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State of Rhode Island
Division of Taxation
One Capitol Hill
Providence, RI 02908

W‐ 2 Electronic Filing Requirements

Every employer that is required to file annual W-2 information to the Social Security Administration
electronically and having a minimum of 25 employees in the State of Rhode Island is required to file W-2
informational returns electronically with the State.
All electronic submissions are:

 Required to use the EFW2 format. This same EFW2 format should be used whether submitting on CD-
ROM, DVD or through secure EFT.
 Secure EFT is a web based‐ file transfer system that allows you to directly upload your files to Taxation servers
over an encrypted channel. All modern browsers are supported, and there is no setup required on the sender’s
end.
 To request a secure EFT link, please send an email to Tax.ProdControl@tax.ri.gov
o Please be ready to upload your file upon submitting your request, as the secure EFT link is only valid for
3 days.
 The only file type accepted is .txt. All other file formats will be rejected. Please be sure your filename ends with
.txt before submitting, regardless of submission method.
 All files must be submitted in ASCII format. EBCDIC will no longer be accepted.

FILING DEADLINE: January 31 st

FILE REQUIREMENTS:
The required format is described in the most current SSA EFW2 format and amendments or revisions thereto.
(http://www.socialsecurity.gov/employer)
Social Security numbers should not be left blank or substituted. An actual social security number or the
temporary issued number (TIN) is required for all employees.

 File format: Only files formatted for Windows/DOS will be accepted. Each line must end with CR LF . UNIX files
(LF only) will be rejected. Record length must be 512 characters for all records, including header and footer.

The records required for filing with the State of RI Division of Taxation are:
RA Required Submitter Record
RE Required Employer Record
RW Optional Employee Wage Record
RO Optional Employee Wage Record
RS Required State Wage Record
RT Optional Total Record
RU Optional Total Record
RV Optional State Total Record
RF Required Final Record

Updated 02/01/2018

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(RA) Submitter Record        Required ‐       

       Must be   the    first data  record  on each  file          

(RE) Employer Record      Required ‐         

       The first RE     record   must  follow the RA record             
       Following the     last    RE record, create an RF record               

(RW) Employee Wage        Record     Optional ‐       

       Not required      by   the State     

(RO) Employee     Wage    Record     – Optional       

       Not required      by   the State     

(RS) State Wage   Record       – Required      

       State Code       =   44   
       SSN’s or   TIN’s are     required and  must be included         or the   file will  be rejected.           
       If there  are    multiple  State  Wage   Records  for an      employee,       include    all the State   Wage Records     for the employee          
       If this is   the only  RE record, then once the final      RS  record  is listed,   a RF record     would be required.                    
       If multiple   employers      (RE  records) are  provided       in a file,     then after the final RS record  is listed for   the first        
        employer, then         a   new RE record should be provided         and their      RS records  would follow.     This process     would         
        repeat until all   employers are      completed.    An RF      record  would        follow the last employers      RS record.                
       If multiple   RE  records    are  included in a     file and an RE record(s)       has a bad  RS   record due to a blank or     incorrect        
        SSN, only    this employer(s)     will be rejected  and a new   file with          this employer(s)   would need   to be   resubmitted.           
         
(RT) Total Record    –   Optional       

       Not required      by   the State     

(RU) Total Record    –   Optional       

       Not required      by   the State     

(RV) State Total  Record     – Optional          

       Not required      by   the State     

(RF) Final Record –   Required          

       This is   the final  record  on the file.       

PLEASE NOTE:     
Form RI-W3 must be filed on paper and sent to:  Rhode Island Division of Taxation 
                                                                  One Capitol Hill 
                                                                  Providence, RI 02908 
                                                                   
If you submit your W-2 information on a CD-ROM or DVD, you may include the paper Form RI-W3 with the CD-ROM 
or DVD for processing. 
 
If you submit your W-2 information via secure FTP, you must file the paper Form RI W-3.

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STATE OF RHODE ISLAND
DIVISION OF TAXATION
W2 ELECTRONIC MEDIA SECTION
ONE CAPITOL HILL
PROVIDENCE, RI 02908

TRANSMITTAL FORM
FOR THE REPORTING OF W-2 INFORMATION ON ELECTRONIC MEDIA

Federal Employer Identification Number: ___________________________________

Employer Name:______________________________________________________

Employer Address: ________________________________________

Employer City/Town, State, ZIP Code: ____________________________________

Contact Person Information:

Name: ________________________________________________

Title: _________________________________________________

Phone Number: ________________________________________

Email Address: _________________________________________

SUBMITTED MATERIAL WILL NOT BE RETURNED.
Record formats outlined in the SSA EFW2 Magnetic Media Reporting amendments or revisions thereto and by
accessing the SSA website at http://www.socialsecurity.gov/employer , selecting "forms and publications" and
choosing EFW2.

Place an external label on the media which is marked with at least one Federal Employer Identification
Number and “W-2”.

NOTE: The only file type accepted is .txt. All other file formats will be rejected.

PLEASE NOTE: Answers to questions 1 through 3 are required to process your data.
The following information is REQUIRED:
1. Number of CD-ROMs included: __________
2. Number of individual records: __________________
3. Total amount of state withholding: __________________

NOTE: THIS FORM (or the form included within the remittance booklet) MUST BE SUBMITTED WITH YOUR CD-ROM. IF MORE
THAN ONE CD-ROM IS BEING SENT FOR THIS FILING YEAR, INDICATE IF IT IS A REPLACEMENT, A CORRECTION, OR AN
ADDITION.

Please note, your submission must follow the required guidelines.

Signature: ________________________________ Title: ______________________

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