An employment background check is a review of a job candidate’s records, such as criminal history, past employment, education and driving record, that an employer uses to make a hiring decision. When a background check company prepares it, the report is a consumer report under the Fair Credit Reporting Act (FCRA), so the employer must get the candidate’s written permission first and follow set steps before rejecting anyone based on it.
What an employment background check includes
Employers choose which searches to order based on the role. Common checks include:
- Identity and address history: an SSN trace that shows the names and addresses linked to the candidate, so the search covers the right places.
- Criminal records: county, state and national criminal searches. VICTIG’s national criminal search includes sex offender registries.
- Employment verification: confirms past job titles and dates.
- Education verification: confirms degrees, diplomas and dates of attendance.
- Motor vehicle reports: driving records for roles that involve driving.
- Drug screening: urine, saliva, hair or breath tests.
- Health sanctions searches: exclusion lists such as OIG and SAM, for healthcare roles.
- Employment credit reports: credit history for financial roles, where state law allows it.
For what each search turns up, and what it doesn’t, see what a background check shows.
Who runs a background check
Most employers use a background check company. A company that compiles reports for employment decisions is a consumer reporting agency under the FCRA. It has to follow reasonable procedures for accuracy and investigate disputes. The employer keeps its own duties: getting consent, following the adverse action steps and making the hiring decision. Our guide to choosing a background check company covers what to look for.
How the process works
- Disclose and get consent. Give the candidate a standalone written disclosure that you’ll run a background check, and get their written authorization.
- Order the searches. The background check company runs the checks you selected for the role.
- Review the report. Apply the same standards to every candidate for the role.
- Send a pre-adverse action notice if needed. If something in the report may lead you to reject the candidate, send them a copy of the report and a summary of their FCRA rights first, and give them time to respond.
- Send the adverse action notice. If you decide not to hire, tell the candidate, give the background check company’s contact details, and explain their right to dispute the report.
State and local laws can add steps, such as ban-the-box rules that delay criminal history questions. See our state background check law guide and our guide to FCRA-compliant background check services.
How long a background check takes
Many background checks finish within a few business days. VICTIG’s average turnaround is 1.8 days. Timing depends on the searches ordered: county court searches, verifications that depend on a previous employer or school, and international checks take longer. See background check timelines by check type.
Why employers run background checks
- To confirm candidates are who they say they are and have the experience and credentials they claim
- To meet industry rules, such as sanctions screening in healthcare or DOT drug testing for drivers
- To make hiring decisions with consistent, documented information
How VICTIG helps
VICTIG is a PBSA-accredited background screening company based in the U.S. It averages a 1.8-day turnaround and a 7-minute email response, and 99.6% of clients stay with VICTIG. Candidates complete their forms online, and employers can order through ATS integrations or VICTIG’s APIs. Talk to our team to build a screening package for your roles.
FAQs
What is an employment background check?
A review of a candidate’s records, such as criminal history, past employment, education and driving record, that an employer uses to make a hiring decision. When a background check company prepares it, it’s a consumer report covered by the FCRA.
Do employers need permission to run a background check?
Yes, when they use a background check company. The employer must give a standalone written disclosure and get the candidate’s written authorization first.
What’s the difference between a background check and a criminal background check?
A criminal background check is one part of a background check. A full employment background check can also include identity, employment, education, driving, drug, sanctions and credit checks.
How long does an employment background check take?
Many finish within a few business days. VICTIG averages 1.8 days, though county court searches, verifications and international checks can take longer.
Can a candidate dispute a background check?
Yes. Candidates can dispute inaccurate information with the background check company, which must investigate. See what to do when a candidate disputes their background check.
How long do employers have to keep background check records?
At least one year under EEOC rules, or two years for educational institutions, state and local governments and certain federal contractors. After that, dispose of them securely.
