Rhode Island Adds New Hire Notice Requirement

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.