What an Employee Background Check Is and How to Run One
An employee background check is a report from a screening provider that verifies a candidate’s or employee’s identity, criminal record, and work-related history, run only after you give written disclosure and obtain signed authorization. To run one, choose job-relevant searches, collect consent, order the report through an FCRA-compliant provider, review results consistently, and follow adverse action steps if you decline to hire based on them.
What an Employee Background Check Can Include
Scope should match the role. Common components:
- SSN trace: confirms identity and surfaces addresses used to direct criminal searches.
- National criminal database: a broad first-pass search across many jurisdictions.
- County criminal: court-level records where convictions are filed.
- Federal criminal: federal court cases.
- Sex offender registry: essential for roles with vulnerable populations.
- Motor vehicle report (MVR): for driving roles.
- Employment and education verification: confirms claimed history and credentials.
- Drug testing: available through American Screening Corp.
Employee Background Check Process, Step by Step
1. Define the screening package by role
Apply the same package to everyone in the same job category. Consistency reduces discrimination risk.
2. Provide disclosure and get authorization
Under the FCRA, give a standalone written disclosure and obtain the individual’s signed consent before ordering.
3. Order the report
Submit the candidate’s details through your provider. At Reveal Background, you create an account, pay per report with no setup fee, and most searches return the same day. Court-based searches and verifications can take longer when records require manual retrieval.
4. Review results against job-related criteria
Consider the nature of the offense, time elapsed, and relevance to the duties. The EEOC advises individualized assessment rather than blanket exclusions, and some states and cities add fair-chance rules.
5. Follow adverse action steps
If results may cause you to reject or terminate, send a pre-adverse action notice with a copy of the report and the FTC summary of rights, allow reasonable time to dispute, then send a final notice.
Background Check for Current Employees
You can screen existing employees for promotion, transfer into sensitive roles, driving duties, or periodic re-screening, but the same FCRA rules apply: disclosure, authorization, and adverse action. Best practice is to state the policy in writing, apply it uniformly to defined groups, and check state law, since some states limit re-screening or the use of certain records. Where authorization from an earlier hire covers ongoing screening, the disclosure form must clearly say so.
Choosing Checks: Quick Decision Table
| Role type | Recommended searches | Why |
|---|---|---|
| Office / general | SSN trace, national and county criminal, employment verification | Identity, record and history confirmation |
| Driver / field | General package plus MVR, drug testing | Safety and insurability |
| Healthcare / education / care | General package plus sex offender registry, federal, education verification | Vulnerable-population access, credentials |
| Finance / management | General package plus federal criminal, education verification | Trust and credential risk |
| Current employee moving roles | Searches tied to the new role only | Relevance and proportionality |
Compliance Checklist
- Use a provider that operates as an FCRA-compliant consumer reporting agency.
- Give a standalone disclosure and collect signed authorization.
- Define packages by job category and apply them uniformly.
- Check state and local fair-chance and salary-history rules.
- Assess records individually using job relevance, offense age, and severity.
- Send pre-adverse and final adverse action notices.
- Store reports securely and limit access.
- Dispose of reports properly when no longer needed.
FAQ
How long does an employee background check take?
Many searches return the same day with Reveal Background. Manual court retrievals, education, and employment verifications can add time.
Can I run a background check on a current employee?
Yes, with proper disclosure and authorization, a uniform policy, and compliance with state law and adverse action rules.
Do I need consent for an employee background check?
Yes. The FCRA requires a standalone written disclosure and the individual’s written authorization before a report is obtained.
What should I do if a report shows a criminal record?
Evaluate the record against job duties, offense age, and severity, then follow pre-adverse and adverse action steps if you decide not to proceed.
Sources
- EEOC: Arrest and Conviction Records Guidance
- FTC: Background Checks, What Employers Need to Know
- FTC: Fair Credit Reporting Act
This article is general information, not legal or medical advice.
