Payentry Hiring & Onboarding Workflow.3 Company Profile & Preferences Setup Instructions..4. Customize Careers Page..10. Manage Onboarding..

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2 Table of Contents Payentry Hiring & Onboarding Workflow.3 Company Profile & Preferences Setup Instructions..4 Customize Careers Page..10 Onboarding Profile Setup Instructions Manage Onboarding..17 Additional Onboarding Documents..21 Job Postings Posting A Job 24 Job Stats & EEO Reporting...28 Manage Jobs & Candidates Jobs.30 Applicants..31 Resume Database.34 Onboarding New Employees Hiring an Employee.36 Employee Onboarding Experience 38 Onboarding an Employee...46 Manually Adding an Employee Additional Features Background Checks.53 E-Verify...57 WOTC Filing P a g e

3 Payentry Hiring & Onboarding Workflow 3 P a g e

4 COMPANY PROFILE & PREFERENCES SETUP INSTRUCTIONS Before you can utilize the platform, you must set up your company profile and preferences. From the Dashboard, click on the Settings link (top right-hand corner) to customize your account preferences. 4 P a g e

5 1. My Profile-Personalize your user profile a. Click My Profile and enter the following information. i. First Name ii. Last Name iii. Address. This address is where your notifications will be sent to. iv. Your title v. Phone vi. Address b. Click Save Profile 5 P a g e

6 2. Application Forms- Turn on Application Builder to design and create your own application. Application forms can then be attached to your job postings. You can also elect to receive applicants with incomplete job applications. a. Click the Edit Icon (pencil) under the action column. Clicking the edit icon will take you directly to the Application Editor. b. By clicking Manage Forms you will be taken to the application maintenance screen where you can create an unlimited number of applications. When you create a job you can pick from the different applications. 6 P a g e

7 3. Candidate Actions- a. Background Check - Set whether or not background checks will be processed through the platform. Background checks are processed through GoodHired.com for a separate fee. b. WOTC Setting Set whether or not Work Opportunity Tax Credit (WOTC) screenings will be processed through the platform. WOTC Pre-Screening is free and the amount of the potential credit is displayed next to qualified candidates when you are reviewing job applicants. Full screening is $399. Your payment is refunded if any candidate is found to be ineligible. Service agreement required. 7 P a g e

8 4. Candidate Decline Preference Allow the system to automatically send an to any candidate you decline. a. Action is turned to no by default. To activate, click Yes. b. You are able to edit the contents of the letter except for words between characters. The system will replace the %firstname%, for example, with the applicant s first name. 8 P a g e

9 5. Company Profile- Customize Company Information a. Company Name can list DBA if you prefer b. Company Website - Enter if you want to display this on your Jobs Page. c. Phone # (not required/internal Only) d. Primary Line of Business (not required/internal Only) e. Business Entity Type (not required/internal Only) f. Address, City, State, Country, Zip Code (not required/internal Only) g. Company Size (not required/internal Only) h. About us - Enter a description about your company to display on the company Jobs Page. i. Twitter & Facebook account URL Enter if you would like to display this on your company Jobs Page. j. Upload Logo Upload if you would like to display this on your company Jobs Page. k. Click Save. 9 P a g e

10 6. Customize Job Page- Set your jobs page URL address and print recruiting flyer. a. Click Customize My URL to modify the URL address to your Jobs Page. The Jobs Page is your personal company website where your open jobs will be listed. An applicant can go to this site and view all jobs you have available and submit an application. A default URL will be listed but you can modify it. You may prefer to change it to your company name or DBA. Below is an example of what your careers page will look like. *****Please be aware that you will only get one opportunity to personalize this information so make a careful selection of what you would like to have listed. You cannot change the gethired.com portion of the URL.***** b. To load your company logo to the Recruiting Flyer, click the Browse button. c. The Recruiting Flyer is printable, and allows interested applicants to text a code to a dedicated number to receive a personal link to your Jobs Page. Applicants will then be able to browse your open positions and apply all from their mobile device. To print the flyer click, Click here to Print. 10 P a g e

11 7. EEO/OFCCP must be enabled to collect EEO information for applicants. a. Collect EEO Data from applicants select yes or no to manage this feature. The default is set to No. b. Collect OFCCP Data from applicants select yes or no to manage this feature. The default is set to No. c. If you choose to collect this information, indicate who can view the data and who can download the data. Only those with access to the Hiring & Onboarding platform will appear as a selectable option. d. Click Save. 11 P a g e

12 8. Preferences- Select the notifications you would like to receive from Hiring & Onboarding. 9. Manage Billing Profiles- You will need to setup at least one billing account if you chose to process WOTC, Background Checks or post to premium job boards. You can add as many accounts as you need. 12 P a g e

13 10. Manage Team- All Users with access to the Payentry Hiring & Onboarding portal will have access to the Hiring side. You are able to block access to the Onboarding side as the main Administrator for your company. a. To add a new user to the platform, contact your Payroll Specialist. b. Only the main account user has access to edit access levels for the team. c. To edit a user s access, click the edit icon to the right of the user s name. d. Here are the editable options for what users can access: 13 P a g e

14 11. Premium Settings- manage settings related to accepting cover letters/resumes/job board accounts a. Cover Letter to allow applicants to upload a cover letter during the application process, click Yes. b. Resume Clicking Yes will remove the resume upload option on a per job basis. c. Job Board accounts Click Yes to allow users to apply using their Indeed, Monster or LinkedIn account. When turned off, candidates will not be able to apply using these accounts and will be able to complete pre-screen questions, job applications and EEO. If turned On, and if job seekers apply with their Indeed, Monster or LinkedIn account, they will not see these sections. Instead, they will receive an to complete these sections after they have applied to the position. 14 P a g e

15 12. Privacy Settings- set your company to Private or Public and turn on the internal job posting option depending upon your preferences. 13. Time Zone Setting set your time zone preference. 14. View Billing History- will provide a list of items you have purchased directly from Gethired.com including Background Checks and WOTC Orders. If you will be utilizing the Onboarding feature within the module, the next step in the process will be to set up your Onboarding Profile and Preferences. If you choose not to utilize Onboarding, you may skip to Job Postings for the next set of instructions. This completes the Company Profile and Preference Setup. If you have changes in the future, you can update the Company Profile as needed. You may now begin posting jobs and tracking applicants within the module. 15 P a g e

16 Onboarding Profile Setup Instructions 16 P a g e

17 ONBOARDING PROFILE & PREFERENCES SETUP INSTRUCTIONS MANAGE ONBOARDING Start the Onboarding Profile Setup by clicking Onboarding then Manage Onboarding. 17 P a g e

18 Select Offer Letter preference: a. I don t use an offer letter. b. Use Custom offer letter. Once clicked you will be prompted to upload your company s custom offer letter. c. Apply Payentry offer letter template. You will be prompted to enter your name, title and electronically sign. You can also view a preview of the offer letter. 18 P a g e

19 ***The onboarding package settings will allow you to select the items you would like to be collected during the employee s onboarding process.*** Onboarding Package: a. Items with a checkmark to the right will automatically be sent when you choose to onboard a new hire. b. There are various options in this section that can be used to capture difference pieces of information. If you do not want to include an item, uncheck it. E-Verify - If you are interested in utilizing E-Verify within Hiring & Onboarding, you will need to check the box on the Manage Onboarding Screen and follow the instructions to set up a new account. (See Additional information on page 57) Work Opportunity Tax Credit- Selecting this option will prompt candidates to complete the questionnaire. (See Additional information on page 61) Equal Employment Opportunity (EEO) Information if you are not collecting this information during the application process, you may collect it during the Onboarding phase by checking the checkmark button. The Admin will be able to allow access to users by adding their names, below. 19 P a g e

20 Additional Options: a. If you would like to require Direct Deposit check any one of the items listed under Payroll. The first option requires an account number. The second requires a voided check. b. Reminder to Employees - Select the number of days you would like for a reminder to be sent to the employee to complete the onboarding process. c. Background Check GoodHire - If you do not process background checks during the hiring phase, you may do so during Onboarding. Check this box if you would like to initiate a background check when Onboarding a new hire. d. Assist New Hires with Electronic Onboarding Checking this box will allow you to assist any new hire with completing their new hire documents by directly accessing their personal portal. This will also allow you to assist the employee in office should they not have access to a computer at home. e. Onboarding Notification- If additional users are not added to the list only the original job poster will receive onboarding notifications. 20 P a g e

21 Additional Documents: Upload any additional Documents and check the box to collect them. If you want a document customized or digitized, contact your support representative to get a quote. It takes about 24 hours to complete the setup. There is an additional fee depending upon your needs. There are four options to select from depending on how you need your employees to respond to the document. a. Document only requires employee signature and date. b. Document is for information only and does not require any employee input c. Document must be downloaded to fill and sign, then uploaded to the system. d. Ask employee to upload specific document. 21 P a g e

22 Once you upload a document you can send the document to an individual or group of employees at any time by clicking the Send Button. This completes the Onboarding Profile & Preferences Setup. You may now begin onboarding your employees. 22 P a g e

23 Job Postings 23 P a g e

24 You must set up the Company Profile and Preferences prior to posting a job for the first time. You will need to set up your preferences and login information for job boards with the initial job posting. You can post a job either from your dashboard or by clicking the Jobs button. POSTING A JOB Click Post New Job from the Dashboard Tab or Jobs Tab. 24 P a g e

25 Step 1. Enter Job Details and description: a. Job Title b. Job Description- be sure to include the Job Title in the Job Description as often as possible to increase visibility in key word searches. c. Job Category- You are able to choose up to 2 Job Categories to help narrow job searches. d. EEO Job Category only present if EEO is turn On in settings. e. Application Form- Choose from your custom application form or the Sample Application form. f. City, State- This cannot be changed once a job has been posted. g. Compensation- This is optional h. Click Save and continue to Step 2. Step 2. Add Prescreen Questions: You are able to choose from a list of sample questions based off of your Job Category and Company type, or; you can create your own questions. 1. These questions are not required and are answered after the applicants submits their application. The questions serve as a filter as applications come in and can assist in finding the best suited candidates who took the extra time to complete the questions. 2. To create a New Question: a. Type a new question into the provided field. b. Select the type of applicant reply: I. Video- GetHired will provide a link to applicant so they can record their video response. Applicant must have a webcam. II. Audio- GetHired will provide a # and code for the applicant to call so that they can record their audio response III. Written Answer IV. Multiple Choice- enter each multiple choice answer on a separate line. Then select if your candidate can choose one answer or allow multiple answers V. Save Question. 25 P a g e

26 Add as many questions as you would like. If you select from a sample question you can change how the candidate will answer by clicking the Edit Button. Step 3. Review Job Posting Summary: At this point you will be able to edit your job posting as needed. Click Edit to make any necessary changes or revisions. 26 P a g e

27 Step 4. Click Publish This Job Post. The job will post automatically to the following job boards. Step 5 (optional). Post jobs to Additional Premium Job Boards or Social Media. Click on each job board you would like to utilize to advertise your job posting. a. Monster, Career Builder, and Indeed You can post to these premium job boards using your current account credits. You would need to enter your real time credentials and the posting would be paid automatically using the current credits on your account. If you would like to post through Indeed or through Career Builder and Monster and do not currently have an account with them, support@gethired.zendesk.com or call and for more information. b. Social Media: You will need to enter your login information for Linkedin, Facebook, and Twitter. After the initial login, the system will remember your information so that it is automated going forward. c. Craigslist will need to be posted utilizing the job link you are given when you select this option on the job posting page. By using the links, the applications will be filtered back to your page. There will be a fee based on your location. 27 P a g e

28 Reporting: Job Stats and Analytics are at the bottom of each individual job s page. You can view the number of Job Applications as well as the Applicants by Status. EEO Statistics are on a separate EEO & OFCCP Data Tab if you select to collect EEO & OFCCP Data. 28 P a g e

29 Manage Jobs & Applicants 29 P a g e

30 Manage Jobs: Click on the Jobs Tab to view jobs posted by you and other users. There are two tabs: Open Jobs and Closed Jobs. Open Jobs Tab- Shows a list of current job openings posted for your company. Closed Jobs Tab- shows a list of all jobs along with all applicants. History is never lost and jobs cannot be deleted. After a job has been open for 30 days you will receive a notification asking you to Keep Open or Close Job. The job will remain open until you make a selection. To optimize visibility it is recommended to post a new job after the 30 days are past. 30 P a g e

31 Applicants: 1. Click on the job you want to view from either your Dashboard or from the Jobs tab. 2. Filter through the applicants using the prescreening questions you asked. The filter will narrow down your applicants to the ones who took the time to answer your prescreening questions. If you have WOTC Enabled, you will be able to see the eligible tax credits as well. Click on the Matches Tab to see the filtered applicants. 3. View the applicants and move them through the application process using the folders: New/Promising/Maybe/Offer/Hired/Declined/Matches a. New new applicants who have not been processed through the workflow b. Promising/Maybe candidates that you have viewed and have not decided whether to interview or hire. c. Offer Candidates you would like to extend a job offer. These candidates will be ed the job offer letter. You will have the opportunity to review and edit the offer letter before it is sent. d. Hired Candidates you are hiring. You will be allowed to send the onboarding documents directly from here. e. Declined applicants who have been declined employment. If you have turned on the Automatic Decline , these candidates will receive the when you move them to this folder. 31 P a g e

32 4. Click on the applicant you would like to view in the list. You will be able to see the applicant s Application & Profile. You can perform actions from the Applicant Profile Screen. a. View Resume you can download a resume as a PDF if the applicant uploaded it into the system. b. View Notes you can add notes that can be viewed by all users and has a digital timestamp for when the entry was made. c. Candidate you can the candidate directly from the system and set up templates. You can attach additional documents as well. d. Schedule Interview you can schedule an interview with an applicant using three different options: Virtual, Phone, or In Person. Once it is scheduled, you and the applicant will receive an invite to save in your calendar. When you schedule an interview, you can view them in the Interviews Tab. They will be categorized according to if they are Confirmed, Requested, Completed, or Incomplete. e. Share Candidate you can share the candidate s information with others that do not have access to the platform by entering their address and clicking send. They will only be able to see the applicant you shared and the information will be available for 10 days. They will be able to write and save notes for you to view later. f. Rate Candidate you can rate the applicant according to Aptitude, Experience, Prescreening Response, and Overall Assessment g. Click Additional Actions Tab and follow the instructions to run background checks. (See Additional Features for more information) h. To move a candidate from one folder to another, click on the appropriate Status. This will help you organize applicants easily. 32 P a g e

33 i. To extend an offer, assign a candidate an Offer status. The system will automate the offer process from there. Step 1 Upload & Edit Offer Letter or use the template provided 1. Edit it as needed items highlighted in yellow or in bold font should be edited. 2. Click Continue. Step 2 Sign 1. Enter Your Name 2. Enter Your Title 3. Enter Your Signature 4. Click Continue Step 3- Review and Send Offer Applicant will receive an where they can electronically sign and submit the offer letter. The offer letter will be kept in their candidate file. j. If the candidate accepts the offer, move them to the Hired folder and the system will prompt you to send the onboarding documents. 33 P a g e

34 Resume Database You are able to search millions of resumes within the Resume Database. Each user can view 100 resumes each day. 1. Select the Resume Database Tab. 2. Enter the type of job you are hiring for (select up to 2 job categories). 3. Select the location and indicate the radius for your search. 4. Click Search. 5. Select a candidate you would like to review. You will notice that you are now able to view their Profile and Resume and the candidate directly. If you are not utilizing the Onboarding module, this completes the hiring process. Otherwise, continue to Onboarding New Employees. 34 P a g e

35 Onboarding New Employees 35 P a g e

36 Onboarding New Employees Once an offer has been extended and accepted by an applicant, you can hire and onboard the employee. There are two ways to send the Electronic Onboarding Documents to your employee, below. Hire Employee through Hiring section: 1. In the Hiring Module go to the employee s profile and click the Hired folder. 2. Click Yes to send an onboarding request to the applicant. 3. Add Employeea. Select the appropriate Onboarding Documents, click start. i. Personal Information - required ii. I-9 - required iii. W-4 - required iv. Payroll Information required v. Offer Letter optional vi. Employee Handbook optional vii. EEO Information optional viii. WOTC optional ix. Additional Customized Documents (optional) 36 P a g e

37 4. Enter the Employee s Demographic Information and click Continue. You are required to enter a compensation amount. If the employee s pay rate should be $0.00, you will need to enter an amount and then correct the amount once it flows to payroll. 5. The Tax Summary and Department information is pulled from the payroll tax and department information. If a State or Department is missing, please contact your payroll specialist to add the new options. Enter the following: a. Tax Summary Information - Local Taxes must be entered in payroll b. Department Information c. Additional Information i. IMPORTANT! DO NOT ENTER AN EMPLOYEE CLOCK ID!!! THIS INFORMATION MUST BE ENTERED IN PAYROLL! If you enter an Employee Clock ID number in this field and that number already exists in payroll for another Employee ID, it will create a duplicate ID and will cause problems in payroll. ii. ii. Job Category an optional field that does not flow to payroll d. Click Send Onboarding Docs You will receive confirmation that the documents have been ed to the candidate. You can view the employee by clicking View Employee. Once you have sent the onboarding documents, you will be able to view the employee in the Onboarding menu and complete the onboarding process. 37 P a g e

38 Employee Onboarding Experience 1. After the onboarding documents have been sent the employee will receive the following . The is sent from with subject line Company Name Onboarding. 2. The employee will need to click the link from the . They will then be directed to the Employee Onboarding Login page where they will need to enter an address and password to create login credentials. 38 P a g e

39 3. During the onboarding process they can Log Out of the system and come back at any time and finish the onboarding process. They can also change the settings for their address and password. 4. Upon the employee s successful login, they will be prompted to enter their Basic Information as shown below. With each completed section the employee should click Save and Continue. ***Employees can enter their Driver s License or State ID into the DL Field.*** 39 P a g e

40 5. Next they will enter their contact information and click Save and Continue. 40 P a g e

41 6. Next they will enter their Emergency Contact Information and click Save and Continue. 41 P a g e

42 7. Next they will enter their Tax Withholding elections. They will be required to sign with an electronic signature and then click Save & Continue. 42 P a g e

43 8. Next they will enter their payroll Information. They must click the blue button to enter the bank account information. We suggest that the employee only setup 1 direct deposit account. They will need to enter the routing number, account number, name on the account, select the account type, enter the bank name, city, state and then choose their deposit option and upload a supporting document before they can save the account information. They can choose to deposit their total paycheck, a percentage, or a dollar amount. They need to add the supporting document and then click save. They will then be allowed to preview their account information (example below) and then be directed to electronically sign the page. If everything looks correct and they have signed the page, they will need to click Save and Continue to move forward. 43 P a g e

44 9. The last item is I-9 Employment Verification. They must certify their citizenship status. 10. After verifying their citizenship the employee will need to upload their supporting documents. Once they choose the document type they have two options to upload. a. Upload document directly to the portal b. Have a text message sent to their mobile device. The employee can then reply directly to the text message with their document. 44 P a g e

45 11. The employee will need to review the uploaded documents and approve Form I-9 by clicking Save & Sign. A I-9 form will load and be auto-filled with you employees demographic information. The system will prompt them to sign the form electronically. 12. Once they submit the I-9, they will receive confirmation that the onboarding process is complete. 13. The employee will receive confirmation that all items are complete and will have one opportunity to go back and make changes by clicking on the link prior to submission. If everything is correct, they will need to click Submit to finalize onboarding. Once they click submit the information will be loaded in the system for them and no changes can be made to their data. 14. Once the employee has completed their portion of onboarding is completed everyone on your team with notifications enabled will receive a notification 45 P a g e

46 Onboarding an Employee Once you receive the notification that the new hire has submitted their onboarding data, you can log into the Hiring & Onboarding Module to view and download their information. Click Onboarding, then View Employee. In the View Employee Tab, you can view all of the employees documents. There are four subtabs under View Employee: Onboarding Tab- included all employees who have not completed the onboarding process. If you have hired an employee but have not yet sent the onboarding documents, you will see a Send Onboarding Docs button. 46 P a g e

47 a. You will notice a red X for all outstanding documents and a green for completed documents. b. Click View Details to see documents that have been uploaded and/or completed. I. You can Download all of the documents to save and/or print. II. You can Upload additional documents to save them to the employees digital file. III. You can Request specific documents that the employee will load into the system. IV. You can click on the Basic Information Tab and Background Information Tab to review their entries. V. The History Tab will list the date/time stamp for the entries made by all users for that employee. Once the employee has submitted all of the documents, the system will move the Employee to the Employees Tab and into the Payroll System. If the employee is terminates before starting you can delete the employee or mark as terminated. 1. Employee Tab- Includes all employees that have completed onboarding process a. Once an employee completes their onboarding packet you, the employee, will need to complete the I-9 verification. 47 P a g e

48 b. View the uploaded document, verify the information, and click Accept Document or Reject Document. If you Reject Document-provide the reason, click Reject and the employee will be sent a request to resubmit information. If you Accept Document, complete the employer portion, certify and Save. 2. Terminated Employee Tab- Lists all employees you have marked as terminated. You can view their historical documents by clicking the View Detail Button. 48 P a g e

49 ***Marking an employee as terminated WILL NOT terminate the employee in Payroll. If the employee has submitted their onboarding documents through the onboarding system you will also need to terminate the employee in the payroll system.*** If an employee terminates prior to onboarding, you can delete their file as needed. They will not be loaded into payroll if they have not submitted their onboarding documents. 3. View All Tab- View all employees regardless of status. ***BE AWARE THAT NOT ALL FIELDS WILL FLOW TO PAYROLL. See Best Practices Document for more information. *** 49 P a g e

50 Manually Adding an Employee in Onboarding: Use this function when an employee is hired off the street and not through the Hiring platform. 1. Click Onboarding 2. Click Add an employee 3. Select the documents you would like to send to the employee, click Start. 50 P a g e

51 4. Enter Employee Information, click Continue. 5. Enter Tax and Department information, click Continue. 6. Select the correct option for the Health Insurance Coverage Options and click Send Onboarding Docs, if this applies. 7. Click Yes to confirm you are ready to send the onboarding documents. You will receive confirmation that the has been sent and will be able to view the employee. 8. An will then be sent to the employee with a link to retrieve the documents. The employee will then create a password to be used with their for login credentials. (please see page 38 for more detailed instructions). This completes the onboarding process. If you elect to utilize the E-Verify and/or WOTC features, you will need to proceed to the next section to complete those processes. Otherwise, the onboarding process is complete and payroll can now proceed with setting up the new employee for payroll purposes. 51 P a g e

52 Additional Options 52 P a g e

53 Background Checks You can run background checks and receive reports within the Payentry Hiring platform. If you are interested in utilizing the Background Check options within Hiring & Onboarding s platform, here is the link for the different packages for background checks and pricing. You are able to run background checks on Applicants and Employees per the steps below. Applicant- Go to the Applicant s profile in the Hiring Module and select Additional Actions tab. Employee- Go to the Employees profile in the Onboarding Module, click Run Background Check. 53 P a g e

54 1. Click, Run Background check 2. You will be directed to the GoodHire pricing page to select a package. 3. Select any additional items you would like researched. 54 P a g e

55 4. Click Continue to complete the purchase. 5. Select if you would like for the candidate to provide the information or if you will enter it directly. 55 P a g e

56 6. Select the method to collect the candidate s consent. a. Send e-consent form to candidate to sign. b. Upload signed GoodHire consent form. c. Fax GoodHire consent form. 7. Click Finish to return to the Onboarding platform. 8. The Applicant/Employee s profile will be updated with a completed status. 9. Click View to access the background check report. 56 P a g e

57 E-Verify If you would like to utilize the E-Verify feature within the Payentry Hiring & Onboarding Module, you must first close out any existing cases on your current account, and then close your existing account PRIOR to opening a new account within the Payentry Hiring & Onboarding Module. Once you have closed your account, you must complete the following steps to use the E-Verify services through the module. Step1: Set up your account with U.S Citizenship and Immigration Services E-Verify (USCIS) System 1. A user with Owner level access must turn on the E-Verify feature in Manage Onboarding. a. Click Onboarding b. Turn on E-Verify feature by checking the box in Manage Onboarding. 2. Enter your company information, click Submit. 57 P a g e

58 3. Read and sign Memorandum of Understanding. 4. After signing the MUO, your account will be created with USCIS. 5. Read the tutorial to review the E-Verify policy and procedures. 58 P a g e

59 6. After completing the tutorial you will need to take the knowledge test. You are required to pass the test with a score of 70% or higher to utilize E-Verify Module within Payentry Hiring & Onboarding. You may retake the test as many times as needed and will receive a confirmation upon passing. You will then be able to print out E-Verify posters if needed. Assign E-Verify Access to additional users: All users who create E-Verify cases for new hires must pass the knowledge test. Only the account Owner can assign E-Verify access to users who will access the data or send cases. Once the user is assigned access to E-Verify, they must go through the tutorial and take the knowledge test. 1. To assign access, click Settings, Manage Team then click the edit button. 59 P a g e

60 2. Once the additional users pass their test they will be able to submit E-Verify cases for new hires and complete the employee side link in the Onboarding Section. 60 P a g e

61 Work Opportunity Tax Credit (WOTC) Tax Credit Tab The WOTC Program allows businesses to receive $1200 to $9600 in tax credits upon hiring employees that meet certain criteria to your company. This option has to be activated in the Settings Menu and Manage Onboarding Menu in order to utilize its benefits, shown below. You must click on and accept the Service Agreement before proceeding with the service. It explains your responsibilities and what Gethired, Inc. will provide for you. 61 P a g e

62 Payentry Hiring & Onboarding WOTC service is a turnkey solution that identifies WOTC eligible applicants, completes and submits the required documentation to the appropriate government agencies, and provides yearend tax documentation. It manages all required forms including Forms 8850, 9061, 9062, and If you would like for Payentry Hiring & Onboarding to manage this for you, you must authorize Payentry Hiring & Onboarding to file the application for you by e-signing the Power of Attorney (Form 2848) 1. Click, Settings. 2. Click, Candidate Actions. 3. Select Settings for Work Opportunity Tax Credit functionality a. Screen Candidates for WOTC eligibility? Job Applicants will receive pre-screening questions to assess their WOTC eligibility. The system will automatically estimate the tax credit the employer could potentially earn upon hiring the employee. The estimate will be displayed in the applicant s profile in the Hiring Module. 62 P a g e

63 If you hire the eligible employee, Payentry will automatically send the employee the documents needed in order to file for the credit when you onboard the employee, after you check the WOTC box in Manage Onboarding. 1. The employee will be instructed to complete the necessary fields and sign the documents. 2. You, the employer, will complete the employer portion. 3. At this point the forms can be downloaded and filed manually by the employer or- you can request that Payentry Hiring & Onboarding process the tax credit application for a fee of $399. (The fee is 100% refundable if Payentry Hiring & Onboarding is unable to secure a certificate) Payentry Hiring & Onboarding will manage the application submission to the State Workforce Agency, and will provide you with a year-end tax report to claim your company credits. 63 P a g e

64 Managing WOTC on the Tax Credit Tab You are able to screen employees who are listed in Onboarding and employees who are hired off the street. Below are examples for both scenarios. WOTC Screening for employees listed in Onboarding Module 1. Select Tax Credits Tab 2. Check the box beside the appropriate employee. 3. Confirm and complete the employee s information, click Save. 4. Click Checkout. 64 P a g e

65 At this point please skip to step 6 in the next section to complete WOTC filing. WOTC Screening for employees that you would like to screen but who are not tracked in the Onboarding or Hiring Modules. 1. Click Tax Credits tab 2. Click Screen Employees for Tax Credit 3. Enter the employee s information, click Screen for Tax Credits. 65 P a g e

66 4. The employee will receive the below from with a link to complete a brief WOTC assessment. 5. The employee will be asked a series of basic WOTC assessment questions. Once the questionnaire is completed they will need to sign by clicking Sign Form The employee will be requested to upload any required documents. 66 P a g e

67 6. You will receive an with the results of the WOTC assessment. If the employee is eligible for tax credits you will be instructed to login to authorize GetHired to submit your application for WOTC. 7. When you login and click Tax Credits, you will see a list of employees who are eligible for tax credits. Follow the instructions to submit their application for WOTC. a. Select the candidate from the list that you like to submit. b. Enter and review the new hire information, click Save. c. Click Checkout, complete the payment information requested then Submit Order. Once WOTC cases have been submitted, you will have access to the applicant profiles within Tax Credits. 67 P a g e

68 a. Cases- View WOTC application profiles and their status b. Reports- upload Payroll information for WOTC eligible employees and GetHired will calculate potential and earned credits. At the end of the tax year, the Tax Package Report button will be enabled to help employers with information required to file tax credits. You will need to provide the necessary information to your CPA or complete form 5884 for Year End reporting. Below are examples of what will be provided to you at year end and what is required to retrieve the necessary information from Onboarding a. Upload your payroll data using the Payroll Upload Template b. At Year End you will receive a Tax Package report with documentation to help you report your WOTX information with the IRS. Below are package examples. 68 P a g e

69 WOTC Letter WOTC Tax Credit Report Form 5884 Instructions 69 P a g e

70 Form 5884 (you will need to complete and send to IRS or have your CPA handle this for you) 70 P a g e