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Employment Verification Complete Information, 2022 | Education

Employment Verification Complete Information, 2022 | Education
Employment Verification Complete Information, 2022 | Education 

Employment Verification: Definition, Letter, Background, Documents, Template, and Background Check

If you have an open job position at your company and you are looking for the best candidate to fill this role, you will gather many resumes from potential employees. This first step in the hiring process helps you determine who has the knowledge, skills, and experience to do the job. 

Did you know that resumes are not always the best representation of a candidate's past employment history?

Several studies have been conducted over the years all with the same conclusion: Many applicants lie on their resume.

In fact, in one study, over 50% of employers say they've caught a lie on a resume.

As an employer, what can you do to ensure that the candidate you choose actually has the experience listed on their resume? 

You can verify their past work history to ensure proof of employment.

Discover everything you need to know about the employment verification process to be sure to hire the best, most qualified candidate for your open position in this complete information.

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What is Employment Verification?

Employment Verification is the process of verifying a job candidate's past work history. Doing so ensures that the candidate has the necessary experience to perform the intended job well. Employment verification can also reveal false employment claims, gaps in employment, or the creation of job titles.

Employment Verification is an important part of the pre-employment screening process as they help reveal whether your candidates are trustworthy and suitable for the job.

How is Employment Verification done?

Below are three ways to do Employment Verification.

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1. Use the Task Number® Database

Using a Work Number® is an option that employers can use to verify the previous employers of some of their applicants. This database is owned by Equifax and contains information on over 1.2 million employer contributors.

While well-tested employers can request employment verification directly through this database, it is not possible for all employers to gain access to Work Number®.

When employers use us, they can rely on the information we provide by using the job number when needed.

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2. Do it Yourself

To obtain an applicant's free employment verification, an employer—or a member of the human resources team—will need to contact each workplace listed on the applicant's resume to determine whether the applicant was employed there. , how long they were employed, and job titles during their tenure. employment.

In itself, the process includes these steps:

  • Obtain a resume from the applicant for consideration.
  • Call each workplace listed on the applicant's resume; For the most accurate results, use the phone numbers you obtained yourself to make sure they are reliable.
  • Confirm with each company that the candidate was employed and what job titles they held during employment. 
  • You will find that many employers will notify you that they use a third-party verification company to provide you with the information you have asked for. They will not respond to your inquiries. They will direct you to one of over thirty third-party verification providers. For each third-party verification company, you'll set up an account, pay a fee (from $30 to $75 per inquiry), and then receive verification.
  • A surprisingly large number of employers will actually ask you to fax your request to them. Yes, even in 2020 many employers still use fax. They may require that you provide a copy of the signed authorization to release information from the candidate. Then, you wait for their response.

This process can be lengthy, expensive, and time-consuming, especially if a candidate has an extensive work history or has held multiple positions within a company. Waiting for callbacks from your previous employers and making multiple attempts to reach the company can make the hiring process more difficult and take longer than necessary.

Complicating the process is the fact that many companies no longer exist, or are acquired by other companies. These events can greatly complicate the process of verifying past employment. 

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3. Partner with a Third Party Background Check Company 

A more streamlined approach to the employment verification process involves using a third-party background checking company like iProspectCheck for past employment verification services in conjunction with your background screening program.

If you choose to receive a background check – rather than just employment verification – you will need to comply with the rules set forth by the Fair Credit Reporting Act (FCRA).

Simply put, according to the FCRA, if you use a third-party background checking company for pre-employment screening, you must inform your applicant of your intention to run a background check on them before the process takes place. will have to be informed about. This notification should include contact information for the company that will conduct the screening.

When you partner with a knowledgeable and experienced company, they will take care of the rest. At iprospectcheck, we help you comply during the employment verification process and get you information quickly and accurately.

What information can an employer release for Employment Verification?

Although there are no federal laws that restrict the information a previous employer can release to a potential employer, many states have their own laws about what can be shared.

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The following are examples of what employment verification may include:

  • Job performance
  • Cause of termination or separation
  • Knowledge, Aptitude and Skills
  • Length of employment 
  • Pay level and salary history (where legal)
  • Disciplinary investigation
  • Professional conduct
  • "Work Related Information"

As an employer, it is important to ensure that you only request information that you are legally authorized to use during the hiring process based on the specific laws of your state.

You can avoid overrunning state laws by partnering with an effective legal counsel who is familiar with the information you should use when considering your suitability for employment. You should only request information that you can use to make your hiring decision.

How long does Employment Verification take?

If you choose to use internal team members, such as your human resources department, to verify a candidate's employment history, the time it takes to complete the process will vary based on several factors, including:

  • How many applicants are you screening
  • How many team members are working on verification
  • How many jobs each applicant has to verify 
  • How easy it is to find the correct contact information for their previous jobs
  • How fast do the applicant's previous employers provide you with information

For these reasons, doing employment verification on your own can take weeks. This is detrimental to companies, as waiting weeks can cause problems in the job hiring process and even cause your applicant to look elsewhere for the job.

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However, if you go through a background check company like iProspectCheck, employment verification for each applicant can be completed quickly in one to three days, allowing you to hire new, qualified employees more quickly. Huh.

How far back does Employment Verification go in background checks? 

While background checks can generally only report the last seven years when it comes to criminal history, employment verification does not have the same guidelines.

According to the Federal Trade Commission, employment verification is considered "neutral," with the information being neither positive nor negative. Because of this, there are no restrictions on how far employment verification can go over a background check.

Any job held by an applicant may be reported and reviewed for employment purposes at any time.

Do All Employers Do Employment Verification?

Although some employers choose not to verify applicants' past employment history, most companies take this important step in the pre-employment process.

As an employer, due to the number of applicants claiming false information on their resumes, it is best practice to verify the information stated for yourself. This will help protect you and your company from potential pitfalls, such as the time and money spent training many employees who were not job-ready.

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If you decide to conduct a pre-employment background check of your applicant to get a complete picture of who they are, their qualifications, and their criminal history (if they have one), employment verification often includes .

What if you cannot verify employment using standard protocols?

If you cannot verify the employment history for a candidate, additional steps can be taken to ensure that this information is received promptly.

First, if you use a background check company to conduct your screening, the company may request that job applicants provide copies of W-2s or paystubs for each year they work at different companies. Were. These documents should be checked for authenticity.

In most cases, the background check company will be able to obtain and verify the information you need in a timely manner.

If you are verifying past employment yourself and are unable to reach your applicant's previous employer, you may consider asking the applicant to contact the company or to connect with someone directly.

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Who can legally verify employment?

Previous employers can legally verify employment. However, most states have laws about what types of information past employers can share about employees, so it's important to understand the laws that apply in your state.

Employers often receive employment verification requests from potential employers, government agencies, collection agencies, and mortgage lenders. However, receiving a verification request does not mean that the employer has to respond to it.

Companies receiving verification of employment requests must provide only true information that can be supported. Potential employers must also obtain the signed consent of their applicants before requesting employment verification.

When an employer receives a verification of employment request, it should review the law in the state where it is located to determine what types of information it can report and potential liability in a defamation lawsuit. One can avoid telling anything untrue about a former employee to prevent it. 

Employers who receive verification of employment requests from state or federal government agencies are generally required to respond to them. However, they are not to respond to requests from collection agencies and others.

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When a potential employer contacts a previous employer to ask for employment verification, the previous employer may or may not provide the information. If the previous employer provides information, it may be limited to the former employee's stop and start dates and his position or title.

In many states, salary history information is prohibited and cannot be requested by potential employers or provided by previous employers.

How can I verify employment eligibility?

Before an employer can legally hire someone, the employer must verify that the potential employee is in the U.S. qualified to work in.

Employers who fail to identify employees' employability or who accept fraudulent documents to hire unqualified workers may face criminal fines and penalties.

Form I-9 

All U.S. for employers It is required by Customs and Immigration Services to verify the employability of potential employees by completing Form I-9. New employees will have to fill out this form before starting work.

On the form, an employee must certify that he is authorized to work in the United States. He or she must also provide supporting documents to the employer, and the employer must keep copies of those documents with the completed I-9 form in the employee's personnel file.

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Some acceptable documents to endorse an employment authorization include the following:

  • Valid social security card
  • Certified copy of the applicant's birth certificate from within the US
  • Native American Tribal Certificate
  • Certified Birth Record issued by the State Department
  • US Citizen ID (Form I-197)
  • Valid Permanent Resident Card/Green Card
  • For some nonimmigrant visa holders, the U.S. Employment authorization document from the Department of Homeland Security
  • American passport
  • Foreign passport with readable I-551 visa stamp
  • Foreign passport with I-94 form authorizing holder to work for specific employer

Employers should carefully examine supporting documents submitted to them by potential employees to determine whether they are genuine or not. If they do not, they should not accept them as proof of employment eligibility.

Using E-Verification

Some employers use e-verification to verify the employability of potential employees. E-Verify is a website-based system operated by the US Government.

While enrollment in e-Verify is voluntary for most employers, federal contractors and subcontractors are required to enroll in e-Verify.

Information submitted about the applicant to the e-Verify system is checked with Social Security Administration records and the Department of Homeland Security to confirm that the applicant is a U.S. citizen. Eligible for employment or not.

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Before submitting the information for e-verification, the applicant must complete Form I-9. After the employer reviews the applicant's supporting documents and believes they are genuine, the employer can then complete section 2 of the form and use the e-verification system to confirm the applicant's identity and eligibility for employment. can submit information to DHS and SSA through in America

Penalty for failing to verify employment eligibility

Employers can face criminal and civil penalties when they fail to verify employability and hire applicants who are not in the U.S. are not authorized to work in

Employers could face fines of several thousand dollars for violation of I-9 rules or for knowingly recruiting, hiring, or referring any unauthorized workers to a fee for employment.

Federal contractors who violate the law may be banned from future federal contracts and may also be fined. Employers who are required to participate in e-Verification but fail to do so may also be subject to audit by Immigration and Customs Enforcement.

In addition to potential criminal and civil liability for employing unauthorized aliens, employers should also take care not to discriminate against potential employees with valid employment eligibility documents.

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According to USCIS, employers who discriminate against authorized applicants may face the following penalties:

  • Civil fine
  • Criminal penalty for having pattern and practice
  • Barred from future government contracts
  • Order to pay back the applicant who was discriminated against
  • Orders requiring the employer to hire the applicant who was discriminated against

The law is clear

Employers must verify the employability of the people they hire and ensure that the forms are filled out correctly.

They should also check the documents provided to confirm whether they appear to be genuine and that their employment authority cannot discriminate against people based on the documents.

How to choose the right provider to complete Employment Verification?

Many employers choose to have third-party CRAs to complete employment verification checks for themselves. However, it is important that you take care of choosing the right provider when you want this type of pre-employment background check because of the potential risks you may face if you act on the basis of the information received.

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When you are looking for a company to perform an employment verification background check, you should look for a provider that is up to date with employment background check laws and is reliable and reputable.

The Employment Verification process can be complicated and time-consuming. However, it is an important step in the pre-employment screening process as it ensures that the candidate you are reviewing has the experience they have listed on their resume.

Source: Matthew J. Rodgers, iprospectcheck, Direct News 99