Integrating JazzHR with WOTC.com

JazzHR is proud to partner with WOTC.com to help you more easily create, digitize, and send Work Opportunity Tax Credit documentation for the hires you make in JazzHR.

The Work Opportunity Tax Credit (WOTC) is a federal tax incentive that rewards private-sector employers for hiring from groups that have historically faced significant barriers to employment. To obtain these credits, employers must collect and submit eligibility information from new hires via form 8850.

WOTC.com streamlines this process by helping you to collect this new-hire information, identify all available credits and maximize the amount you receive. Don't have a WOTC.com account? Sign up for free!

Integrate JazzHR with WOTC.com to fully streamline this process by centralizing the collection and submission of new-hire information directly from JazzHR to the team at WOTC.com

To set up the integration in JazzHR:

Enter Your WOTC.com credentials

From JazzHR:

  1. Click Settings.
  2. Click Integrations.
  3. Scroll down to the WOTC.com block.
  4. Click Connect.
  5. Enter your Client Id and Client Secret - If you already have a WOTC.com account, reach out to your implementations manager to obtain these. If you don't have an account, sign up for free and a rep will reach out to you directly with these.
  6. Click Save.

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Create the f8850 eTemplate

To create the f8850 form as an eTemplate in JazzHR:

  1. Download the WOTC f8850.pdf here.
  2. Log in to JazzHR.
  3. Click Settings.
  4. Click Templates.
  5. Click Documents.
  6. Click +New Folder.
  7. Name the folder "WOTC."
  8. Click Create.
  9. Click Upload Document.
  10. Select the WOTC f8850.pdf (which you've just downloaded). Note - do not rename this file.
  11. Click Upload Document.

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Next, turn this pdf into an eTemplate. Here's how:

  1. Click the drop-down to the right of the pdf you've just uploaded.
  2. Click Create eTemplate.
  3. Important: Name the eTemplate "f8850.pdf" (this specific naming convention is key to the integration functioning properly).
  4. Keep "WOTC" as the destination folder.
  5. Under step 4, click +Add Signer Role.
  6. Enter "Company Representative". Note - be sure that "The Candidate" is listed first and "Company Representative" is listed second.
  7. Click Add.
  8. Click Assign Fields and Save.

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Now, start dragging and dropping the appropriate items into each respective field of the document.

Note that all fields on page 1 of the eTemplate should be filled out by "The Candidate." To differentiate this, select "The Candidate" from the "Who fills this out?" drop-down once you drag and drop the text box (for example).

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On page 2, prefill the top three lines with the appropriate employer information to avoid having to enter this in the future. Not sure where to find your Employer Identification Number (EIN)? Learn more here.

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The remaining fields on page 2 should be filled out by the "Company Representative." Again, denote this via the "Who fills this out?" drop-down.

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 Once you've drag and dropped all necessary fields appropriately, click Continue to finish and save this eTemplate.

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Create a WOTC Workflow Stage (and accompanying Task)

Once your eTemplate is created, you're able to start sending it out to new hires. Note that this should be done once an offer is accepted by a candidate.

To ensure this process takes place, create a specific Workflow Stage and add a Task as a Workflow HelperThis will serve as a reminder to initiate the WOTC process at the time a candidate accepts an offer. To do this:

  1. Click Settings.
  2. Click Workflows.
  3. Click into the Workflow template to which you'd like this added. Note - you'll want to add this to each template if you plan on sending this out to all new hires.
  4. Click Edit Statuses.
  5. Scroll down to the bottom of your active Workflow Stages.
  6. Click +New Stage.
  7. Call this stage "WOTC".
  8. Click Save.
  9. Note this stage should come right after your Offer stage (or the equivalent). Drag and drop the new "WOTC" stage there.
  10. Click Save Changes at the top of the page.

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Once this stage is added, click Add on the new stage, and select Task from the drop-down.

Enter the following information:

  • Title: Complete WOTC Form 8850
  • Notes: 
    • Navigate to the Documents tab.
    • +Add Document.
    • Click the Select tab.
    • Choose "f8850.pdf"
    • Click Add Document
    • Send eDocument to Candidate and Company Representative.
  • Assign To: Individual Triggering the Task

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Click Save Task

Create an export Workflow Helper

Lastly, add in "Export to WOTC" as a Workflow Helper on all Hired Dispositions within all Workflows. This will ensure the candidate and the completed f8850.pdf are exported to WOTC.com for processing. From the Workflow template:

  • Scroll down to the Hired Dispositions.
  • Click Add on each disposition.
  • Select Send to WOTC from the drop-down.

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Now, anytime you move a candidate into a Hired Disposition, their information (and accompanying f8850.pdf) will be automatically exported to the WOTC.com team.

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