description of what your business does.

How to Register - Withholding and Unemployment

Registration for Rhode Island income withholding (SIT) and unemployment (SUTA) taxes are completed through the same site. Registering on the registers you for an Income Tax Withholding account and Rhode Island Unemployment Insurance account (including Rhode Island temporary disability insurance (TDI) and Rhode Island job development fund tax).

1. Register online at the .
   1. Begin by creating a to log in with your username and password. Once logged in, follow the prompts for registration.
   2. Complete the application. The online service is interactive and allows you to register your business for multiple taxes on a single form, including:
      1. Rhode Island income withholding tax account
      2. Rhode Island unemployment insurance tax account (which also covers Rhode Island temporary disability insurance (TDI) and the Rhode Island job development fund tax)
2. For a Rhode Island withholding tax account
   1. After registering your business with the Rhode Island Division of Taxation, your Rhode Island State Income Tax (SIT) EIN will take approximately seven days to be sent to you.
      1. The account number format is 11 digits.
   2. Provide the following information to Toast Payroll by entering it into the via Settings > Payroll > Tax Accounts:
      1. Withholding number
      2. Payment frequency, also referred to as the withholding schedule
   3. If a customer has not gone live in the Toast Payroll system, this information should be entered in the onboarding platform or sent to an Onboarding Consultant.
3. For a Rhode Island unemployment tax account
   1. Customers typically receive a Rhode Island Unemployment Account Number online within 3-5 business days after registering online. This is frequently referred to as a RI State Unemployment Tax Account (SUTA) EIN.
      1. The account number format is 10 digits.
   2. Provide the following information to Toast Payroll by entering it into the via Settings > Payroll > Tax Accounts:
      1. SUTA EIN
      2. Unemployment tax rates, listed as Assigned Contribution Rate on the Contribution Rate Notice
      3. If rates are not provided, the Toast Payroll system will apply state-designated to a customer's account settings.
   3. If a customer has not gone live in the Toast Payroll system, this information should be entered in the onboarding platform or sent to an Onboarding Consultant.

Find Your ID and Rate - Already Registered

The Employer Identification Number (EIN) identifies a tax account to the state and enables Toast Payroll to file returns electronically on a company’s behalf. Failure to provide this information risks Toast Payroll’s ability to remit/file on your behalf which may result in financial penalties for your company. 

Income Tax Withholding

If you’ve already registered for a Rhode Island income withholding account, the EIN and payment frequency can typically be found by: 

• Accessing the
• Reviewing notices sent by the Rhode Island Division of Taxation
• Calling the RI Division of Taxation Registration at 401-574-8938
• Note: For Illinois, Iowa, New Jersey, and Rhode Island: If a company is already registered for an income tax withholding account in Rhode Island, the Rhode Island withholding tax account number will match the company’s Federal Employer Identification Number (FEIN). Toast Payroll will input the FEIN as the Rhode Island tax withholding account number. 

A Rhode Island state account number is typically in a 11-digit format. Add your employer identification number and any payment frequency information by navigating to Settings > Payroll > Tax Accounts.

Unemployment Tax

If you’ve already registered for a Rhode Island SUTA account, unemployment account ID numbers and tax rates can typically be found by: 

• Accessing the
• Reviewing notices sent by the Rhode Island Division of Taxation
  • You can find your Unemployment Account Number on the annual Tax Rate Notice received from the Rhode Island Department of Labor & Training
  • It can also be found on your Quarterly Contribution and Wage Report (Form TX-17)
• Calling the Rhode Island Division of Taxation Registration at 401-574-8700

A Rhode Island state account number is typically in a 10-digit format. Add your employer identification number and any payment frequency or tax rate information by navigating to Settings > Payroll > Tax Accounts.

Unemployment Tax Rate

An unemployment withholding tax rate is determined by the state and can change each year based on a number of factors. Visit the for more information on the calculation of a Rhode Island unemployment withholding tax rate.

Updated Rhode Island unemployment tax rate information can be by navigating to Settings > Payroll > Tax Accounts.

Link Toast as Your Payroll Tax Third-Party Administrator (TPA)

The tax agency requires we provide them with your assigned PIN to gain online TPA access. Please send an email to  with your PIN. If you cannot locate your assigned PIN, please contact the  directly to obtain it.

This content is for informational purposes and is not intended as legal, tax, HR or any other professional advice.  Please contact an attorney or other professional for advice.