Automate WOTC screening questionnaire delivery at the point of hire and submit results to the applicable state workforce agency

Steps

1. Integrate a WOTC screening vendor API (such as a third-party service with state-agency submission capability) into your ATS or onboarding flow so that the IRS Form 8850 questionnaire is presented to candidates at or before the conditional offer stage.
2. Capture the candidate's answers to the pre-screening questions and the date of the conditional job offer — both must be documented to support a valid WOTC certification request.
3. On hire, submit Form 8850 and the relevant ETA form electronically to the applicable state workforce agency no later than 28 calendar days after the employee's start date.
4. Track submission confirmation and any agency response codes returned by the vendor API; store these against the employee record for audit purposes.
5. Monitor the certification status via the vendor API until the state agency issues a certification or denial; update your HR system accordingly.
6. For tax credit calculation, pass certification records to your payroll or tax team with the target group category and first-year wages — credit amounts vary by target group.