When HR runs background check reports, they may ask for a candidate’s W-2 to confirm employment history. Although it is rare, this practice is common in certain industries and positions. For example, if the job applicant has worked for multiple companies, it is not possible to contact each former employer to check employment history, so the company will use the Best employee screening site to speed up the hiring process.
Employers must be transparent with job applicants
As an employer, it is crucial to be as transparent with your hiring process as possible. That means sharing information about your job requirements and the process, keeping candidates updated throughout the hiring process, and being transparent about the outcome of the interview.
If you fail to maintain transparency, applicants may feel as though they have been treated unfairly. Therefore, it is important to develop a clear communication process and implement the right tools to ensure that you remain compliant with anti-discrimination laws in the states in which you hire.
However, if the candidate has worked for the same company for a number of years, it might be possible to obtain the W-2 for a prospective employee.
By law, employers must disclose information about salary ranges and benefits to job applicants in certain states. The Equal Pay for Equal Work Act requires employers to post salary ranges on their job postings.
For example, California employers are required to disclose salary ranges to applicants. Similar legislation is being considered in Massachusetts and New York. As of March, more companies will be required to report diversity and gender data in their EEO-1 reports. Companies that are implementing this policy begin by getting pay equity right. To do that, they must develop a strategy and constantly assess and reform their practices.
Obtaining a copy of a candidate’s W-2 form
Obtaining a candidate’s W-2 form for a background check is not against the law, but it may seem intrusive to the applicant. While identity theft is a growing problem, many people are unwilling to hand over their personal information. In light of this, asking for a W-2 may make the candidate feel uncomfortable and they may not want to pursue the employment process.
Obtaining a W-2 form for a background check is a risky practice. By obtaining a candidate’s W-2 form, you put yourself at risk of losing a job to a candidate who lied about their salary history. Furthermore, employers are obligated to maintain reasonable procedures to protect social security numbers and should notify those individuals if their systems are breached.
Requiring a letter from a former HR department
If a company wishes to conduct an employment background check on a potential employee, it is important that the person submit documentation of their employment history. The letter should include the nature of employment, the length of employment, and the reason for separation.
The employer must provide the letter to the applicant only if the applicant has given consent. The applicant may also add additional comments that will speed up the employment verification process. The letter should contain the name and contact information of a former manager or HR representative. The person requesting the letter must be a current employee of the company.
Additionally, the letter must state whether the applicant was hired on a temporary or subcontractor basis or was employed at a different firm for a longer period of time.
The applicant must acknowledge the Fair Credit Reporting Act and the Authorization for Background Check. After the applicant provides the necessary information, the HR representative will send the request to the hiring department. The HR department will then review the education and qualification checks results of the background check and notify the hiring manager.
If the applicant agrees to the process, the hiring manager can request an updated Criminal Background Check Form. The applicant will also be able to view the status of the background check at any time.
Using protected candidate information in a background check
Using protected candidate information in a background search is a risky practice. A protected characteristic can lead to data protection breaches and leave you open to legal claims. It is also possible to miss important candidate information when conducting your background check. Listed below are the key factors to consider.
Know who the candidate is and how much information they have disclosed. Do not use protected candidate information in a background check if the candidate has declared a protected characteristic.
Privacy laws differ from country to country. If you fail to follow the laws of your state or country, you may be facing serious legal penalties. Federal law protects individual rights by regulating the collection and use of credit information. To comply with these laws, background checks must be limited to information that is relevant to the job.
However, this does not mean that you should avoid doing a background check if it is not necessary for your business. It is important to keep in mind that your pre-employment screening procedures are consistent.