A Complete Guide to Employment Verification [2024] (2024)

Employment verification is a crucial component of the screening process that enables employers to validate the accuracy and authenticity of a candidate’s claimed work history. This rigorous process is designed to ensure that the individual possesses the requisite experience and qualifications to perform the intended job effectively.

At its core, employment verification involves confirming a candidate’s past employment details, such as job titles, responsibilities, employment duration, and reasons for leaving, directly with their former employers. This step helps uncover any potential discrepancies, falsified claims, or gaps in employment history that may have been omitted from the candidate’s resume or job application.

However, employment verification is not limited to merely verifying work experience; it often encompasses a comprehensive range of background checks. These additional checks may include verifying educational credentials, professional licenses or certifications, conducting criminal record searches, and validating the candidate’s identity through various means.

Discrepancy rate for employment verification has grown by 18% between FY 21-23.

The rise in employment verification discrepancy is majorly from an increase in fake/forged experience certificates and wrong employment information. The inclusion of new verification measures like moonlighting, impersonation, and social media checks has also opened newer dimensions for the comprehensive screening of candidates contributing to this increase.

Building Trust: Employment verification helps make sure that new hires are honest, especially when they’ll be handling sensitive company information. This helps build trust within the team.

Reducing Employee Turnover: When new hires fit well with company values, they’re less likely to leave due to bad behavior, which means lower employee turnover.

Checking Employment History: Verifying work history makes sure candidates aren’t lying about their experience and skills, ensuring they can do the job.

Verifying Job Titles: This makes sure that job titles match what the candidates did, preventing them from overstating their abilities.

Understanding Past Jobs: Knowing what a candidate did in their previous jobs helps determine if they’re a good fit for the new role.

Finding Out Why They Left: Understanding why candidates left their past jobs can help see if they’ll be a good fit and catch any potential issues early.

1. Do It Yourself: Handling employment verification internally involves your HR team directly reaching out to the candidate’s previous employers.

• Contacting Past Employers: The HR team contacts each listed employer to verify job titles, dates of employment, and reasons for leaving.
• Pros and Cons: This method is cost-effective but time-consuming and labor-intensive, requiring multiple calls and follow-ups.

2. Use WorkAttest: WorkAttest, developed by AuthBridge, automates the employment verification process through a secure online platform.

• Automation and Security: WorkAttest streamlines verifications by using a centralized, secure data repository. Employers upload ex-employee data, which verifiers can access instantly.
• Benefits: This tool improves operational efficiency, reduces verification time, and minimizes fraud risk. It also offers comprehensive reporting and data analytics for better attrition management and hiring strategies.

3. Partner with a Background Check Provider: Collaborating with a professional background check provider like AuthBridge can make the employment verification process more efficient.

• Comprehensive Services: Providers verify employment history, education, criminal records, and more. AuthBridge uses advanced technology and extensive databases for accurate and fast verifications.
• Compliance and Efficiency: Best providers ensure compliance and ensure quick turnaround times and legal adherence. For example, AuthBridge emphasizes legal compliance and efficiency in its verification process.

Employment Check via HR Process:

• What It Includes: Verification of the candidate’s employment dates, job title, and salary.
• Additional Insights: Feedback on the candidate’s code of conduct, exit formalities, and reasons for leaving.

Employment Check via UAN:

• Key Elements: Report includes UAN number, assessment year, employee name, organization name, tenure, and PAN number.
• Verification Method: Cross-references information with the EPFO database.

Employment Check via Form 16:

• Verification Process: Validates employer’s name and examines TDS deductions for a specific assessment year.
• Report Details: Form 16 certificate number, company name, TAN and PAN of the employer, assessment year, and TDS amount deducted.

Employment Check via Form 26AS:

Report Content: Organization name during the assessment year, status of TDS booking, candidate’s name, number, email address, PAN number, and organization name.

Employment Verification via Worknumber is instant, whereas, in the case of managed checks, it can range from 2-3 days, depending on the type of check.

How far back do Employment Verifications Go?

The number of years of employment history to be verified depends on the job’s nature:

• Entry-Level Positions: Typically, verifying the previous three years of employment is adequate.
• Senior Positions: Verification of a longer period is required to ensure extensive experience and reliability.

Role-Specific Responsibilities: The length of experience verification also depends on the responsibilities entailed in the role.

1. What percentage of Employment Verifications are you unable to verify?
At AuthBridge, we pride ourselves on our comprehensive verification processes. However, there are instances where we encounter challenges in verifying employment information. The percentage of employment verifications we are unable to verify is the lowest in the industry. This is because we utilize a combination of advanced technology and an extensive network of industry connections to ensure the highest accuracy and completion rates.
2. What is included in your methodologies of Employment Verification?
Our employment verification methodology is multifaceted and designed to provide a comprehensive overview of a candidate’s employment history. Key components include:

• Direct Employer Verification: We contact previous employers directly to verify the candidate’s tenure, job title, responsibilities, and reasons for leaving.
• Database Checks: We leverage extensive proprietary databases and public records to cross-reference information.
• Document Validation: We authenticate documents such as offer letters, pay slips, and experience certificates to ensure their legitimacy.
• Advanced Technology: Our processes are powered by AI and machine learning algorithms to detect discrepancies and ensure data integrity.
• Global Reach: Our international verification capabilities allow us to verify employment history across different countries, ensuring a global perspective.

Yes, AuthBridge offers continuous screening services to monitor employees on an ongoing basis. This is particularly useful for detecting instances of moonlighting, where an employee might be engaged in secondary employment without the primary employer’s knowledge.

Here’s how you can supercharge your employee verification process with AuthBridge.

Why Choose AuthBridge?

• Comprehensive Coverage: Our verification services cover all critical aspects, including employment history, education, criminal records, and more.
• Advanced Technology: Leveraging AI and machine learning, we deliver accurate and efficient verifications.
• Global Reach: Our international capabilities ensure seamless verifications across different regions.
• Real-time Reporting: Stay informed with real-time updates and detailed reports.
• Continuous Screening: Maintain workforce integrity with ongoing monitoring services.

Ready to get started? Contact us today to begin your journey towards a secure and reliable workforce with AuthBridge. Visit our page for more information.

Additional Information on International Processes

• International Employment Verification in United States – e Verify

Employment verification is a crucial process for employers worldwide, ensuring that prospective employees are eligible to work. One prominent system used in the United States for this purpose is E-Verify. This web-based system, operated by the U.S. government, checks the employment eligibility of new hires by comparing information from Form I-9 against records from the Social Security Administration (SSA) and the Department of Homeland Security (DHS).

E-Verify enrollment is primarily voluntary, although federal contractors and subcontractors must participate. Employers use E-Verify to confirm that their employees are legally authorized to work in the U.S. The system cross-references the information provided by the employee on Form I-9 with records from the SSA and DHS.

Process

1. Form I-9 Completion: The process begins with the employee completing Form I-9, which collects information about their identity and work eligibility.
2. Document Review: The employer reviews the supporting documents provided by the employee to ensure they are genuine and related to the employee.
3. Information Submission: Once the employer is satisfied with the documents, they complete section 2 of Form I-9 and submit the information to E-Verify.
4. Verification: E-Verify checks the information against SSA and DHS records to confirm the employee’s eligibility to work in the U.S.

Result: The system provides immediate results indicating whether the employee is eligible to work, or if further action is needed.

United States

The Immigration Reform and Control Act (IRCA) of 1986 mandates that employers verify the identity and employment eligibility of all new hires. E-Verify extends this requirement for federal contractors and subcontractors.

European Union

Employment verification in the EU must comply with the General Data Protection Regulation (GDPR), ensuring the protection of personal data. Employers are required to verify work permits or visas while adhering to strict data protection rules.

United Kingdom

The Data Protection Act 2018, aligned with GDPR, governs how employers handle personal information during employment verification. UK employers must also verify the legal right to work, a requirement emphasized post-Brexit.

Canada

The Personal Information Protection and Electronic Documents Act (PIPEDA) regulates the collection, use, and disclosure of personal data during employment verification. Employers must ensure employees have the legal right to work through permits or visas.

Australia

Australia’s Privacy Act 1988 governs the handling of personal information during employment verification. Employers must verify employees’ work rights using the Visa Entitlement Verification Online (VEVO) system.