Entering Batch ApplicationsIf your company desires to enter applications in a batch file electronically, perform the following steps:

1. For new users (without electronic accounts created):a. Apply for an electronic account at the desired state’s Production

website listed below: Arizona: https://wotc.azdes.gov/ Delaware: https://certlink.delaware.gov Kansas: https://kansaswotc.com Maine: https://wotc.maine.gov

b. After you have received confirmation of the account’s creation, continue to the next step.

2. Log into the Production site (using the address provided) and click the “Batch Import” link on the menu page (see image below).

3. On the Batch Import page click the “Show Data Elements” link. The page that loads, in conjunction with the Data Dictionary (Excel file), will allow you to create and populate a Batch Import file, using either (a) actual WOTC values or, preferably, (b) actual WOTC values where the personally identifiable information (e.g. SSN, Phone number, name, etc.) has been obscured/changed.

4. On the batch import page click the Choose File button and locate your batch import file on your local system. You may type in a comment and then click the Batch Import button to upload your document. Your file will be parsed and evaluated for errors. At this point no application records have been imported into the system.

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Figure 1. Employer Tasks > Batch Import

Figure 1. Employer Tasks > Batch Import

Figure 1. Employer Tasks > Batch Import

Figure 1. Employer Tasks > Batch Import

5. The Batch Import Results page (see Figure 3) gives the user the chance to see the import status of each application record prior to the actual import into the system. Each application record import status will be show in the same order as it appears in the batch import file. The No. column corresponds to the line number within the batch import file. Reference shows the "YourSystemsRecordIdentifier" value. Import shows the status of the import. Details will show any errors or warnings that occurred for the given application record.

a. If you have errors, you will not see the Continue Batch Import button (see Figure 3). Please correct the errors in your original Batch Import document and retry uploading the file. If you are unsure how to do so, or have any questions, contact your WOTC IT contact.

b. If your Batch Import file has a valid format, does not have any fatal errors but there are minor errors identified in the Detail section of an application, you will see a Continue Batch Import

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Figure 2. Batch Import Upload

Figure 3. Batch Import Results page with fatal errorsFigure 3. Batch Import Results page with fatal errorsFigure 3. Batch Import Results page with fatal errorsFigure 3. Batch Import Results page with fatal errors

button along with the Cancel Batch Import button (see Figure 4).

Click Cancel Batch Report to cancel the Batch Import document so that a corrected Batch Import document can be uploaded.

Click Continue Batch Import to save the applications with issues as an Employer Draft that will not be submitted to the system. The applications saved as an Employer Draft will need to be corrected and resubmitted individually through the employer’s page.

c. If your Batch Import file has a valid format, and does not have

errors identified in the Detail section, click Continue Batch Import to import the applications into the system to be placed in the normal application workflow (see Error: Reference source notfound.

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Figure 4. Batch Import Results continue with errorsFigure 4. Batch Import Results continue with errorsFigure 4. Batch Import Results continue with errorsFigure 4. Batch Import Results continue with errors

6. After the user clicks Continue Batch Import, the final Import Results page is shown.

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Figure 5. Batch Import without errors

Figure 6. Final Batch Import resultsFigure 6. Final Batch Import resultsFigure 6. Final Batch Import resultsFigure 6. Final Batch Import results

B A T C H I M P O R T F I L EThe Batch Import Data Dictionary (see WOTC_DataDictionary.xls) contains the list of Data Elements that can be imported into the system.

A header record listing the data element names is required in the batch import file. The order of the header columns does not matter, only that the application data column order exactly matches the header column order. Also, each application record must contain the same number of columns as the header row. Any data column without a value should leave the column blank. In the following example, the "MI" column has no value for ("Jane",,"Smith") or ("James",,"Smith").

Batch Import File example:EmployerFEIN, YourSystemsRecordIdentifier,FirstName,MI,LastName,Suffix,SSN,AppDOB,AddressLine1,City,CountyCode,StateID, etc..."201834271","TestExtID01","John","T","Smith","Jr.","111111111",01/01/1970,"123 First Street","Satanta","Haskell",17, ..."201834271","TestExtID02","Jane",,"Smith",,"111111112",01/01/1970,"123 Second Street","Satanta","Haskell",17, ..."201834271","TestExtID03","James",,"Smith","Sr.","111111113",01/01/1970,"123 Third Ave.","Satanta","Haskell",17, ...

The "string" data type columns should be delimited with double quotes unless there is no column value then it should be blank. In the following example, the "MI" and "Suffix" for "Jane Smith" have no value and thus are blank ("Jane",,"Smith",,):EmployerFEIN, YourSystemsRecordIdentifier,FirstName,MI,LastName,Suffix,SSN,AppDOB,AddressLine1,City,CountyCode,StateID, etc..."201834271","TestExtID02","Jane",,"Smith",,"111111112",01/01/1970,"123 Second Street","Satanta","Haskell",17, ...

The following data elements are required in the batch import file:Element Name Element

DescriptionData Type

Data Size

Validation

Value Listing

YourSystemsRecordIdentifier

Local identifier from originating system. This allows the two systems to link records for future concerns.

string 50 Required  

FirstName First name of applicant.

string 30 Required.  

LastName Last name of string 50 Required.  

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Element Name Element Description

Data Type

Data Size

Validation

Value Listing

applicant.SSN Social

security number of applicant.

string 9 Required. Digits only without any formatting.

 

EmployerFEIN FEIN of submitting employer.

string 9 Required. Digits only without any formatting.

 

EmployerID ID of WOTC system employer record.

integer

  Required. See "EmployerID" in Batch Import Data Element Value List "Available Employers, POAs and Signators for user employer employer".

The EmployerFEIN, EmployerID, POAID, and SignatorID must be within the list of "Available Employers, POAs and Signators for user..." in the "Batch Import Data Elements" page for the user that is doing the Batch Import. If Employer is "Self-Representing" then the SignatorID should be blank.

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The import file contains many primary key values from the online system. You can find an up to date listing of all of these values by clicking the “Show Data Elements” link. This link will also show your account’s values including EmployerID, POAID and SignatorID.

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