Know Who You’re Hiring: Background Check for Employees
Hiring someone new is one of the biggest decisions you make as a business owner.
Before you bring someone onto your team, put them in front of your customers, or give them access to your systems and facilities, you deserve to know who you are hiring. A background check for employees provides the information you need to make a confident, well-informed decision before it becomes costly.
At PaySmart Payroll Services, payroll is our business, so you can get back to yours. That means handling the details that protect your business and your people, including connecting you with affordable, reliable employee background screening through our partnership with National Crime Search (NCS).
No complicated systems to learn. No separate vendor to manage. Just a straightforward process that works alongside the payroll and HR services you already trust us to handle.
Why Does a Background Check for Employees Matter?
Hiring mistakes are expensive. A bad hire can cost a business thousands of dollars in lost productivity, turnover, and, in some cases, serious legal liability. When you are running a small or mid-sized business, you do not always have the bandwidth or resources to absorb that kind of setback.
Employee screening services help you:
- Verify identity before adding someone to payroll
- Reduce liability by exercising due diligence in your hiring process
- Protect your workplace from avoidable safety risks
- Meet hiring compliance requirements in regulated industries like healthcare, construction, and childcare
- Build a stronger team by starting each new hire relationship with trust and transparency
This is not about distrust. It is about protecting your business, your existing employees, and the people you serve by making responsible, informed decisions every time you bring on a new hire.
How Does the Pre-Employment Background Check Process Work?
Running a pre-employment background check through PaySmart and NCS is simple:
- Log in to the NCS portal through PaySmart’s dedicated link
- Enter the candidate’s information to initiate the screening request
- Select the checks or package that fit your specific hiring needs
- Receive your results. Most checks are returned within 24 to 48 business hours, with court-based searches typically taking 5 to 7 business days
You are in control from start to finish. There are no minimums or commitments required, and all screening is conducted in full compliance with the Fair Credit Reporting Act (FCRA).
What Types of Employee Background Checks Are Available?
Through the NCS portal, you have access to individual checks and bundled screening packages. Here is what is available:
1. Criminal Background Check
Search county, statewide, and federal court records for criminal history, covering both felony and misdemeanor offenses. This is the foundation of most new-hire screening processes.
2. Social Security Number (SSN) Verification
Confirm that a candidate’s identity matches what they submitted on their application. An SSN verification search surfaces address history and flags discrepancies before you move forward.
3. National Sex Offender Registry Search
A nationwide sex offender search across all 50 states. This is a critical check for businesses working with children, seniors, or other vulnerable populations.
4. Motor Vehicle Records (MVR)
For any role that involves driving, an MVR check reveals a candidate’s driving history, including violations, suspensions, and license revocations.
5. Employment and Education Verification
Confirm that a candidate’s work history and credentials are accurate by contacting former employers and educational institutions directly.
6. Federal Criminal Search
A search of U.S. Federal District Court records that captures crimes prosecuted at the federal level and may not appear in county or statewide searches.
7. OFAC and Government Watch List Search
Screen candidates against federal and international compliance databases, including OFAC sanction lists, the FBI Most Wanted list, and the OIG Exclusions List.
Which Businesses Should Be Using Employee Screening Services?
Employee background screening is valuable across industries, and businesses of all sizes use it to protect their people and their operations. PaySmart clients in the following industries commonly use these services:
- Healthcare and home care: Protect vulnerable patients and meet regulatory requirements for direct care workers
- Construction and trades: Verify credentials and confirm site safety
- Professional services: Law firms, financial offices, and consulting businesses use screening to protect clients and sensitive information
- Retail and hospitality: Reduce theft risk and protect your customer-facing team
- Childcare and education: Meet state and licensing requirements for working with minors
- Property management: Screen employees and contractors who access tenant properties
Responsible workforce management starts with knowing who is on your team. If your business employs people, pre-employment screening should be a standard step in your hiring process.
How Does This Fit Into Your Existing Payroll Process?
One of the biggest advantages of running background checks through PaySmart is that it fits into your existing workflow.
You are already working with our team of payroll professionals to manage onboarding, payroll processing, and HR compliance. Adding employee screening services to that process keeps everything connected and reduces the number of vendors and logins you have to manage.
When you are ready to bring on a new hire, you can run a criminal background check, complete your new hire screening, and move directly into payroll setup without losing momentum.
Ready to Run a Background Check for Employees?
You work hard to build your business and your team. Do not leave your next hire to chance.
A background check for employees through PaySmart and NCS is one of the simplest, most affordable steps you can take to protect what you have built.
Our team of payroll professionals is here to handle the details so you do not have to. Because payroll is our business, so you can get back to yours.
Not sure where to start? Contact our team, and we will walk you through the process.
FAQs About Background Checks for Employees
Running a background check for employees does not have to be complicated. Here are quick answers to what business owners ask us most.
Most standard checks, including SSN verification and sex offender searches, are returned within 24 to 48 business hours. Criminal background checks that require courthouse research typically take 5 to 7 business days, depending on the county and jurisdiction.
Yes. National Crime Search conducts all screenings in full compliance with the Fair Credit Reporting Act (FCRA), which sets the legal standards for how background checks must be requested, used, and disclosed to candidates. Your hiring process stays legally sound from the start.
It depends on your industry, role type, and any applicable state or local regulations. Many businesses run a standard criminal background check and SSN verification for all new hires, then add additional checks, such as an MVR or employment verification, for specific roles. Our team can help you figure out what makes sense for your business.
Absolutely. There are no volume requirements or minimum commitments through the NCS portal. You can run a single background check whenever you need one and only pay for what you use.
A county criminal search pulls records from local courthouse filings, which cover most criminal offenses. A federal criminal search focuses on U.S. Federal District Court records, covering crimes such as fraud, tax evasion, and interstate offenses. For most roles, running both together gives you the most complete picture of a candidate’s criminal history.
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