{"id":548,"date":"2021-05-25T10:42:39","date_gmt":"2021-05-25T14:42:39","guid":{"rendered":"https:\/\/www.harmonizehq.com\/blog\/?p=548"},"modified":"2021-06-08T01:53:16","modified_gmt":"2021-06-08T05:53:16","slug":"us-employee-background-check","status":"publish","type":"post","link":"https:\/\/www.harmonizehq.com\/blog\/us-employee-background-check\/","title":{"rendered":"An Easy Guide to US Employee Background Checks"},"content":{"rendered":"<p>Hiring the right individual can be a complex process. Although there can be tests and verification modes for the work that they do, how do you find out if they are truly good people?<\/p>\n<p>One way is to conduct a comprehensive background check to ensure that all the basic legal boxes are ticked. Find out more about how to conduct a US Employment Background Check and what laws you must comply with.<\/p>\n<div class=\"lyte-wrapper fourthree\" style=\"width:480px;max-width:100%;margin:5px auto;\"><div class=\"lyMe\" id=\"WYL_1V61m74lqYU\"><div id=\"lyte_1V61m74lqYU\" data-src=\"https:\/\/blog.harmonizehq.com\/wp-content\/plugins\/wp-youtube-lyte\/lyteCache.php?origThumbUrl=%2F%2Fi.ytimg.com%2Fvi%2F1V61m74lqYU%2Fhqdefault.jpg\" class=\"pL\"><div class=\"tC\"><div class=\"tT\"><\/div><\/div><div class=\"play\"><\/div><div class=\"ctrl\"><div class=\"Lctrl\"><\/div><div class=\"Rctrl\"><\/div><\/div><\/div><noscript><a href=\"https:\/\/youtu.be\/1V61m74lqYU\"><img src=\"https:\/\/blog.harmonizehq.com\/wp-content\/plugins\/wp-youtube-lyte\/lyteCache.php?origThumbUrl=https%3A%2F%2Fi.ytimg.com%2Fvi%2F1V61m74lqYU%2F0.jpg\" alt=\"\" width=\"480\" height=\"340\" \/><br \/>Watch this video on YouTube<\/a><\/noscript><\/div><\/div><div class=\"lL\" style=\"max-width:100%;width:480px;margin:5px auto;\"><\/div><\/p>\n\n<h2>What is an Employee Background Check?<\/h2>\n<p>An employee background check, also known as a pre-employment screening, is a process where an employer checks to ensure that a person is who they claim to be. It provides an employer with the opportunity to check an employee\u2019s criminal record, employment history, education, and any other relevant activities. Employee background checks are a standard within the US, with <a href=\"https:\/\/www.uschamber.com\/co\/run\/human-resources\/conducting-employee-background-checks\" target=\"_blank\" rel=\"noopener\">96% of employers<\/a> using it as a method to affirm identity.<\/p>\n<h2>Why would an HR want a Pre-Employment Screening?<\/h2>\n<p><img loading=\"lazy\" class=\"alignnone size-full wp-image-549\" src=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Top-Reasons-to-Conduct-Background-Checks.png\" alt=\"Top Reasons to Conduct Background Checks\" width=\"866\" height=\"442\" srcset=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Top-Reasons-to-Conduct-Background-Checks.png 866w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Top-Reasons-to-Conduct-Background-Checks-300x153.png 300w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Top-Reasons-to-Conduct-Background-Checks-768x392.png 768w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Top-Reasons-to-Conduct-Background-Checks-100x51.png 100w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Top-Reasons-to-Conduct-Background-Checks-700x357.png 700w\" sizes=\"(max-width: 866px) 100vw, 866px\" \/><\/p>\n<p>There are various reasons why an employer would want to carry out a pre-employment screening. In this section, the key reasons for requiring an employee background check will be outlined.<\/p>\n<h3>Candidates Lie in Their Resume<\/h3>\n<p><span style=\"font-weight: 400;\">The Society of Human Resources Management conducted a study that determined that <\/span><a href=\"https:\/\/www.shrm.org\/resourcesandtools\/hr-topics\/talent-acquisition\/pages\/verify-degrees-and-protect-the-company-from-resume-fraud.aspx\"><span style=\"font-weight: 400;\">over 50%<\/span><\/a><span style=\"font-weight: 400;\"> of people have inaccuracies in their resumes and applications. As such it is vital that employers do the relevant checks, such as employment history checks, to verify the content an employee puts on their applications. Employers should also consider that some employees would do everything that they can to secure a job, and this may lead them to be misleading on their CV.\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" class=\"alignnone size-full wp-image-550\" src=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes.png\" alt=\"Candidates Lying on Resumes\" width=\"1270\" height=\"222\" srcset=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes.png 1270w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes-300x52.png 300w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes-1024x179.png 1024w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes-768x134.png 768w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes-100x17.png 100w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Candidates-Lying-on-Resumes-700x122.png 700w\" sizes=\"(max-width: 1270px) 100vw, 1270px\" \/><\/p>\n<h3>Check for Criminal Record and other Job-Sensitive Information<\/h3>\n<p>The purpose of this background check is not to give employers the opportunity to discriminate against their employees, instead, it is to ensure that an employee\u2019s past crimes are not significant enough to lead to any problems in the future.<\/p>\n<p><img loading=\"lazy\" class=\"alignnone size-full wp-image-551\" src=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment.png\" alt=\"Criminal Record Check for US Employment\" width=\"1600\" height=\"527\" srcset=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment.png 1600w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment-300x99.png 300w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment-1024x337.png 1024w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment-768x253.png 768w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment-1536x506.png 1536w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment-100x33.png 100w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Criminal-Record-Check-for-US-Employment-700x231.png 700w\" sizes=\"(max-width: 1600px) 100vw, 1600px\" \/><\/p>\n<h3>To Keep Employees, Customers and Business Safe<\/h3>\n<p><span style=\"font-weight: 400;\">Employers can be held accountable for incidents that arise in the workplace. Some applicants may pose a potential threat to other employees and customers based on their criminal backgrounds, such as violent criminals or serial sex offenders. As such, it is important that employers conduct a background check to ensure that the people coming to work at their business do not put their staff, customers, or business in danger.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Other forms of conduct that an employer may want to protect people from include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Negligent Driving in Public\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Reputational Losses\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Any Financial Losses<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Employers may also be subject to <\/span><a href=\"https:\/\/www.shrm.org\/resourcesandtools\/tools-and-samples\/toolkits\/pages\/conductingbackgroundinvestigations.aspx\"><span style=\"font-weight: 400;\">negligent hiring claims<\/span><\/a><span style=\"font-weight: 400;\">, a good defense to show that an employer took due care during the hiring process, would be a well-conducted and thorough employee background check.<\/span><\/p>\n<h3>Keep the Workplace Drug Free Environment<\/h3>\n<p>Knowing whether a candidate has past drug charges can be useful to an employer that wants to have a drug-free working environment. Doing pre-employment drug tests can help employers eliminate candidates from the applicant pool.<\/p>\n<h3>Maximize Productivity<\/h3>\n<p>Employers are looking to hire the best employees, as such, they need to be sure that the information they are basing their decisions on, is accurate.<\/p>\n<h2>What Types of Employee Background Checks Should Be Conducted?<\/h2>\n<p><span style=\"font-weight: 400;\">There are <\/span><a href=\"https:\/\/baradainc.com\/different-types-of-background-checks\/\"><span style=\"font-weight: 400;\">11 pre-employment screening tests<\/span><\/a><span style=\"font-weight: 400;\"> that should be conducted, and they are as follows:<\/span><\/p>\n<h3>Criminal History Check<\/h3>\n<p><span style=\"font-weight: 400;\">A criminal history check assists an employer in knowing the criminal background of a potential employee. The purpose of these checks is mainly to determine whether a potential employee could pose a threat to customers, other employees, or the business. A criminal history check typically involves an employer checking the following records:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">National Criminal Databases\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Federal and State Criminal Records\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">County Criminal Courts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Sex Offender Registries\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Domestic and Global Terrorists Watch Group<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The different states have different variations of criminal history checks, such as national fingerprint-based checks or name-based checks. Employers should consult a local lawyer prior to conducting a criminal background check to ascertain what type of check they can run.\u00a0<\/span><\/p>\n<h3>Prior Employment Verification<\/h3>\n<p><span style=\"font-weight: 400;\">A prior employment verification, or employment history check, is one of the most important tests that an employer can run. Employers choose applicants based on their ability to execute specific tasks. Therefore, it is crucial for employers to ensure that the experience applicants claim to have, is accurate. The employment history check helps employers ensure the validity of the following information:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Start and end dates of employment\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Salary\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Titles and Position Held by applicant\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Reasons why the employment was terminated<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Job role, description, and duties\u00a0<\/span><\/li>\n<\/ul>\n<h3>Education Verification<\/h3>\n<p><span style=\"font-weight: 400;\">It is known that attending university and graduating are two different things. The purpose of education verification is to confirm that an applicant does in fact have the qualifications specified in their application. It is also important that an employer confirm where an applicant received their qualification from. Further, the Fair Labor Standards Act (FLSA) highlights that some roles require employees to have special qualifications. Doing an appropriate educational background check can help ensure that a worker meets such a requirement.\u00a0<\/span><\/p>\n<h3>Sexual Offender Registry Check<\/h3>\n<p><span style=\"font-weight: 400;\">It is important that employers check the Sex Offender Registry for potential employees. This is especially important for employers that work with daycares, in education, or with minors in general. If this is not appropriately executed, an employer could face a negligent hiring lawsuit.\u00a0<\/span><\/p>\n<h3>Reference Check<\/h3>\n<p><span style=\"font-weight: 400;\">An employment reference check assists employers in knowing what an employee is like in a workplace. As such, it is common practice for employees to request a reference from their applicants. It can also help employers know how the employee performs in the workplace and verify information provided in applications or at interviews.\u00a0<\/span><\/p>\n<h3>Drug Screening<\/h3>\n<p><span style=\"font-weight: 400;\">It is crucial in certain industries or roles for employees to be drug-free, such as driving. Some employers, in general, may want a drug-free working environment. As such, it is important that employers carry out a drug and alcohol test as well to determine whether an employee has any illegal drugs or alcohol in their system. They also ensure that an employee can be trusted to work appropriately and perform well for their employer. A drug and alcohol screening requires the permission of the individual in question as well as prior notice.\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" class=\"alignnone size-full wp-image-553\" src=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check.jpg\" alt=\"\" width=\"1280\" height=\"853\" srcset=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check.jpg 1280w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check-300x200.jpg 300w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check-1024x682.jpg 1024w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check-768x512.jpg 768w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check-100x67.jpg 100w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Drug-Screening-Background-Check-675x450.jpg 675w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/><\/p>\n<h3>Credit Background Checks<\/h3>\n<p><span style=\"font-weight: 400;\">A credit background check evaluates an applicant\u2019s credit history. The report typically comes from three of the largest credit agencies, Equifax, Experian, and TransUnion. These reports can be conducted for free once a year by law, although some cities such as Chicago and New York have made it illegal to base employment decisions on this basis. As such, it is important that employers consult a local lawyer before conducting this check. These tests can also only be carried out with the permission of the relevant individual. In an industry or role that requires an employee to be fiscally responsible, such as jobs relating to money and finance, this can be a crucial tool for determining a candidate&#8217;s suitability.\u00a0<\/span><\/p>\n<h3>Professional License and Certificate Confirmation<\/h3>\n<p>Confirming a Professional License or Certificate helps confirm professional credentials. Applicants are hoping to get a job, as such some may embellish their accomplishments in order to gain a position. If an employer does not carry out appropriate tests they may end up employing someone who is unqualified for the relevant job.<\/p>\n<h3>Social Security Number Trace<\/h3>\n<p>Social Security Number helps confirm the identity of an applicant. Tracing a candidate\u2019s Social Security Number can assist in confirming that the candidate is who they claim to be, as well as help determine whether they are eligible to work in the United States. Employers can do this by matching information in their I-9 to the Department of Homeland Security and Social Security Administration\u2019s record.<\/p>\n<h3>Social Media and Internet Check<\/h3>\n<p><span style=\"font-weight: 400;\">Social Media and Internet Checks help an employer learn more about their applicants. Employers must take note that as the information is unverified, there may still be room for it to be misleading. That said this check is still recommended as it can be additional confirmation that a candidate is suitable for a particular role.<\/span><\/p>\n<h3>Driving Record<\/h3>\n<p><span style=\"font-weight: 400;\">A Driving record check can be conducted with the permission of the applicant. This check proves that an applicant has a safe driving history. The driving record check includes the following evaluations:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Driving Record Points\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Traffic Accidents\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Public DUI\u2019s<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">The applicant\u2019s current Driving Status<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"4\"><span style=\"font-weight: 400;\">Any other traffic law convictions, violations, and fines.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Employers will need an applicant&#8217;s full name (needs to be the same as the name on license), date of birth, address, driver\u2019s license number, social security number, state of issue, and the candidate\u2019s express permission in a signed document that complies with the Fair Credit Reporting Act.\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" class=\"alignnone size-full wp-image-554\" src=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check.jpg\" alt=\"Driving Background Check\" width=\"1280\" height=\"1021\" srcset=\"https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check.jpg 1280w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check-300x239.jpg 300w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check-1024x817.jpg 1024w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check-768x613.jpg 768w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check-100x80.jpg 100w, https:\/\/blog.harmonizehq.com\/wp-content\/uploads\/Driving-Background-Check-564x450.jpg 564w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/><\/p>\n<h2><b>When Can an Employee Background Check Be Conducted?\u00a0<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Generally, employers are able to conduct employee background checks at any time as far as they have permission from the applicant or employee to do so. Some employers choose to conduct checks when considering the following:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Reassignment\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If an employee will be undertaking different responsibilities<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Retention\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Where employers are considering keeping an employee on at their company\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Promotion\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If a promotion may involve new responsibilities for the employee\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Workplace Accidents<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Purpose of this is to clear up any potential issues with insurance companies or legal teams<\/span><\/p>\n<h2><b>Are Employee Background Checks Legal?\u00a0<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Although employee background checks are <\/span><a href=\"https:\/\/www.eeoc.gov\/laws\/guidance\/background-checks-what-employers-need-know\"><span style=\"font-weight: 400;\">legal<\/span><\/a><span style=\"font-weight: 400;\">, there are laws that need to be complied with when employers are conducting their pre-employment screenings. Laws that must be complied with include, laws on discrimination based on race, national origin, religion, color, or sex; genetic information; disability; and age (40 or older). The Equal Employment Opportunity Commission (hereafter EEOC) is the regulatory body that enforces these laws.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Employers also need to comply with the Fair Credit Reporting Act (hereafter FCRA) which is enforced by the Federal Trade Commission (FTC). Employers should note that the information below is general, it is good practice to consult a local lawyer prior to carrying out any employment checks. <\/span><\/p>\n<h3><b>EEOC<\/b><\/h3>\n<h4><i><span style=\"font-weight: 400;\">Initial Considerations Before Conducting a Pre-Employment Screening<\/span><\/i><\/h4>\n<p><span style=\"font-weight: 400;\">Employers must ensure that they treat all applicants equally as it is illegal to choose to conduct an employee screening on the basis of an individual\u2019s race, color, religion, sex, national origin, genetic information (including family medical history), disability, or age (40 or older).<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">Examples<\/span><\/i><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Only conducting employment history checks on applicants from one particular race.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Conducting employee screenings on only female applicants\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">The general rule is that employers cannot require applicants or employees to provide their genetic information or family medical history. Further, even if an employer has that information they cannot use it to make employment decisions. Employers may only ask medical questions when they have objective evidence that an employee is unable to do a job because of a medical condition, or if they pose a safety risk because of a medical condition.\u00a0<\/span><\/p>\n<h4><i><span style=\"font-weight: 400;\">Using Employee Background Information<\/span><\/i><i><span style=\"font-weight: 400;\">\u00a0<\/span><\/i><\/h4>\n<p><span style=\"font-weight: 400;\">No employee background check can be used to discriminate as this would be in violation of federal law. As such employers have to:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Apply the Same Standard to Everyone<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Employers cannot discriminate against individuals based on their race, color, religion, sex, national origin, genetic information (including family medical history), disability, or age (40 or older).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">For example, an employer cannot do the following:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"9\"><span style=\"font-weight: 400;\">A pre-employment screening reveals applicants A, B, C, D have problem X<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"9\"><span style=\"font-weight: 400;\">An employee screening of applicants E, F, G, H also reveals that they all have the same problem X<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"9\"><span style=\"font-weight: 400;\">Applicants A, B, C, D, E, F, G, H have the same or similar qualifications and the only issue with their applications is problem X<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"9\"><span style=\"font-weight: 400;\">A, B, C, and D are all from one race and ethnic group<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"9\"><span style=\"font-weight: 400;\">Applicants E, F, G, and H are from different races and ethnic background to A, B, C, D<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"9\"><span style=\"font-weight: 400;\">Employer rejects E, F, G, and H on the basis that they have problem X<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-weight: 400;\">The employer in the above example would have breached anti-discrimination law if by rejected applicants E, F, G, H due to them have problem X. The employer should have rejected all the applicants or accepted them to avoid breaching federal law.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Be cautious and take special care when employment decisions are based on background problems that may be more common among <\/span><a href=\"https:\/\/www.equalityhumanrights.com\/en\/equality-act\/protected-characteristics\"><span style=\"font-weight: 400;\">protected characteristics<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">For example, an employer should not use a practice or policy that discriminates against people with particular criminal records, if such a practice or policy would substantially disadvantage individuals of a specific race.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Be ready to make exceptions where background check problems were due to a disability.<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">For example, if an employer is going to reject an applicant based on a problem caused by their disability, they should give the individual the opportunity to display their ability to do the relevant job, in spite of the negative employee background check.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Employers will not have to do this if it would cause significant operational or financial issues.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><i><span style=\"font-weight: 400;\">Disposing of Employee Background Information<\/span><\/i><i><span style=\"font-weight: 400;\">\u00a0<\/span><\/i><\/h4>\n<p><span style=\"font-weight: 400;\">Any and all employee records that an employer keeps (this includes all application forms regardless of whether the application was successful), must be retained for one year following the date they were made, or after employment action was taken, whatever date is later. Federal contractors, educational institutions, state and local governments must keep these documents for two years.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If an employee or applicant files a lawsuit based on discrimination, this information must be retained and maintained until the case is closed.\u00a0<\/span><\/p>\n<h3><b>FTC<\/b><\/h3>\n<h4><i><span style=\"font-weight: 400;\">Initial Considerations Before Conducting a Pre-Employment Screening<\/span><\/i><\/h4>\n<p><span style=\"font-weight: 400;\">The FCRA requires some additional procedures where an employer gains background information from an employment background check company. Those requirements are as follows:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Inform applicant or employee that the information collected will be used to make decisions about their employment\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">This must be in a stand-alone format and in writing<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">This notice cannot be included in an employment application\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Employers can include minor additions information within the note as long as it does not confuse, substantially alter, or detract from the notice<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">If you ask for an \u201cinvestigative report\u201d, applicant or employee has to be aware that they have a right to details of the evaluation<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">An investigative report is an evaluation based on a person\u2019s character, lifestyle and general reputation, you have to tell the applicant or employee that they have a right to a description of the scope and nature of the investigation\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Written consent is obtained from the applicant or employee<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">You have to get permission to conduct a pre-employment screening<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">This can be included in the document notifying a person that you are getting a report<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">If you want to be able to conduct a background check throughout a person\u2019s employment, you have to clearly indicate this as well\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-weight: 400;\">Notify the background check company you are getting the report from that you:\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Informed the applicant of this employee check and got their permission to execute it\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Complied with FCRA requirements in their entirety\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Will not discriminate against applicant or employees, neither will you inappropriately use the information nor violate federal or state equal opportunity laws or regulations<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><i><span style=\"font-weight: 400;\">Using Employee Background Information<\/span><\/i><i><span style=\"font-weight: 400;\">\u00a0<\/span><\/i><\/h4>\n<p><span style=\"font-weight: 400;\">The FCRA requires some additional procedures where an employer gains background information from an employment background check company. Those requirements are as follows:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Prior to making a detrimental employment decision, applicants or employees must be given:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">Notice, including a copy of the report, used to make the decision\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">a copy of \u201cA Summary of Your Right Under the Fair Credit Reporting Act\u201d, this document should have been given by the employment background check company that conducted the evaluation<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">After making a detrimental employment decision, applicants or employees must be told:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">that they were rejected because of information from the pre-employment screening\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">the name, address, and phone number of the employment background check company that provided the report\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">that the employment background check company are not included in the hiring decision process and cannot give any reason for the decision\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"6\"><span style=\"font-weight: 400;\">that they have a right to challenge the completeness or accuracy of the pre-employment screening and that they can obtain an additional free report from the employee background check company within 60 days<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><i><span style=\"font-weight: 400;\">Disposing of Employee Background Information<\/span><\/i><i><span style=\"font-weight: 400;\">\u00a0<\/span><\/i><\/h4>\n<p><span style=\"font-weight: 400;\">Once all relevant record-keeping requirements are met, employers may dispose of any employee background information they have received. The law requires that employers must dispose of this information in a secure manner. Secure methods include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"3\"><span style=\"font-weight: 400;\">Burning\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"3\"><span style=\"font-weight: 400;\">Shredding paper documents\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"3\"><span style=\"font-weight: 400;\">Pulverizing\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"3\"><span style=\"font-weight: 400;\">Disposing of electronic information in a way that does not allow it to be read or reconstructed<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Also see this <\/span><a href=\"http:\/\/www.business.ftc.gov\/documents\/alt152-disposing-consumer-report-information-rule-tells-how\"><span style=\"font-weight: 400;\">link<\/span><\/a><span style=\"font-weight: 400;\">, for additional information on this matter.\u00a0<\/span><\/p>\n<h2><b>Additional Resources for US Employee Background Check<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">For guidance on selecting an employee background screening company please click <\/span><a href=\"https:\/\/thepbsa.org\/accreditation\/accreditation-overview\/\"><span style=\"font-weight: 400;\">here.<\/span><\/a><span style=\"font-weight: 400;\"> It will take you to the National Association of Professional Background Screeners (NAPBS) website, where you can view the trusted pre-employment screening firms.\u00a0<\/span><\/p>\n<p>If you&#8217;re looking to conduct background checks for MNCs, read our guide for <a href=\"https:\/\/www.harmonizehq.com\/blog\/employee-background-checks-australia\/\" target=\"_blank\" rel=\"noopener\">Background Checks in Australia<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Hiring the right individual can be a complex process. Although there can be tests and verification modes for the work that they do, how do&#8230;<\/p>\n","protected":false},"author":2,"featured_media":552,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[3],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v18.4.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>An Easy Guide to US Employee Background Check | HarmonizeHQ<\/title>\n<meta name=\"description\" content=\"An employee background check standard within the US and it can be complex wrought with compliance issues. 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