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Digital New Hire Documents

Use as one digital workflow, or plug it into the systems you already rely on.

All in one guided online flow to collect new hire basics, federal and state tax forms, direct deposit setup, emergency contacts, voluntary self-identification, WOTC screening, Form I-9 and E-Verify, then verify all is complete.

You can use Incenta Plus by itself as your new hire paperwork system, or you can link it to the HR, payroll, HCM or applicant tracking system of your choice.
The technical team that is in-house looks after the setup and adjusts the integration to match the technology and hiring process you already have.

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    An Easier Way to Gather New Hire Paperwork

    On the first day, documents tend to go everywhere—such as printed forms, email attachments, the payroll portal, HR systems, spreadsheets, and a series of handwritten reminders.

    The Digital New Hire Documents function brings all the information gathered at the beginning of an employee’s employment together in a single, structured workflow. The employees carry out each necessary step online, and HR is then able to see immediately which steps have been completed and which still require attention.

    Scope is the document and information collection portion of onboarding. It doesn’t turn Incenta Plus into a full HRIS, a payroll provider, an applicant tracking system or a long-term employee-management tool.

    Incenta Plus can integrate with the HR or payroll technology you already have in place. If you don’t have a digital process yet, you can use the platform on its own.

    The outcome is a flexible first step that mirrors how you actually hire.

    One Guided Workflow for Every New Hire Document

    Here is how a new employee can move through the Incenta Plus process:

    Personal Information

    Collect key employee personal and employment information via an online guided form.

    Federal Tax Information

    Let employees fill in their federal Form W-4 details in the same flow.

    State Tax Information

    Gather all state withholding information applicable to you without having any paper form.

    Emergency Contacts

    Documenting emergency contacts as part of the first-day procedure is very important.

    Voluntary Self-Identification

    Provide an explicit step online for the voluntary self-identification data that is relevant.

    Direct Deposit

    Obtain the required information to facilitate direct deposit with the payroll system of the employer.

    WOTC Screening

    Embed the process of Work Opportunity Tax Credit qualification into the system so that any potential credits become known.

    Form I-9

    Collect the information required for Employment Eligibility Verification Form I-9.

    E-Verify

    Link Form I-9 to E-Verify whenever the employer requires or chooses it.

    Document Confirmation

    End with a confirmation step so you can see what’s been done and what’s left.

    Far More Than Online Versions of Paper Forms

    With Digital New Hire Documents one is presented with a sequence, not an assemblage of electronic forms. The various document categories are put in their proper order for the employee to follow, one requirement at a time; there is no need to be juggling different platforms, links or emails. Such an orderly approach means less of a disjointed paper trail and allows employers to provide a uniform onboarding process be it from one site to another or across teams and departments. As for HR, they have a view of what has been completed and what is still to come, or where further details may be called for, and new hires have a single, uncluttered spot to get started on the paperwork that comes with being hired. Even WOTC screening, E-Verify and Form I-9 can be part of the flow, in effect bringing verification and any hiring tax credits in closer proximity to the rest of the documentation.

    Stand Alone or Plug Into Your Existing Technology

    Every company is technologically unique.

    One may require a targeted and competitively priced method for acquiring employee paperwork while the other has an integrated set of software that includes an HR portal, payroll processor, HCM, ATS, or all of the above.

    Incenta Plus works well in both cases.

    Use It as a Standalone System

    If you don’t have a digital new hire process right now, Incenta Plus can serve as your main process for gathering documents and information. New hires complete each step needed in one location while you get a neater process. The system gives new hires one place to complete the required steps while providing the employer with a more organized process.

    Connect It to a System You Already Use

    If your business utilizes an HR, payroll, HCM or applicant tracking system, there is no need to replace it. Incenta Plus can integrate with the systems you already use, and the document processing, WOTC screening, Form I-9 and E-Verify can be performed within the systems you need to use every day.

    Shaped Around Your Workflow

    The integration is built around how you already hire, gather information, run payroll and manage employee records. Incenta Plus does not try to drive every employer towards a single process, it adapts to your needs.

    Works With Any HR, Payroll, HCM or ATS Platform

    Introducing WOTC screening or paperless on-boarding documents should not require you to replace technology you already trust.

    Whether you’re using an off the shelf HR suite, a third party payroll service, a Human Capital Management tool, or an applicant tracking product, Incenta Plus can link to it.

    Our technical team builds and configures the solution with you.

    HR Platform Integration

    Link new hire documents and WOTC screening to the HR platform of your choice.

    Payroll Integration

    Pass on relevant employee and new hire information to your preferred payroll environment.

    Applicant Tracking System Integration

    Run WOTC screening and selected document steps within or in parallel to your applicant tracking workflows.

    HCM Integration

    It's possible to connect Incenta Plus to a broader human capital management technology, without having to sacrifice the system you have.

    In-House Technical Integration Team

    A dedicated Incenta Plus technical team works with yours to design and set up each connection, according to the tools and processes already in place.

    WOTC Screening at the First Touch

    More Than a Collection of Online Forms

    The Work Opportunity Tax Credit is connected to the hiring process, making the beginning of employment an important point for WOTC screening. Digital New Hire Documents places WOTC screening alongside the information and forms already requested from a new employee. This creates a more consistent process and reduces the need to contact the employee later with a separate questionnaire. New hires can complete the WOTC screening step digitally as part of the broader workflow. Employers gain a more organized connection between new hire documentation and potential hiring tax credit opportunities. WOTC Plus also provides the broader WOTC process, including screening, Form 8850 workflow, certification tracking, status visibility, and reporting.
    Explore WOTC Screening

    Form I-9 and E-Verify, Inside the Same Workflow

    Form I-9 and E-Verify are integral parts of the onboarding and verification process.

    With Incenta Plus, both can be executed within the same digital workflow that stores employee data, tax information, direct deposit, emergency contacts and WOTC screening.

    Workers and HR no longer need to toggle between systems that serve different purposes.

    If you already have an HR, payroll or ATS system in place, Incenta Plus’s I-9 and E-Verify functionalities can be embedded into it.

    If you use Incenta Plus as a standalone solution, the entire process of filling out and verifying documents will be unified and organized.

    Explore Form I-9 and E-Verify

    Designed for Employers With Varied Hiring Needs

    Digital New Hire Documents is designed for organizations that:

    Hire on a regular basis

    Have multiple offices

    Use paper new hire forms

    Email employee documents back and forth

    Store tax forms, WOTC and employment verification with in different systems

    Desire to reduce the amount of time spent chasing down documents

    Want support for Form I-9 and E-Verify

    Run an existing HR, payroll, HCM or ATS platform

    Do not have a digital new hire document system yet

    Prefer a cost effective alternative to an HRIS

    What Employers Value in Incenta Plus Digital New Hire Documents

    Stand-Alone or Connected

    Run Incenta Plus as your new hire document workflow, or integrate with your software systems.

    Works With Your Platforms

    Connect the tools you use today to build a smart, automated system for new hire documents. Integrate with your existing HR, payroll, HCM or applicant tracking systems.

    A Technical Team in House

    Work directly with Incenta Plus technical resources, rather than navigating between vendors.

    Competitive Pricing

    Focus on a streamlined new hire document solution, without investing in a complete and expensive HR platform.

    WOTC From the Start

    Screen WOTC as part of the onboarding process, rather than a separate compliance step.

    I-9 and E-Verify Included

    Retain the benefits of an online, guided experience, including employment verification.

    A Consistent Order

    Ensure all new hires follow the same logical progression of information and documents.

    Flexible by Design

    Select between a standalone new hire document workflow or custom integrated solution, on a single platform.

    Built for New Hire Paperwork, Not a Full HRIS

    Incenta Plus is not designed to replace an entire suite of your HR technology, including payroll, applicant tracking, performance management, scheduling or employee administration.

    It focuses on the first-touch information and forms a company asks for when a new employee arrives.

    In practice, that means employee details, tax paperwork, WOTC screening, Form I-9 and E-Verify, plus direct deposit, emergency contacts, voluntary self-identification and a closing document check.

    Without a digital process, you can run the system on its own. If another HR technology provider is already in place, Incenta Plus can connect to it.

    With this narrow scope, you get a modern document workflow without replacing technology that already works well for the rest of the business.

    Risk-Free, High Reward!

    Start Fresh With Incenta Plus or Plug It Into Your Current Systems

    Collect the essentials in one organized digital workflow or link Incenta Plus to the HR, payroll, HCM or applicant tracking platform of your choice.

    Our in-house technical team will set up the link to meet the way you currently hire

    Talk to Our Team

    Digital New Hire Documents FAQs

    It is an online procedure for collecting the essential information and the required employment documentation at the beginning of a person's work. WOTC screening and form I-9 are accompanied by E-Verify, tax details, direct deposit, emergency contacts and voluntary self-identification, and document confirmation at the end.

    It's about the onboarding process, covering the first phase: collecting new hire documents and info. It doesn't seek to be your HRIS or payroll provider, and it's not an applicant tracking or employee management product over an extended period; it connects to whichever of those you already have.

    Personal and employment data, federal Form W-4 and state withholding information, emergency contacts, voluntary self-identification, direct deposit details, WOTC screening, Form I-9 information and E-Verify, plus a final document confirmation step.

    Incenta Plus offers a targeted alternative to an enterprise-level HRIS investment. Instead of buying a full-fledged HR information system, you can invest in new hire document collection and save the cost difference. Contact us to learn more.