Rhode Island has enacted legislation (House Bill 5679), which requires an employer to provide certain information to new hires in the form of a notice. House Bill 5679 takes effect on Jan. 1, 2026.
The Details
Background
As background, Rhode Island employers must keep a true and accurate record of hours worked and wages paid each pay period to each employee:
- In any form required by the Rhode Island Department of Labor.
- For at least three years after the entry of the record.
House Bill 5679
Notice Requirements
Beginning Jan. 1, 2026, Rhode Island employers must provide all new hire employees a written notice, in English, that includes all of the following information:
- Rate(s) of pay (including the specific application of all additional rates)
- The basis of the pay
- Pay frequency (e.g., hourly, daily, weekly, commission, salary, etc.)
- A list of deductions that may be made from the employee’s pay
- The number of days in the employee’s pay period
- The employee’s regularly scheduled payday
- The date on which the employee will receive their first paycheck
- Allowances claimed for meals and lodging
- The employee’s employment status (e.g., full-time or part-time)
- Whether the employee is exempt from minimum wage and/or overtime
Additionally, an employer must provide the following employer information:
- Legal name and any operating names
- Physical and mailing addresses of the employer’s principal place of business
- Telephone number
- All policies on sick and vacation time, personal leave, holidays and hours
Recordkeeping
Employers must retain a copy of the notice that is signed by the employee.
Penalties
An employer found to have violated the law may face increasing penalties ($400 for the first or second violation, with further penalties that may include up to one year of imprisonment).
Next steps
- Review and update pay and new hire policies and procedures.
- Train Human Resources on the requirements under the law by Jan. 1, 2026.