New Hire Report - Troubleshooting - Load Summary and Error Report Messages

The following section explains the error messages that can appear in the Load Summary and Error Report files and how to resolve them.

How to Use the Error Report

Review the error report PDF file:
The error report shows each employee/contractor number and their associated validation errors
Correct the source data:
Fix each error on the appropriate page:
- Employee errors: Employee Information page
- Contractor errors: Defined Page 10 - Ohio Independent Contractor page
- Employer errors: Federal/State Reporting tab of the Human Resources Profile page and Human Resources Profile - State page.
Regenerate the Hard Copy report:
After corrections, run the hard copy report again.
Verify that no errors were encountered:
When no errors are found, proceed to generate the electronic file.

Common Root Causes

The following table lists the common root causes of issues encountered and the corresponding solutions.

Issue	Solution
Multiple records with the same error	Usually indicates a data migration or import issue. Check data load procedures.
All contractors are missing dates	Verify that the Start Date field on the Defined Page 10 - Ohio Independent Contractor page is properly configured.
Employer errors on every record	Verify that the Federal/State Reporting tab of the Human Resources Profile page and the Human Resources Profile - State page are properly configured.
Missing birth dates	Verify that the Birthdate field on the Employee Information page.

The following are the types of validation error messages that can appear in the Load Summary and Error Report files:

Employee validation errors

The following table lists the employee validation error messages in the load summary and error report files, their descriptions, and how to resolve them.

Error Message	Description	How to Resolve
Employee social security number must be specified	The employee's Social Security field is empty.	Enter a valid Social Security number for the employee in the Social Security field on the Employee Information page. The SSN should be in the format XXX-XX-XXXX.
Employee last name must be specified	The employee's last name is missing.	Enter the employee’s last name in the Last Name field on the Employee Information page.
Employee first name must be specified	The employee's first name is missing.	Enter the employee’s first name in the First Name field on the Employee Information page.
Employee city must be specified	The employee's City field is empty.	Enter the employee’s city in the City field on the Employment tab of the Employee Information page.
Employee hire date must be specified	The employee's hire date is missing or invalid.	Select the employee’s hire date in the Hire Date field on the Employment tab of the Employee Information page.
Employee birth date must be specified	The employee's date of birth is missing.	Select the employee’s correct birth date in the Birthdate field on the Employee Information page.
Employee address must be specified	The employee's street address (Address line 1) is missing.	Enter the employee’s address in the Address field on the Employment tab of the Employee Information page.
State must be specified	The employee's state code is missing.	Select the employee’s two-character state code in the State field on the Employment tab of the Employee Information page.
Zip code must be specified	The employee's ZIP code is missing.	Enter the employee’s five-digit ZIP code in the Zip Code field on the Employment tab of the Employee Information page.
Employee SSN is required	The Social Security field is blank.	Enter a valid Social Security number for the employee in the Social Security field on the Employee Information page. The SSN should be in the format XXX-XX-XXXX.
Employee SSN is numeric	The Social Security field contains non-numeric characters (other than formatting dashes).	Verify the Social Security number for the employee in the Social Security field on the Employee Information page, ensure it contains only numbers, and remove any invalid characters. The SSN should be in the format XXX-XX-XXXX.

Employer validation errors

The following table lists the employer validation error messages in the load summary and error report files, their descriptions, and how to resolve them.

Error Message	Description	How to Resolve
Employer name must be entered in human resources profile	The employer’s name is missing.	Enter the employer’s or district’s name in the Employer Name field on the Federal/State Reporting tab of the Human Resources Profile page.
Employer address must be entered in human resources profile	The employer's street address is missing.	Enter the employer’s address in the Employer Address field on the Federal/State Reporting tab of the Human Resources Profile page.
Employer city must be entered in human resources profile	The employer's city is missing.	Enter the employer’s city in the Employer City field on the Federal/State Reporting tab of the Human Resources Profile page.
Employer state must be entered in human resources profile	The employer's state is missing.	Select the employer’s two-character state code in the State field on the Federal/State Reporting tab of the Human Resources Profile page.
Employer phone number with area code must be entered in W2 setup	The employer’s phone number is missing or incomplete.	Enter the employer’s complete phone number, including area code, in the Phone field on the W2 Wizard: W2 Parameters page. The format should be (XXX) XXX-XXXX or 12 digits minimum.

Independent contractor (vendor) validation errors

The following table lists the independent contractor (vendor) validation error messages in the load summary and error report files, their descriptions, and how to resolve them.

Error Message	Description	How to Resolve
Contractor social security number must be specified	The vendor's Social Security number is missing.	Enter the vendor’s Social Security number in the Soc. Security field on the Defined Page 10 - Ohio Independent Contractor page. The SSN should be in the format XXXXXXXXX.
Contractor last name must be specified	The contractor's last name is missing.	Enter the vendor’s last name in the Last Name field on the Defined Page 10 - Ohio Independent Contractor page.
Contractor first name must be specified	The contractor's first name is missing.	Enter the vendor’s first name in the First Name field on the Defined Page 10 - Ohio Independent Contractor page.
Contractor date service contracted must be specified	The contractor's service start date is missing.	Enter the vendor’s contract service date in the Start Date field on the Defined Page 10 - Ohio Independent Contractor page.
Contractor address must be specified	The contractor's address is missing.	Enter the vendor’s address in the Address 1 and Address 2 fields in the Accounts Payable section on the Address tab of the Vendor Information page.
Contractor city must be specified	The contractor's city is missing.	Enter the vendor’s city in the City field in the Accounts Payable section on the Address tab of the Vendor Information page.
Contractor state must be specified	The contractor's state code is missing.	Select the vendor’s two-character state code in the State field in the Accounts Payable section on the Address tab of the Vendor Information page.
Contractor ZIP code must be specified	The contractor's ZIP code is missing.	Enter the vendor’s ZIP code in the Zip field in the Accounts Payable section on the Address tab of the Vendor Information page.
Contractor Zip Code should be {0} digits	The contractor's ZIP code is not the correct length.	Verify the vendor’s ZIP code in the Zip field in the Accounts Payable section on the Address tab of the Vendor Information page. Ensure the ZIP code is exactly five digits.

General data quality errors

The following table lists the general data quality error messages in the load summary and error report files, their descriptions, and how to resolve them.

Error Message	Description	How to Resolve
State field should have the standard 2 character State code	An invalid state code was entered.	Select the standard two-character USPS state abbreviation (e.g., OH, PA, MI).
Employee Zip Code should contain five numbers	The ZIP code is not in the correct format.	Enter a five-digit numeric ZIP code without letters or special characters.
Employee Zip Code Extension should contain four numbers	If a ZIP+4 is entered, it must be exactly 4 digits.	Either leave the ZIP extension field blank or enter exactly four digits.