Effective January 1, 2026, Rhode Island employers will be subject to new employment requirements under the Rhode Island Payment of Wages law (R.I. Gen Laws § 28-14-12) (the “Law”).

The current Law (enacted in 1956) only required employers to keep accurate records pertaining to hours worked and wages paid.

However, starting on January 1st, the law will be expanded to include a “mini handbook” requirement. Under this requirement, all employers will be required to provide written notice to employees at the time of hire in the form of a condensed employee handbook. The employee must sign to acknowledge receipt.

Under the law, this “mini handbook” must include:

1. The rate or rates of pay and basis thereof, including whether the employee is to be paid by the hour, week, shift, day, piece, commission, or other method and the specific application of any additional rates (we are seeking further clarification from outside sources as to the meaning of the italicized language);
2. Allowances, if any, claimed, pursuant to permitted meals and lodging;
3. The employer’s policy regarding sick, vacation, personal leave, holidays, and hours;
4. The employee’s employment status and whether the employee is exempt from minimum wage/overtime;
5. A list of deductions that may be made from the employee’s pay;
6. The number of days in the pay period, the regularly scheduled payday, and the payday on which the employee will receive the first payment of wages earned;
7. The legal name of the employer and the operating name of the employer, if different from its legal name;
8. The physical address of the employer’s main office or principal place of business, and its mailing address, if different; and
9. The telephone number of the employer.

In addition, the employer must keep a copy of the “mini handbook” provided to each employee for three (3) years.

Finally, if the employer fails to comply with the new “mini handbook” requirement, they will be fined $400 for a first or second violation and any subsequent violation will be subject to the penalties set forth in R.I. Gen. Laws § 28-14-17, which provides for criminal misdemeanor penalties in connection with violations of the Law.

To learn more about the Law’s new requirements and our suggested compliance materials and processes, please contact us at (401) 331-5700 or email Nikola Trahan at ntrahan@cm-law.com or Tom Humphreys at thumphreys@cm-law.com

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