14: manage wotc · 2019. 3. 5. · to review and manage target group parameters for the wotc...

Virtual OneStop – Staff Services User Guide 14-1 V19 – 02/2019

14: Manage WOTC Chapter Contents

Overview of the WOTC Program ................................................................................................................ 14-1 WOTC Staff Privileges in Admin................................................................................................................ 14-2 Manage WOTC Target Groups in Admin .................................................................................................... 14-2 Register as a WOTC Employer ................................................................................................................... 14-5

Already Registered as a Recruiter? .................................................................................................................... 14-8 Already Registered as an Agent? ....................................................................................................................... 14-9

Upload Multiple Employers ......................................................................................................................... 14-10 Enable WOTC Agents and Employers (Staff Only) ................................................................................... 14-10 Set WOTC Privileges for Contacts or Agents ............................................................................................ 14-14 Recruit WOTC Job Applicants .................................................................................................................. 14-16 Complete a WOTC Application ................................................................................................................ 14-17

IRS Form 8850 ................................................................................................................................................. 14-17 ETA Form 9061 ............................................................................................................................................... 14-21

Review WOTC Application Status ............................................................................................................ 14-25 Request More Information ............................................................................................................................... 14-27 Deny WOTC Application ................................................................................................................................. 14-28 Certify WOTC Application .............................................................................................................................. 14-28

WOTC Verification Documents ................................................................................................................ 14-28

Overview of the WOTC Program The Work Opportunity Tax Credit (WOTC) is a federal tax credit available to employers who hire individuals from certain target groups, including veterans, as well as TANF and SNAP recipients, who have faced significant barriers to employment. The tax credit amount depends upon the target group of the individual hired and the number of hours the individual worked in the first year. Each year, employers claim over $1 billion in tax credits under the WOTC program. The wide variety of target groups include:

• Veterans

• Members of a family that has received temporary assistance or food stamps benefits • People who have received food stamps (SNAP)

• People with disabilities who receive SSI benefits

• People receiving vocational rehabilitation • Summer youth employees

• Ex-felons • People who live in certain low-income communities

• Long-term unemployed People who would not qualify include:

• Relatives and dependents of the hiring employer

• Current or former employees regardless of how long it has been since they last worked

• Majority owners of the business

Manage WOTC


WOTC Staff Privileges in Admin As separate staff are often assigned to enable Recruiting and WOTC functionality, separate privileges exist for each function. Only staff with designated WOTC privileges can create, assist, or approve WOTC registrations or WOTC access for employers. Without the assigned privileges, staff will not even see the WOTC account type or the Add WOTC Access links, which display on the Staff Information panel in the employer’s corporate profile. Staff privileges are assigned and managed through the VOS Administration System. The privileges listed below are associated with WOTC functions. If you have concerns regarding your account settings, contact your supervisor or site administrator.

Select Staff AdministrationAdminister a Staff Account from the Navigation menu of the VOS Administration System; and then enter search criteria and select the Username link for the staff account.

The following privileges affect WOTC access for staff:

• Create a WOTC Employer (Yes/No)

• Assist a WOTC Employer (Yes/No) • WOTC Employer Access Rights (Full/View/None)

• WOTC Applications Access (Yes/No) - in Employer File Folders section

Manage WOTC Target Groups in Admin As part of the WOTC module delivery, WOTC target group tables are already established along with the form revisions identified for Forms 8850 and 9061. If modifications are required in the future, administrators will have the ability to update the information. Site administrators use the VOS Administration System to review and manage target group parameters for the WOTC program. They can edit or inactivate current target groups, or add new target groups as necessary. For example, the target group for Qualified Long-Term Unemployed Recipient was only added with the re-authorization of WOTC in 2015, and, like other target groups, may reach its expiration date.

Manage WOTC


Select Program Administration WOTC Administration Menu WOTC Tax Credit Target Groups from the Navigation menu of the VOS Administration System.

Editing a WOTC Target Group in the VOS Administration System

Manage WOTC


The following links are available to manage WOTC target groups: Add New Target Group opens a blank form to enter a new WOTC tax credit group (shown above). Edit opens the existing form for editing. Inactivate sets group to inactive and displays Activate link. View History opens the History Display showing when modifications were made to WOTC groups

and identifying staff members who made them.

Entering a new WOTC Target Group in the VOS Administration System

Manage WOTC


Whenever State Workforce Agency (SWA) administrators make changes or updates to a target group, the system creates a history record, which includes a snapshot of the changes. Administrators use the View History link when reviewing a specific target group.

Reviewing History of Updates Made to a Target Group (Administration System)

Register as a WOTC Employer The WOTC module allows employers or their agents to manage their WOTC applications online. Both employers and agents self-register on the system. Once approved by staff, they have full access to WOTC functionality. When the system also includes recruiting functionality, employers can register for both Recruiting and WOTC functionality. Registration requirements will vary in accordance with the site and the account type selected. For example, a WOTC registration may require you to enter your UI Employer Account Number.

In history records, greyed-out parameters may not

be edited.

Manage WOTC


Follow these steps to complete a WOTC registration as an employer or agent. (When necessary, staff may also complete a WOTC registration – all Staff Only Options are indicated below.)

1. From the Home page, click the Not Registered? or Start Here link. (Because each system has a unique Home page, you may see additional links for launching a registration.)

2. Review your account options on the next page. Click Employer to launch the registration wizard for an employer account.

3. Employers select Direct Representative of Your Organizations. WOTC agents select Third Party Agents (TPA).

Selecting an Employer Account Type

Manage WOTC


4. Employers can select WOTC Services and, if available, Recruiting Services. (If you register only WOTC Services, you may add Recruiting Services later.) After making your selection, click Continue Registration.

5. Complete each registration panel pictured below. Enter as much information as possible. Be sure to indicate whether the Employer or Agent will be a Legal Forms Holder. Click Legal Forms Holder Description to read the on-screen definition. Staff-Only Option: When staff complete the WOTC registration on behalf of the employer, they have the option of setting the Legal Forms Holder as State Agency.

Launching a Combined Recruiting and WOTC Services Registration

The State Agency option displays only when staff create the registration on behalf of the employer.

Manage WOTC


Already Registered as a Recruiter? When a standard employer registration (Recruiting) is already established, you can request access to WOTC functions from your employer profile page.

Select Employer Profiles Corporate Profile General Information tab from the Portfolio folders, and select the Add WOTC Access link.

Once you have requested WOTC access, staff will need to confirm your request.

Requesting WOTC Access When Already Registered as a Recruiter

After requesting WOTC access, the system prevents you from making an additional request.

Manage WOTC


Already Registered as an Agent? When an agent registration is already established, it is possible to request access to WOTC functions from your profile page.

Select Employer Profiles Corporate Profile General Information tab from the Portfolio folders.

On the Employer Identification panel, you can indicate that you will be applying for WOTC on behalf of your clients.

Responding Yes to the WOTC Question on an Agent Account

Agents need to initiate access to WOTC functionality by responding Yes to this question.

Manage WOTC


Upload Multiple Employers Since agents may represent many WOTC clients, the WOTC module allows agents to upload a file of all their employers using an Excel spreadsheet. Agents should use this option when entering each employer manually would be too cumbersome.

When logged in as an Agent, select Employer Profiles Corporate Profile Representing Employers tab from the Portfolio folders.

1. Click the Batch Add Employers link.

2. Click the Download Instructions link to open the instructions in a new browser.

3. Click the Download Blank Spreadsheet with Headers link to save the spreadsheet to your computer and begin entering data on employers.

Agent Uploading Multiple WOTC Employers into the System

Enable WOTC Agents and Employers (Staff Only) When an employer or its agent complete a WOTC registration or request to add WOTC functionality, designated staff must review the request and enable WOTC functionality. If an agent is completing WOTC applications on the employer’s behalf, staff must first enable the TPA relationship with each employer client. Once approved by staff, employers and agents will receive notification that they may begin processing WOTC applications on the system. Notification of WOTC Registration. Designated WOTC staff will receive a notification whenever a new WOTC employer self-registers, or when an existing employer requests to add access to WOTC functionality. In accordance with the site business rules, the alert will go to either the office associated with the primary location or the selected staff. Agent’s Power of Attorney. When an agent registers, WOTC staff will need to review the Power of Attorney (POA) for every attached employer. Employers can review the POA and also activate the relationship and assign specific privileges to the agent. Once approved, the system sends notification of the POA acceptance for WOTC applications to all parties, including staff. If two active agents have overlapping POA dates, the previous agent will be notified that a new agent will be working the account.

Manage WOTC


(WOTC staff will also receive the notification indicating a POA overlap.) The system will also send agents and employers a notification when the POA documents are nearing expiration.

Staff Reviewing WOTC Requests to Enable WOTC Functionality

Both WOTC and Recruiting Services. When an employer registers as both a WOTC and Recruiting employer, staff can enable Recruiting functionality separately from enabling WOTC functionality. For WOTC functionality, staff must have the appropriate WOTC privileges in order to enable or assist a WOTC employer.

All WOTC notifications indicate the WOTC contact on the account and the name of the employer or agent.

Manage WOTC


Staff can follow these steps to enable multiple employers with pending WOTC functionality:

Select Services for Workforce StaffManage EmployersAssist an Employer from the Navigation menu or Directory of Services.

The Employer Criteria search panel includes criteria to limit results to WOTC employers or pending WOTC requests.

Defining Search Criteria to Locate WOTC Employers (or Potential WOTC Employers)

WOTC search options allow staff to quickly identify employers with a WOTC account or those awaiting to have WOTC access enabled.

Manage WOTC


Follow these steps to add access to WOTC functionality for a recruiting employer.

When assisting an employer, select Employer ProfilesCorporate Profile General Information tab from the Portfolio folders.

1. Review the current Account Type displayed on the Staff Information panel. Verify WOTC

Employer is now listed as the account type.

a. If not, click on the Account Type link (e.g., Recruiting) or the Employer Access link.

b. Scroll down to the Account Type panel and click the Add WOTC Access link. (If a recruiting employer had requested access to WOTC functionality, staff will also see the Enable Pending WOTC Access link, as shown below.)

Staff Enabling Pending WOTC Access

This link lists all the current account settings (Recruiting, WOTC Employer, PEO Agent, and TPA Agent).

This link displays only when employers have requested WOTC access. Click to grant the employer full access to the WOTC module.

Manage WOTC


c. If the Add WOTC Access was not employer initiated, staff must confirm State Agency will be the Legal Forms Holder or select another option, and then click Continue.

Staff Adding WOTC Access for a Recruiting Employer

Set WOTC Privileges for Contacts or Agents Employers can specify WOTC privileges for any contact tied to their account. They can also define WOTC privileges for agents who are completing WOTC applications on their behalf. Follow these steps to define WOTC privileges for an employer contact.

Select Employer Profiles Corporate Profile Contacts/Users tab from the Portfolio folders. 1. On the User Privileges tab, review the WOTC privileges associated with the contact. You may

check or uncheck privileges as needed. 2. Scroll to the bottom of the page and click the Edit button.

Follow these steps to define WOTC privileges for agents completing WOTC applications on your behalf.

Select Employer Profiles Corporate Profile Agents tab from the Portfolio folders (NOTE: The Agents tab displays only when an agent has applied to work with your account and has a Pending or Approved status.)

1. Identify an agent and select the Agent Name link. 2. On the User Privileges panel, review the WOTC privileges associated with the agent. You may

check or uncheck privileges as needed 3. Scroll to the bottom of the page and click the Save button.

Manage WOTC


Reviewing and Setting WOTC Access Privileges for an Agent

Manage WOTC


Recruit WOTC Job Applicants Virtual OneStop offers several opportunities for recruiting employers to indicate their interest in hiring individuals eligible for Work Opportunity Tax Credits (WOTC). These features are available only when a registration includes Recruiting Services. If you are registered only as a WOTC employer, you may add Recruiting Services at any time. To indicate your interest in hiring WOTC-eligible applicants, enter text in the Company Profile section. Individuals will be able to access the information from the job announcement when they view the Company Profile.

Select Employer Profiles Corporate Profile General Information tab from Portfolio folders and scroll down to the Company Profile panel, and then add WOTC text, as shown at right.

Employers may also use the Job Order wizard to inform potential applicants. When defining or editing a job order, select the Job Application Methods Accepted feature. Employers often use this section to indicate their commitment to Equal Opportunity Employment. You may also add that you welcome applicants who are eligible for WOTC (shown below). Job seekers must review this section just prior to submitting their application for the job.

Adding a WOTC Indication to an Employer Job Order

Entering WOTC Information in the Company Profile

Manage WOTC


Complete a WOTC Application Once registered in the system with WOTC access, employers or their agents can complete and submit WOTC applications online. In order for agents to be able to enter WOTC applications on behalf of employers, the TPA relationship must be active with the following privileges checked: Create 8850 Application and Create 9061 Application. Other WOTC privileges will determine which WOTC actions a TPA or employer contact may perform. (See Set WOTC Privileges for Contacts or Agents above.) Staff-Only. With its self-service design, the WOTC module does not require staff to enter WOTC tax credit applications. However, as staff may receive WOTC applications through the mail, they must be able to enter them into the system for processing. For this, staff must have the appropriate privileges to add WOTC Tax Credit applications into the system on behalf of employers or agents. (See WOTC Staff Privileges in Admin above.) Only Two Forms for a WOTC Application. A typical WOTC application begins with IRS Form 8850 and ends with ETA Form 9061 – the only two forms required to complete a WOTC application. By completing the forms online, employers or their agents can work closely with the SWA to make sure the application complies with all deadlines and documentation requirements. Once a WOTC application is verified and approved by the SWA, employers can file for the tax credit with the IRS using a separate form, typically IRS Form 5884.

IRS Form 8850 To initiate a WOTC application, employers or their agents complete the IRS Form 8850. Known as the “Pre-Screening Notice,” Form 8850 allows employers to make a written request to their SWA to certify their new hire as a member of a WOTC target group.

Select Services for Workforce StaffManage WOTC Applications from the Navigation menu or Directory of Services, and then select the Create Application by Assisting an Employer link.

Alternatively, if already assisting a WOTC employer, select Work Opportunity Tax Credit Work Opportunity Tax Credit Application Search from the Portfolio folders, and then select the Create Application link.

Manage WOTC


On-Screen Wizard. IRS Form 8850 is presented in a wizard format consisting of several tabs. To save your entries and advance to the next tab, click the Next button at the bottom of the tab. If your entries fail to meet the requirements, the system will display an alert at the top of the tab. Whenever necessary, you may return to a previous tab using the Back button at the bottom of the tab.

Application Information Tab

On the Application Information tab, you will see the IRS Form 8850 Revision Number. The most current form revision number will always display as the first selection in the drop-down list. If you change to a different form revision, the WOTC target group questions may be different. (Staff-Only NOTE: Staff may see form revision options (older ones) that are not available to employers or agents.) What is the 28 Day Rule? In order for IRS Form 8850 to be considered timely, the form must be submitted to the SWA within 28 calendar days after the employee’s start date. WOTC applications that are not submitted within 28 calendar days will be denied by the SWA. Staff Only: Only staff will be able to select the option to bypass the 28-day rule. When selected, staff should also enter a Reason in the textbox provided (e.g., for postmark).

Manage WOTC


On the 8850 Form tab, you will select the target group that applies to the new hire. Typically, the job applicant provides the information required on this tab. What is a Conditional Certification? Some job applicants may have received a conditional certification from a participating agency, such as an SWA, a Vocational Rehabilitation agency, a One-Stop Career Center, or an Employment Network for the Ticket to Work program.

Completing the Form 8850 Tab and Entering Job Applicant Signature

Manage WOTC


The Employer Information tab automatically displays your employer information. You need only review the information and click Next.

Entering Employer and Contact Information

On the Applicant Dates tab, you must enter all the key dates for the application.

Applicant Dates Tab

Manage WOTC


The Employer Certification tab concludes the first part of the tax credit application. You need only check the signature box and click Finish. The Print button is also available here. Alternatively, you may go directly to the second part of the application by clicking the Continue to Form 9061 button.

Employer Certification Tab

ETA Form 9061 To continue a WOTC application, employers or their agents complete the ETA Form 9061. Known as the “Individual Characteristics” form, employers provide more details of the job being filled and provide documentation of eligibility for a WOTC target group.

Select Services for Workforce StaffManage WOTC Applications from the Navigation menu or Directory of Services.

Alternatively, if already assisting a WOTC employer, select Work Opportunity Tax CreditWork Opportunity Tax CreditApplication Search from the Portfolio folders.

Manage WOTC


To display a list of WOTC applications, enter filter criteria, and then click the Filter link. For example, you may select Incomplete Applications to see which applications still need more information.

Reviewing WOTC Applications Associated with My Employer Account

From the table, identify the job applicant and select the Edit 9061 link. The ETA Form 9061 is presented in a wizard format consisting of several tabs. To save your entries and advance to the next tab, click the Next button at the bottom of the tab. If your entries fail to meet the requirements, the system will display an alert at the top of the tab. Whenever necessary, you may return to a previous tab using the Back button at the bottom of the tab.

Manage WOTC


On the ETA 9061 Information tab, the system displays basic information for the form, including the Form Revision Number. The ETA 9061 has various revision numbers that correspond to variations in the questions and wording of the eligible target groups. When printing the ETA 9061, the verbiage will support the specified revision number. The most current form revision number will always display as the first selection in the drop-down list. (Staff-Only: Staff may see form revision options (older ones) that are not available to employers or agents.)

ETA 9061 Information Tab

On the Applicant Information tab, the system displays applicant information collected from IRS Form 8850. You must enter all the key dates for the application. Staff Only: When state staff enter Form 9061 on behalf of the employer and the information is not provided, they can check the Not Provided boxes. When saving the application, the system will send a notification requesting the missing information.

Applicant Information Tab

Manage WOTC


On the 9061 Target Groups tab, the system displays the ETA Form 9061 questions that will allow the applicant to qualify under a WOTC target group. Staff Only: When state staff enter Form 9061 on behalf of the employer and no age was entered in the 8850, selecting Yes to indicate “at least 16 but under 40” will display a DOB Not Provided checkbox. Checking this box (and saving Form 9061) will trigger the system to send a notification requesting the missing information.

9061 Target Groups Tab

On the Signatory Information tab, the employer need only check the certification boxes, identify the signatory, and enter the date the form was completed. (Staff Only: When state staff enter Form 9061 on behalf of the employer and the signature is not provided, they can check the Not Provided box. When saving the application, the system will send a notification requesting the missing information.)

Signatory Information Tab

Manage WOTC


On the Verification Documents Required tab, the system displays the WOTC target categories along with links for attaching the document. The tab specifies the types of documentary evidence that can be used to substantiate WOTC eligibility under the various target groups. Working with the job applicant, employers should provide documentation or names of collateral contacts for each target group associated with the WOTC application.

Verification Documents Required Tab

Review WOTC Application Status When staff need to review or process WOTC applications, they can easily search for applications that have a specific status.


In the Filter Options section, select the Application Status you are interested in, and then click the Filter link.

Manage WOTC


Filtering WOTC Applications by Application Status

Incomplete Applications. When staff need to take action on incomplete WOTC applications, they can select Incomplete Application as a filter. They can then use the Edit 8850 and Edit 9061 links, or select the Deny or Request More Information link. Completed Applications. For any completed application in the list, staff can deny or certify the WOTC application (see feature descriptions below).

Reviewing Incomplete WOTC Applications

From a list filtered by Incomplete Application status, use one of the available Action links to move the application to the next step.

Manage WOTC


Request More Information When requesting additional information for a WOTC application, staff can check one or more pre-populated request options and, in many cases, add additional explanatory text. When generated, the notification will include all selections and, if printed, the employer address will fit in the window envelope.

1. From the list of WOTC applications, click the Request Information link.

2. Select one or more checkboxes. Some checkboxes such as Other provide a textbox to enter more information. All selections and text entries will become part of the notification.

3. (Option) Click the Preview button to view the notification in its print format, with selected requests and additional text included.

4. Click the Save button to create the notification.

Selecting Options to Include in a Request for Information Notification

Manage WOTC


Deny WOTC Application When staff are ready to deny a WOTC application, they can check one or more pre-populated denial options and, in many cases, add additional explanatory text. When generated, the notification will include all selections and, if printed, the employer address will fit in the window envelope.

1. From the list of WOTC applications, click the Deny link.

2. Select one or more checkboxes. Some checkboxes such as Other provide a textbox to enter more information. All selections and text entries will become part of the notification.

3. (Option) Click the Preview button to view the notification in its print format, with selected requests and additional text included.

4. Click the Save button to create the notification.

Selecting Options to Include in a Notice of Denial

Certify WOTC Application When staff are ready to certify a WOTC application and send a notice to the employer, the system automatically generates the notification and sends it to the employer or agent. Staff need only click the Certify link located in the list of WOTC applications.

WOTC Verification Documents The WOTC module allows employers or their agents to upload verification documents directly into the system. ETA Form 9061 specifies the types of documentary evidence that can be used to substantiate

Manage WOTC


WOTC eligibility under the various target groups. Working with the job applicant, employers should provide documentation or names of collateral contacts for each target group associated with the WOTC application. Staff Only. For their part, staff may review uploaded documentation as part of their application review process. Future versions of the WOTC module will include more online verification features that interface with local agencies. After creating an application, employers can return to the application at any time to upload the necessary documentation.


Alternatively, if already assisting a WOTC employer, select Work Opportunity Tax Credit Work Opportunity Tax Credit Application Search from the Portfolio folders.

In the Filter Options section, enter the applicant’s name or SSN, or select Incomplete Application for the Application Status. You may also enter a date range. When finished, click the Search button.

• Use the Verify link to go directly to the Verification Documents Required tab, which lists the target groups and associated supporting documentation.

Filtering by WOTC Applications by Application Status

For each document category, the Verification Documents Required tab allows employers to scan, upload, or link the actual document used for verification. By attaching the document in context of the WOTC application, SWA staff can easily access the document when reviewing the WOTC application.

Manage WOTC


Follow these steps to upload a verification document: 1. Identify the verification category you need based on the target group of the application (category

options shown below may vary).

Age Verification Veteran Verification:

a. Veteran Status Verification b. Veteran Receiving SNAP Benefits (Food

Stamps) c. Veteran - Disabled - Hired within one

year of being Discharged from the military

d. Veteran / DV Unemployed for 6 months e. Vet Unemployed for 4 weeks but less

than 6 months

TANF - Short Term TANF - Long Term SNAP Recipient EZ / RRC Address Verification Qualified Long Term Unemployment Recipient Referred Agency VR Referred Agency Ticket to Work Referred Agency Veterans Affairs Ex-Felon SSI Supporting Documentation

2. Click the Verify link to view your document options. a. Select the document type you plan to upload. If you select Other, enter a title or

description for the document in the textbox provided. The system displays the selected document with a checkmark. You may click the Reset button to remove your selection.

3. Click the Upload link and review the Document Association and Document Information panels. You may enter any Document Tag text designated by your state to facilitate indexing.

a. Click the Browse button (or Choose File button if using a Chrome browser.) b. Select the document from your file directory. The document file path and name will

display in the Location field. c. Click the Save button to perform the upload.

Identifying a Verification Type and Uploading a Document

Review the Verification Type to be sure it describes the document you are uploading.