Frequently Asked Questions for Those New to the New Hire System

1. What if I am having trouble logging in?
2. What to do when I receive an email detailing invalid records in the file upload?
3. Where can I make comments about or find information how to use the new website?
4. How do I test connectivity to the FTP server?
5. What should we do when we receive compliance letters from a previous vendor?


  1. What if I am having trouble logging in?

Passwords are case sensitive. Enter your FEIN (with no dashes or spaces) or your EMAIL ADDRESS. If you need to reset your password, you can do so here. If you are still having trouble resetting your password, Please DO NOT register another account. Instead, please contact Technical Support.

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  2. What to do when I receive an email detailing invalid records in the file upload?

After performing a file upload, you will receive an email that reports the results. The email will specify the number of records found, the number loaded, any duplicate records found and the number of invalid records that could not be loaded. Only the invalid records that could not be loaded must be corrected and resubmitted. You will receive a list of these records as a file attachment for review and resubmittal.

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  3. Where can I make comments about or find information how to use the new website?

Do not hesitate to call the Virginia New Hire Reporting Center toll-free at (800) 979-9014 with any questions regarding the new hire reporting process. Our help desk staff is available Monday through Friday, 8:00AM to 7:00PM Eastern Time.

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  4. How do I test connectivity to the FTP server?

There are a variety of ways to upload files to our server, and the answer will depend on the exact software you are using. Please consult your software vendor. Additionally, see the instructions under the section heading, File Transfer Options on our File Transfer Options Page.

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  5. What should we do when you receive compliance letters?

If employers who get compliance letters have questions about any of their employees who have not been properly reported as new hires, as indicated on the letter, they should call the New Hire Reporting Center to confirm that information and report those new hires immediately using any of the methods discussed in detail under our Reporting Fundamentals page on our web site.

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