Walton WOTC Automation for Greenhouse: Screening, Submission, Reporting and Best Practices

Walton Management Services’ integration with Greenhouse automates the screening and administration of the Work Opportunity Tax Credit (WOTC), helping employers identify eligible hires and capture tax credits efficiently. The integration connects candidate and hire workflows in Greenhouse to Walton’s screening engine, streamlining certification, documentation, and reporting so tax credits are claimed correctly and quickly. This article explains what the integration does, who benefits most, implementation considerations, and measurable advantages—plus practical guidance for HR, talent acquisition and payroll teams evaluating WOTC automation.

What the Walton–Greenhouse integration does

• Automated pre-hire screening Triggers WOTC eligibility screening from candidate data captured in Greenhouse, reducing manual outreach and intake errors.
• Seamless data sync Pushes qualified candidate information to Walton for verification and follow-up without duplicate entry or spreadsheets.
• Certification management Manages the documentation and state-level certification process, storing approvals and denials for audit readiness.
• Advanced tax credit reporting Provides dashboards and exportable reports showing certified credits, pending cases, and history by jurisdiction and hire date.
• Bilingual support and regional coverage Supports English and Spanish workflows for employers operating across North America.

Technically, the integration typically works through Greenhouse webhooks and API calls: candidate events (e.g., application, offer accepted, hire) trigger a secure transmission of relevant fields to Walton, which then routes screening questionnaires and tracks state responses. Data flows are configurable so teams can choose when to screen (application stage vs. post-hire) to match business rules and compliance needs. On the Walton side, automated workflows guide applicants through eligibility questionnaires, collect required attestations, and submit requests to state agencies. Walton returns certification status and supporting documentation to Greenhouse and the employer’s reporting dashboards so payroll or tax teams can act on certified credits.

Who should consider Walton + Greenhouse integration

Key benefits at a glance

• Increased credit capture Automation reduces missed screens and human error, increasing the number of certified employees and total credits claimed.
• Time savings Eliminates manual screening, paper forms, and spreadsheet tracking so HR and tax teams spend less time on administration.
• Faster certification turnaround Automated submissions and follow-ups speed up state confirmation, allowing companies to realize tax benefits sooner.
• Audit-ready records Centralized storage of attestations and certifications simplifies audits and substantiates claims to tax authorities.
• Actionable reporting Reports show certified credits by hire date, location, and program, enabling optimization of hiring and retention strategies tied to tax outcomes.

WOTC basics: Under federal rules, qualifying employers can claim credits for hiring individuals from certain target groups (for example, households receiving Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP) recipients, and select veterans). Credits vary by target group and retention period and can be as much as $9,600 per certified employee in eligible cases. Employers should coordinate with tax advisors to calculate precisely how credits apply to their payroll tax liabilities.

Common questions about Walton’s WOTC integration

Implementation checklist and timeline: Typical setup includes connecting Greenhouse to Walton via API credentials, mapping candidate fields to Walton’s intake form, deciding the trigger point for screening, and conducting a short pilot. Walton emphasizes quick implementation—many customers report being operational within days to a few weeks depending on configuration and internal testing windows.

Advanced reporting and administrative features

• Certification dashboards View certified, pending, and denied cases with filters for location, recruiter, job, and hire date.
• Exportable documentation Download state-specific certification forms, employee attestations, and audit packets for compliance evidence.
• Credit forecasting Estimate potential tax credits based on certified cases and retention assumptions to inform budgeting and tax projections.
• Integration logs Track webhook events and API activity for troubleshooting and record-keeping.

Sample metrics to track and a simple ROI example

Compliance and privacy considerations: WOTC involves collecting candidate attestations and sometimes sensitive status information. Walton provides a privacy policy and adheres to government guidelines for documentation; the Greenhouse integration supports secure API transmissions and configurable data retention. Employers should review data handling policies, ensure access controls for HR systems, and maintain records in case of IRS or state audits.

When the Walton–Greenhouse integration may be unnecessary or lower priority: Small employers with very low hire volumes may not justify automation if only a handful of hires occur annually, or if hires are unlikely to fall into eligible groups based on recruiting demographics. Also, companies operating exclusively outside the U.S. federal/state WOTC framework won’t benefit.

Best practices to maximize WOTC using the integration

• Screen early but thoughtfully Trigger screening at the point that balances candidate experience and data accuracy—many employers screen at application or immediately after hire acceptance.
• Train recruiting teams Ensure recruiters understand how screens appear in Greenhouse and how to support candidates through questionnaires to improve completion rates.
• Coordinate with payroll/tax Set up regular reporting cadence so tax and payroll teams can apply certified credits correctly in filings.
• Monitor metrics and iterate Track screening coverage, certification rates, and processing time; adjust triggers and communications to improve outcomes.

Troubleshooting and support