File Transfer Protocol (FTP) Instructions
There are many different operating systems (Windows 98/NT; Unix, OS400) and different
software programs that have FTP ability. For the purposes of providing this document,
we are offering step by step instructions for DOS Command Line FTP:
DOS Command Line FTP Instructions
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Advisory to Employers Automating the FTP Process
If your company is planning or considering the automation of the file transmission
using FTP, we strongly encourage you to incorporate some type of reporting to key
staff if the file transfer fails for any reason.
By knowing when a file was not successfully transmitted, you can ensure your company's
compliance with new hire reporting laws and retransmit the file as soon as possible.
This advisory is only meant for employers who are programming their computer systems
to automatically transmit new hire data files.
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File Naming Guidelines
When you are ready to save your file, please name the file with the first four characters
of your company name, plus the day and month you are creating it. For example:
Acme Incorporated, file created on December 1st- acme1201.txt
Microsoft Corporation, file created February 14th- micr0214.txt
If you are unable to use this naming convention, please name your file as uniquely
as possible. Using 4-8 letters that are an acronym of your company name, or actually
spelling your company name is acceptable.
Please do not use "newhire" or any variation of "newhire" for
your file name.
This file layout has been created for employers who have the ability to export new
hire data from their existing payroll or human resources software. If you have any
questions, or need further assistance with reporting electronically, please contact our office.
File Encryption
If you choose to encrypt your file, you must use the following PGP key:
Click here for encryption instructions using PGP Desktop.
For other products, please refer to the product manual for instructions.
DOS Command Line FTP Instructions
To begin FTP transmissions, employers must first make a connection with the Virginia
New Hire Reporting Center's FTP server. Once a connection has been established,
users will have to provide a host name, user name, and a password.
Host name: ftp.va-newhire.com
User name: anonymous
Password: your email address (employer@domain.com)
Step by Step Instructions
Please press your enter/return key at the end of each command. At the DOS prompt:
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Type:
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FTP
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- You will get the "ftp>" prompt
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Type:
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open ftp.va-newhire.com
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- You will get the "connected to va-newhire.com" message with another
message following it. It will then prompt you for user:
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Type:
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anonymous
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- Message should state "Anonymous access allowed, send identity (e-mail name)
as password:"
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Type:
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ie: yourname@tmch.net
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- You will receive a message "Welcome to the New Hire FTP site. Be sure to
change to the appropriate directory for your state. Anonymous user logged in"
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Type:
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cd va
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- This will change your directory to the state of Virginia. A message will say "cwd
command successful". You will now want to transfer the file, making sure you know
the full path of the file you want to transfer
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Type:
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put "c:\path\filename.ext"
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- The actual path will be typed here. Do not use quotation marks. You will receive
a message saying "PORT command successful". Opening ASCII mode data connection
for <filename>. Transfer complete."
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Type:
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quit
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- After you receive the above confirmation message Type Quit. You will then receive
the message "thank you and goodbye"
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You are now finished. The following page is a screen print showing you what your
screen would look like.
Troubleshooting Tips specific to DOS
- DOS-FTP can only support 8-character file and directory
names, plus a 3-character file extension. Be sure your file name and any directory
where it is stored has a name which contains 8 characters or less, plus the 3 character
extension.
- If you have trouble transferring the file, try locating
the file directly in a "root" directory on either the "C:" or
"A:" drive. This will eliminate the need to type a long path name. You
can now retry the "PUT" command to initiate the file transfer.