Verifications

Verifying a candidate’s education confirms their level of schooling and their qualifications. Education verification confirms the information below:

• School name
• Degree earned
• Completion date

Checkr verifies education for colleges, high schools, and high school equivalency exams. Checkr also does international education verifications, but they take longer and additional fees apply. To enable international education verifications, contact Checkr.

Verification process

First, the candidate provides their education history. Checkr uses the candidate-provided information to search education databases. Those databases can usually verify the highest level of education completed.

If the school doesn't report to the education databases, Checkr tries four times to directly contact the school’s registrar.

In the situations below, the candidate must provide proof of education:

• The school doesn't respond after four attempts.
• Five days have passed since the verification started.
• The registrar can't confirm the highest level of education completed or enrolled.

Candidates can provide a single document as proof of education. Checkr accepts the documents below as proof of education:

• Diploma
• Degree
• Certificate
• Transcript

If the candidate doesn’t provide proof of education after seven days, the link to provide proof expires. After the link expires, the verification completes without verifying the school.

If a candidate provides a high school diploma or a GED certificate during the application process, Checkr compares it to the candidate-provided history. If the document confirms the education history, Checkr verifies the document automatically.

If you don't want Checkr to review candidates' documents, contact Checkr to disable document collection on your package.

After a verification starts, Checkr can’t accept additional documents unless the verification requires additional information from the candidate. If you have the admin user role, you can upload additional documents to the candidate's report.

To review information a candidate provides outside the education verification, contact the candidate directly. Checkr can't use proof of education you obtain outside the background check process. If you want candidates to upload extra supporting documents, direct them to the Candidate Portal.

Results

The candidate's report includes notes about Checkr’s attempts to contact schools.

Use the notes to find your candidate’s progress through the verification. Education verification verifies only the candidate-provided information. Education verification doesn't verify that the candidate is who they say they are.

Video overview 

Play the Checkr Academy video below to learn the advantages and limitations of an education verification.

Candidate experience

Candidates provide their education history, including the information below:

• Highest level of education
• Institution name and location

If the candidate's highest education level is high school, they provide their high school diploma.

A candidate with a non-US work location and Canada school location can log in using information from their current or most recent education institution. If the candidate logs in, we instantly verify the candidate’s education history from that institution. If the candidate can’t log in, the candidate provides their information manually.

Candidates who lack supporting documents can explain why they don't have documents. Candidates' explanations appear as timeline events in the Checkr Dashboard.

The candidate then reads and acknowledges receipt of applicable forms and notifications:

• A Summary of Your Rights Under the Fair Credit Reporting Act (FCRA)
• Disclosure Regarding Background Investigation
• Other state and required disclosures as applicable
• Authorization for a background check

After the candidate signs the authorization form, Checkr starts the verification.

If you applied for a job and want to know your background check’s status, log in to the Checkr Candidate Portal.

Verifying a candidate’s employment history confirms their work experience, qualifications, and credentials.

Verification process

Employment verification includes the steps below:

1. The candidate provides their employment history.
2. Checkr searches established databases of employment records to verify the candidate-provided information about their employment history. The situations below sometimes happen:
   • If Checkr can't use these databases to verify the candidate's history, Checkr uses public information to contact the employer.
   • If Checkr can't contact the employer using public information, Checkr uses the candidate-provided contact information.
   • If Checkr still can’t contact the previous employer, Checkr asks the candidate to provide one of the documents below per employer:
     • A United States tax form below:
       • W-2
       • 1099
       • Schedule C
     • Pay stub

The link to provide documents expires seven days after Checkr emails it. If you don't want Checkr to review candidates' documents, contact Checkr to disable document collection on your package.

The candidate's report includes notes about Checkr’s attempts to contact previous employers.

If the candidate provides no employment history, the verification has the “Canceled” status by default. To require that candidates provide employment information, contact Checkr.

Discrepancies in the information below may cause employment verifications to have the “Consider” status:

• Start date
• End date
• Position

A circle with an exclamation point indicates information with discrepancies or that the verification completed by reviewing candidate-submitted documents rather than the standard verification process.

After a verification completes, Checkr can’t accept additional documents. To review information a candidate provides outside the employment verification, contact the candidate directly.

Self-employed candidates

When a candidate reports a period of self-employment, an internal Checkr team manually verifies the employment. Checkr requests a document below to verify self-employment:

• A United States tax form below:
  • 1099
  • Schedule C
• Letter from the client on company letterhead

“Do not contact” option

Candidates can request that Checkr not contact their current employer. A candidate can select “Do not contact” only for their current employer.

When a candidate requests that Checkr not contact their current employer, Checkr searches employment record databases to complete the verification. 

If employment record databases don't verify the candidate's current employer, Checkr asks the candidate to provide a document below:

• A United States tax document below:
  • W-2
  • 1099
  • Schedule C
• Letter from their former HR department on company letterhead
• Pay stub

The document must include the employer's name. Checkr uses these documents only for verification purposes. If the candidate doesn't provide these documents, the verification delays and the candidate has 7 days to submit them.

Ordering

You can select from the employment verification options below. To configure these settings for your account, contact Checkr.

• Out-of-country history: Include international verification.
• Salary: Collect the candidate's salary information.
• Manager contact: Collect the manager's contact information.
• Contract type: Collect the candidate's contract type.
• Employment lookback: Set the amount of employment history to request from the candidate. You can set up to 10 years of history.
• Employment history: Set how many previous positions to request information about from the candidate. Set at least one position.

Consult your legal counsel about your compliance responsibilities under relevant federal, state, and local laws

Employment verification is available as a standalone search.

Lookback periods

You can configure different lookback periods for each package. Even if you configure a lookback period, Checkr doesn't require candidates to provide a specific number of employers. A lookback period only improves the chances that the candidate provides information within that lookback period. If you need information about an exact number of employers, tell your candidates directly.

A candidate meets the verification requirement when they provide an item below:

• The requested number of employers
• Employment history within the lookback period

For example, you might require a seven-year lookback period and three previous positions. A candidate who provides an employment history with one position that lasted 10 years and another candidate who had three positions over four years also meets your requirement.

Salary questions

Some jurisdictions regulate whether an employer can ask about a candidate’s salary history. Because regulations change frequently, Checkr’s default is to not collect salary information from candidates.

Video overview 

Play the Checkr Academy video below to learn the advantages and limitations of an employment verification.

Candidate experience

In the Candidate Portal, candidates in the United States enter payroll login information for their current or most recent employer. If the information is correct, we instantly verify the candidate’s employment history. If we can’t find the employer’s information, or if the information is incorrect, the candidate provides their information manually.

Candidates who lack supporting documents can explain why they don't have documents. Candidates' explanations appear as timeline events in the Checkr Dashboard.

Candidates outside the United States and those who can’t use payroll information provide their personally identifying information (PII) manually.

The candidate provides the PII below:

• Birth date
• Email address
• Full name
• Phone number
• Social Security number (SSN)

The candidate then reads and acknowledges receipt of applicable forms and authorizations:

• A Summary of Your Rights Under the Fair Credit Reporting Act (FCRA)
• Disclosure Regarding Background Investigation
• Authorization for a background check
• Other state and required disclosures as applicable

After the candidate signs the authorization form, Checkr starts the verification. Checkr can’t update or correct candidate-provided information after the verification starts.

If Checkr can’t verify an employer, Checkr asks the candidate to provide a document below:

• A United States tax form below:
  • W-2
  • 1099
  • Schedule C
• Letter from their former HR department on company letterhead
• Pay stub

Checkr doesn't accept W-9 forms as proof of employment.

If you applied for a job and want to know your background check’s status, log in to the Checkr Candidate Portal.

Form I-9 is an employment eligibility form that the United States Citizenship and Immigration Services (USCIS) administers. An employee completes Form I-9 to verify their identity and their legal authorization to work in the United States (US). The Immigration Reform and Control Act of 1986 mandates that US employers have a complete Form I-9 for each of their employees within the United States.

Form I-9 requirements

Federal law requires employees who receive pay within the US to complete Form I-9. On Form I-9, employees attest under penalty of perjury that they have a work status below:

• A US citizen
• A US non-citizen national
• A lawful permanent resident
• An alien authorized to work

Employees must also provide documents that prove their eligibility to work.

You can use the Checkr Dashboard to verify Form I-9.

E-Verify

E-Verify is a website that compares information from an individual’s Form I-9 to the US Department of Homeland Security (DHS) and Social Security Administration (SSA) records. If the information matches, that individual is eligible to work in the US. Federal and local law require that some employers use E-Verify. Checkr partners with Tracker I-9 to integrate E-Verify into the Checkr Dashboard.

Consult your legal counsel about E-Verify-related compliance.

Enforcement

The US Immigration and Customs Enforcement agency (ICE), enforces the employment eligibility provisions of the Immigration and Nationality Act (INA).

ICE can issue a Notice of Inspection (NOI) to an employer requesting copies of its Form I-9 documents within three business days. Employers who commit I-9 violations could face civil or criminal penalties.

Employers must have Form I-9 documents for their employees. Employers must keep Form I-9 documents for three years after the hire date, or one year after the employee leaves, whichever is later.

Consult with your legal counsel about your Form I-9 legal requirements including for storage, audits and enforcement.

Form I-9 is an employment eligibility form that the United States Citizenship and Immigration Services (USCIS) administers. An employee completes Form I-9 to verify their identity and their legal authorization to work in the United States (US).

Checkr partners with Tracker I-9 to help you order and track your Form I-9 documents. Because earlier versions of Form I-9 are now obsolete, Tracker offers the legally compliant 08/01/23 edition of Form I-9.

You can use the Checkr Dashboard to order Form I-9. You can order Form I-9 for candidates without a background check.

Set up

To add Form I-9 to your account, use the steps below:

1. Log in to the Checkr Dashboard using an admin account.
2. Select I-9.
3. Read the Checkr Order Form and the Tracker Terms of Service.
4. If you agree to these terms, select the checkbox and then select Continue.
5. Enter your organization’s legal name.
6. Enter your company's main hiring site. If you have other worksites, you can enter them later.
7. Select Done.

Because Checkr partners with Tracker I-9 to process Form I-9, you also need a Tracker I-9 account. To set up a Tracker I-9 account, use the steps below:

1. In the Checkr Dashboard, select I-9. 
2. Select the Settings.
3. Select “Register my account.”
4. Enter a user name and password for your Tracker account.

Order Form I-9

Form I-9 has three sections. The employee completes Section 1 remotely, and you choose how to complete Section 2 when you order the Form I-9. You use Section 3 only if you’re rehiring an employee.

To order Form I-9, use the steps below:

1. In the Checkr Dashboard, select Order I-9.
2. When you order Form I-9, Checkr emails the employee asking them to complete Form I-9 online. To choose how you verify the employees documents, select an option below:
   • Remote Section 1 only: The employee brings their documents onsite to a company location. After reviewing the employee’s documents, you complete Section 2 in Tracker I-9.
   • Employer-appointed representative: During the order process, you choose an authorized person to review the employee’s documents. After reviewing the employee’s documents, the authorized person completes Section 2 in Tracker I-9.
   • Employee-appointed representative: The employee appoints a person to review their documents. The employee coordinates a time and place for document verification with their appointed representative. The employee-appointed representative completes Section 2 in Tracker I-9 and submits photos of the documents.
3. Select the employees to verify. You can search for the employee by their candidate name or candidate ID. This list includes only employees who have completed background checks.
4. Review your order, and then select “Submit order.”

Billing

Checkr adds the charge for the Form I-9 to your invoice after the employee completes and signs Section 1. Checkr doesn’t charge for additional changes or verification you add to an employee’s Form I-9. 

Worksites

A worksite is a location from which your organization operates. Worksites must be physical addresses and not PO or APO boxes. Your account must have at least one worksite.

You add and edit worksites from the Worksites tab in the I-9 section of the Checkr Dashboard.

To add a worksite, use the steps below:

1. Select “Add new.”
2. Enter the information about your worksite, then select Add.

To edit a worksite, use the steps below:

1. Select the Actions menu for the worksite you want to edit.
2. Select Edit to change information about the worksite.

From the Actions menu, you can also delete the worksite or make it your default worksite.

I-9 Dashboard page tabs

Status lists your Form I-9 orders and their current status. You can filter the list by the criteria below:

• Order progress
• Worksite
• Open tasks

From Settings, you can do the tasks below:

• Check your E-Verify status.
• Add to, edit, and access your worksite list.
• Access your registered Tracker I-9 users.

Audit assistance

If USCIS audits your Form I-9 documents, contact Checkr. Checkr contacts Tracker’s Audit Support team on your behalf. Tracker I-9’s Audit Support team provides guidance during an audit and helps gather documents by the audit deadline. Only Form I-9 documents that you ordered from Checkr or Tracker I-9 are eligible for audit assistance. Consult your legal counsel about forms you collected without using Checkr or Tracker I-9.

Tracker I-9 help

For help with Tracker I-9, consult their manual.

E-Verify is a website that compares information from an employee’s Form I-9 to the United States (US) Department of Homeland Security (DHS) and Social Security Administration (SSA) records. Checkr partners with Tracker I-9 to integrate E-Verify into the Checkr Dashboard.

Consult your legal counsel about E-Verify-related compliance.

Setup

To activate E-Verify on your account, use the steps below:

1. Select I-9.
2. Select Settings.
3. Select "Activate E-Verify."
4. Verify the company name and address on your account.
5. Note the information below. You’ll need this information for the next step:
   • External client ID (Checkr’s account ID)
   • External employer ID (Checkr’s account ID)
6. Complete and submit the E-Verify questionnaire.

The Department of Homeland Security (DHS) sends a Memorandum of Understanding (MOU) link to the person on line 11 of the questionnaire. Someone with the authority to legally bind the company to an agreement must sign the MOU. The link to the MOU expires after 24 hours.

Activating E-Verify for your account takes two to three business days.

After E-Verify is enabled for your account, “E-Verify activated” appears in the Checkr Dashboard.

Your account admin must complete training on the Tracker website before you can use E-Verify.

Worksites

To enable E-Verify for individual worksites, use the steps below from the Worksites tab:

1. Select the actions menu for the worksite you want to edit.
2. Select Edit.
3. Select E-Verify On.

E-Verify support

Checkr partners with Tracker I-9 to offer E-Verify. For help with E-Verify, refer to Tracker I-9’s manual, or call Tracker at 888-784-7224.

Ordering & managing Form I-9s

How do I set up my Tracker I-9 account?

Checkr admins can set up a Tracker account.

1. In the Checkr Dashboard, open the I-9 page. 
2. Select the Settings tab.
3. Click “Register my account.”
4. Create your Tracker username and password.

I entered the incorrect information while ordering an I-9. How do I update this information?

Log in to your Tracker account to update I-9 information.

When can I order an I-9 for my employee/candidate?

An I-9 can be ordered for any individual within Tracker’s I-9 application. Within Checkr, I-9s can be ordered for candidates whose background check reports have a Complete or Pending status.

What if I (the employer) reject an I-9?

Rejecting an I-9 restarts the process for this Form I-9. But you (as the employer) will not be billed again for this I-9, as Section 1 was already signed.

Where can I view a copy of my employee’s I-9 record?

After your employee’s Form I-9 is complete, follow these steps to download a copy of the record:

1. In the Checkr Dashboard, open the I-9 page. 
2. Select the relevant I-9s.
3. Select Actions.
4. Select Download PDF.

How do I change the start date of an existing I-9 invitation?

To change the start date of an existing I-9 invitation:

1. Select the I-9 to open Tracker
2. Select the hamburger menu
3. Select “Change” to enter a new start date.

Two important things to note: 

• If you select “Stop,” you must specify which workflow to use and enter a new start date. 
• Do not delete the I-9 from this location.

Does the employer receive email notifications throughout this process?

The user who created the order will receive updates for Form I-9. The best place to check the status of the I-9 form is the Checkr Dashboard.

Will I be notified if documentation is about to expire?

Yes. A notification email is sent about upcoming Section 3 documents that expire. You can also find this information on the Tracker dashboard.

How do we cancel an I-9 invitation?

Customers can delete an I-9 in Tracker. Once an I-9 invitation is canceled, the candidate/employee can’t proceed. This action is not reflected in the status displayed on the Checkr side.

Can I order an I-9 in the Checkr Dashboard for a candidate whose background check was not completed in Checkr?

No. If Checkr did not run the candidate’s background check, you must create and perform the I-9 workflow in Tracker.

Can I use my existing E-Verify account in Checkr?

No. You must request a new E-Verify setup through the I-9 page in the Checkr Dashboard.

Who is responsible for completing audits?

Employers are responsible for completing audits; however, Tracker offers audit defense if DHS presents a notice of inspection for a specific location(s). In these instances, the customer will contact Checkr support, who will forward the information to Tracker to obtain the information needed to complete the audit. At this point, the customer would work with the Tracker support contact directly to perform the audit.

Self-audit tools are available to users in Tracker’s system. These tools help users identify possible fixes.

Please consult your independent legal counsel for all I-9 compliance questions, including but not limited to audits. All information Checkr provides is not legal advice and cannot be relied on as such.

Is bulk ordering supported for Form I-9?

Bulk ordering of I-9 forms is only possible for candidates whose reports were processed through Checkr, and these reports have a status of either Complete or Pending. If the candidate’s report was not done in Checkr, I-9s must be ordered individually via Tracker.

Is there a Tracker analytics tool?

Yes. The Tracker dashboard displays a high-level view of various metrics, including I-9 order statuses, pending actions, and due dates.

How much visibility does the client have throughout the progression of the I-9 report in Tracker?

Employers can check the Checkr Dashboard or the Tracker I-9 dashboard at any time to get the most up-to-date status of I-9s. Employers can also sort I-9s in the Checkr Dashboard to see which ones require action.

Do candidates receive reminders to complete their Form I-9?

Reminders are sent to employees in various stages of the I-9 process. Reminders may be automatically sent for the following scenarios: 

• Every 24 hours from the order date,
• Until Section 1 is signed, or
• 3 days after the designated start date.

Employers can manually send a reminder via Tracker.

Section 1 of Form I-9

When should the employee complete Section 1 of the Form I-9?

Section 1 of the Form I-9 should be completed before the employee's start date.

What happens if the candidate misses the due date to complete Section 1?

Per USCIS, your employees must complete and sign Section 1 of Form I-9 no later than their first day of employment (the actual commencement of employment of an employee for wages or other remuneration, referred to as the date of hire in the Department of Homeland Security regulations). They may complete Section 1 any time after they accept the job offer. Preparers and translators can help employees complete Section 1. 

Note: You may review the employee’s document(s) and fully complete Section 2 at any time between the date the employee accepts the job offer and completes Section 1 within three business days of the employee’s first day of work.

Please consult your independent legal counsel for all I-9 compliance questions, including but not limited to the timing of various I-9-related requirements. All information Checkr provides is not legal advice and cannot be relied on as such.

My employee entered incorrect information while filling out Section 1 of their I-9. How can this information be updated?

Fill out a Section 1 Amendment in Tracker.

Section 2 of Form I-9

When should the employee complete Section 2 of the I-9?

Section 2 of the Form I-9 should be completed within 3 business days of the employee start date.

How do I select a new representative to fill out Section 2?

1. Log in to Tracker.
2. Navigate to the I-9.
3. In Section 2, click the actions menu that appears in the image below. 
4. Select Administrative Options to designate a new representative. 

My authorized representative entered incorrect information while filling out Section 2 of their I-9. How can this information be updated?

Fill out a Section 2 Amendment in Tracker.

Once the employee completes Section 1, is Section 2 automatically triggered?

This depends on the workflow:  

• Remote Section 1: the employer must complete Section 2 through Tracker when they meet with the employee in person.
• Employer and employee-appointed representative workflows: the representative will be notified once Section 1 is signed.

When determining hiring eligibility for specialized or regulated roles, you might need to check a candidate’s professional license. Professional license verification (PLV) verifies whether a candidate’s professional license is active and in good standing.

Checkr verifies publicly accessible license records including, but not limited to, the professions below:

• Accounting
• Coast Guard
• Contractor
• Dietitian
• Healthcare
• Insurance
• IT (Technology)
• Mental health
• Nursing
• Pharmaceutical
• Real estate
• Veterinary medicine

PLV verifies data a candidate provides. PLV doesn't verify the candidate’s identity.

Professional license records

During a PLV, Checkr verifies the license attributes below:

• Is active or expired
• Is in good standing
• Includes the candidate’s name

PLV process

PLV includes the steps below:

1. The candidate provides a copy of their professional license, which the issuing body verifies. For example, the Florida Bar verifies licenses to practice law in the state of Florida.
2. Checkr tries to verify the information, with a report status below:
   • Clear: The dashboard shows the candidate's verified documents and certification details.
   • Consider: The dashboard shows a reason below to explain the Consider status:
     • Candidate-provided information doesn't match government records.
     • Checkr can't find the license.
     • The license expired.
     • The license isn't in good standing or has derogatory marks.

Ordering

You can add PLV to a background check search package from the Checkr Dashboard. 

To require candidates to provide license history, contact Checkr. 

Turnaround time

Because Checkr automates most of the PLV process, PLVs typically complete within five minutes. Usually because of a candidate’s data-entry error, automated PLV might not complete. In these situations, Checkr manually verifies information with licensing authorities. Manual verifications usually take up to two business days.

Candidate experience

The candidate provides the information below:

• State (or United States if the license isn't state-specific)
• Certifying organization
• License document
• License type
• License number
• Expiration date (optional)

The candidate can upload up to two licenses for verification.

The candidate then reads and acknowledges receipt of applicable forms and authorizations:

• A Summary of Your Rights Under the Fair Credit Reporting Act (FCRA)
• Disclosure Regarding Background Investigation
• Other state and required disclosures as applicable
• Authorization for a background check

After the candidate consents in writing, Checkr starts the verification.

Candidates can dispute the result of their verification.

Checkr offers both personal and professional reference verifications. You can order only 3 personal and 3 professional reference verifications per candidate.

During reference verifications, Checkr uses the candidate-provided contact information to contact each reference once a day for 4 days.

When we contact each reference, we ask standard questions for the reference type. To ensure consistent results, we don't change or customize the questions.

Personal reference verification

The goal of a personal reference verification is to learn about your candidate’s character.

We confirm the reference’s name and ask them the questions below:

1. What is the nature of your relationship with the candidate?
2. How long have you known them?
3. Would you recommend them to an employer?
4. Any additional comments?

Ordering

Personal reference verification is available as a standalone search. To add personal reference verifications to your background checks, contact Checkr.

Professional reference verification

The goal of a professional reference verification is to learn about your candidate’s qualifications and job history.

We confirm the reference’s name and ask them the questions below:

1. What was/is the candidate's job and the nature of their duties?
2. How would you describe their job performance including strengths and weaknesses?
3. How did they get along with their associates?
4. How did they show initiative on the job?
5. How long have you known them?
6. When they begin a task, would you say that they carry it through to completion?
7. What could they do to improve their job performance?
8. Are they dependable?
9. In your opinion, have they ever shown a propensity for violence or dishonesty in the workplace?
10. Any additional comments?

Ordering

Professional reference verification is available as a standalone search. To add professional reference verifications to your background checks, contact Checkr.

Results

After trying to contact the references, Checkr updates the candidate’s report. The verification’s status is either of the 2 below:

• Clear: Checkr contacted the reference and they replied, so the report has answers to the questions. You decide what to do with this information and decide what to do.
• Consider: Checkr couldn’t contact the reference or the reference didn’t reply, so the report has no answers. It is up to you to decide what to do next.

Candidate experience

The candidate provides the personally identifying information (PII) below:

• Birth date
• Email address
• Full name
• Phone number
• Social Security number (SSN)

The candidate then reads and acknowledges receipt of applicable forms and notifications:

• A Summary of Your Rights Under the Fair Credit Reporting Act (FCRA)
• Disclosure Regarding Background Investigation
• Authorization for a background verification
• Other state and required disclosures as applicable

After the candidate signs the authorization form, Checkr starts the verification.

If you applied for a job and want to know your background check’s status, log in to the Checkr Candidate Portal.