File your Rhode Island 1099s as IRIS XML

Intro 0:00

In this video, you'll create your Rhode Island 1099-NEC IRIS XML file with the Export Wizard in W2 Mate. Rhode Island takes 1099s in the IRS IRIS XML format, and the wizard builds that file in four short steps. Rhode Island wants a 1099-NEC for Rhode Island-source income, even when no Rhode Island tax is withheld.

What goes into the 1099-NEC IRIS XML file 0:27

Here's the 1099-NEC, and the IRIS XML that W2 Mate writes for it. Box 1a, nonemployee compensation, becomes NonemployeeCompensationAmt. Boxes 5, 6 and 7 become the state group: RI, your Rhode Island state ID number, the state tax withheld and the state income. The recipient's tax ID goes in with its type. So in W2 Mate, type each one with its dashes: SSN as xxx-xx-xxxx, EIN as xx-xxxxxxx. That's how the file gets the right TIN type and goes through.

Before you start: set Box 6 to RI 1:09

Before you start, make sure Box 6 on every 1099-NEC you're filing with Rhode Island is set to RI. To be safe, open Tools > Other Recipient / 1099 Tools > Update Box 6 (State, Payer's state #) for multiple 1099-NEC recipients. Pick RI, and enter your Rhode Island withholding account number, if you have one.

Open the IRIS XML Export Wizard 1:35

Then start the wizard from the E-Filing menu. Point to 1099 IRIS XML Format (For State Upload), then click Export 1099-NEC Data as IRIS XML File.

Step 1: Payer 1:49

Step 1 shows the payer — the business that issues the forms. Check the name, tax ID and address. To fix something, click Review / Edit Payer. Here you can update the payer's TIN type and number, the name and the address. Click OK when you're done. Then tick the box to confirm, and click Next.

Step 2: Transmitter 2:12

Step 2 shows the transmitter, who sends the file, and the contact person Rhode Island will reach if there's a problem. To change any of it, click Edit Transmitter. This screen has who's sending the file, the company address for letters from the state, and the contact person. Click OK. Then click Next.

Step 3: Recipients (select Rhode Island) 2:34

Step 3 lists everyone who gets a 1099-NEC. Checked recipients go into the file. With Box 6 filled in, choose RI in the Box 6 state list, and click Select Only This State. That picks every form that reports Rhode Island. You can also choose RI in the Address state list, to select every recipient with a Rhode Island address. If a recipient shows in red, the Problem column tells you what to fix before you upload. Click Next.

Step 4: Output file 3:07

Step 4 is where the file is saved. Click Browse to pick a different folder. Leave the testing box unchecked for your real filing, and click Finish.

File created: check the totals 3:18

W2 Mate creates the file and shows the totals inside it. Compare them with your records: 5 Rhode Island forms and the Rhode Island tax withheld. Click Copy Path, so you can find the file on the upload page.

Upload to RI Tax Portal 3:34

Now log in to Rhode Island's Tax Portal. At the top right, choose Informational Documents, then File Informational Documents. Pick the IRIS XML file type, add your file, click Start Upload and Submit. To test the file first, choose Validate Only. If the portal lists errors, fix them in W2 Mate and upload again. When it's accepted, write down the Transmission ID. The file is due January 31, and your filing isn't complete until Rhode Island accepts it. For help with Tax Portal, call the Rhode Island Division of Taxation at (401) 574-8484. That's it. Your Rhode Island 1099-NEC IRIS XML file is ready. If you have questions about W2 Mate, email sales@realtaxtools.com or call 1-800-507-1992.