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Your One-Stop Destination for Background Screening
Welcome!
Here Are a Few Ways to Reach Out to SmartHRCheqs™:
Substance abuse poses a significant threat to workplace safety, productivity, and overall well-being. SmartHRCheqs™ offers a comprehensive suite of drug and health screening services to empower you to create a secure and healthy work environment.
SmartHRCheqs
- 1.844.998.1100
- 56 Clifton Country Road, Suite 203, Clifton Park, New York 12065
SmartHRCheqs
- customersupport@smarthrcheqs.com
- Report Questions
- Account Questions
- Customer Support
- Technical Support
ATS Integrations:
- integrations@smarthrcheqs.com
- Project Questions
- Technical Support
Consumer Disputes:
- disputes@smarthrcheqs.com
- Consumer Disputes
Company Information
1. Who is SmartHRCheqs™ and what do you do?
We help HR professionals make smarter hiring decisions through effective background screening and occupational health & drug screening. We are a consumer reporting agency, and you may be familiar with our parent company, Alliance Risk Group Company, which was established in 2005.
We’ve taken on and conquered the challenges of high-volume hiring. SmartHRCheqs™ offers a proprietary approach to background screening with human expertise and dynamic adaptation as our top priorities. Our team of in-house licensed investigators and screening specialists collaborate closely with clients to understand their specific needs and industry nuances. This information is used to program our advanced, automated employment screening platform, and this personalization provides accurate, compliant results while delivering a great candidate experience.
2. What are your company's reputation and experience?
SmartHRCheqs™ has a strong reputation for delivering accurate, reliable, and compliant background checks. With more than 30 years of experience in the investigative industry, we have a proven track record of serving clients of all sizes across various industries and of supporting all facets of risk mitigation.
3. Do you have any certifications or accreditations?
Yes, SmartHRCheqs™ (SHRC) holds industry-recognized certifications, licenses, and accreditations, such as HRO Today’s Baker’s Dozen recognition, SHRM continuing education certification, and private investigator licensing in multiple states, and all SmartHRCheqs associates have PBSA certifications. All of this demonstrates our commitment to quality, compliance, and data security.
Best Practices
1. When is the best time to conduct a background check?
The optimal time to conduct a background check depends on your hiring process. Generally, it’s recommended that background checks be done after receiving initial applications but before extending job offers.
2. What information should be included in the background check authorization?
The experts at SmartHRCheqs know the best approach to take. With an ever-changing regulatory landscape, ensuring that your authorization process is compliant is critical. A compliant authorization form generally seeks a candidate’s full name, address, and personal identifying information along with their consent. Relevant Fair Credit Reporting Act requirements must be met, including giving the applicant a summary of their rights. The authorization form should not contain extraneous language and must always be separate from the FCRA disclosure. This is all done seamlessly through the SmartHRCheqs advanced platform to save our customers time and reduce their workload. To learn about the latest requirements and guidance, visit www.ftc.gov.
3. How do I use background-check information in the hiring process?
Background-check information should be used in conjunction with other hiring criteria. It’s essential to conduct a fair and unbiased assessment of the applicant’’s qualifications and suitability for the position.
4. What are some common background check mistakes to avoid?
Common mistakes include the following:
- Failing to obtain proper authorization
- Failing to provide clear and conspicuous disclosures
- Disclosing background-check information to unauthorized individuals
- Ignoring adverse-action requirements
- Using outdated or inaccurate information
- Failing to comply with federal, state, and local regulations
Background checks are subject to complex regulations and require meticulous attention to detail. Errors such as unauthorized access, inadequate disclosures, compromised information, noncompliance with adverse action procedures, reliance on outdated data, and violations of federal, state, or local laws can have severe consequences. By adhering to strict compliance standards and partnering with a qualified provider, organizations can mitigate risks, protect their interests, and foster positive relationships with candidates and customers.
Let’s work together to build a foundation of trust and transparency. Our expertise combined with your goals will lead to smarter hiring decisions.
Compliance and Regulatory
1. What does “FCRA” mean and how does it impact my background checks?
The Fair Credit Reporting Act (FCRA) is a federal law that regulates how consumer information is collected, used, and disseminated. It outlines specific procedures for conducting background checks, including obtaining written consent, providing adverse-action notices, and allowing people to dispute inaccurate information.
For more information:
Fair Credit Reporting Act | Federal Trade Commission (Federal Trade Commission)
Consumer Reporting Requirements (FCRA) | Consumer Financial Protection Bureau (Consumer Financial Protection Bureau)
2. What is the FCRA dispute process?
If an applicant disputes information on a background- check report, we must reinvestigate the disputed item and send a corrected report to the customer within 30 days. If we cannot verify the disputed information, we must delete it from the report.
3. What is the difference between an investigative consumer report and a consumer report?
A consumer report is a general report that includes information such as credit history, public records, and employment verification. An investigative consumer report is more comprehensive and involves interviews with neighbors, coworkers, or other sources.
4. How do I comply with the adverse-action requirements under the FCRA?
If you take an adverse action (e.g., do not hire) based on information in a background check, you must provide the applicant with a pre-adverse-action notice and an adverse-action notice. These notices inform the applicant of the decision, the reason for the decision, and their rights under the FCRA. This entire process is built into the SmartHRCheqs platform, so you can manage it with a click of a button!
5. What is the Fair Chance Act, aka “ban the box” legislation, and how does it affect my hiring process?
The Fair Chance Act was enacted to help qualified workers with arrest or conviction records be fairly considered for employment and to promote readapting them to the workforce. A series of state and federal laws were passed in various regions supporting this initiative. Ask one of our SmartHRCheqs team members how you may be impacted!
6. How do I handle discrepancies in reported information?
Great question! Basically, you’re the boss here. Decide if someone’s a good fit based on what you see. If something looks off – like a weird date or even a significant red flag outcome, or any red flag for that matter – feel free to chat with the candidate to get their side of the story. Just remember to follow those FCRA rules we talked about earlier, especially if you decide not to hire based on the report. It’s all about being fair and legal.
7. How do I handle criminal records with expungements or pardons?
The treatment of expunged or pardoned records varies by state. It’s essential to research the specific laws in the relevant jurisdiction to determine how to handle these records. At SmartHRCheqs, we will only report information that can be used in the course of an employment decision. In most cases an expungement or pardon is removed from the candidate’s record and not reported in a final report if it is deemed expunged or pardoned.
8. What is the E-Verify program, and how does it work?
E-Verify is a platform backed by the government (the US Department of Homeland Security and the Social Security Administration) that enables employers to electronically confirm the employment eligibility of newly hired workers. SmartHRCheqs offers complete solutions to manage this process for all new hires!
9. What is “ban the box”?
Ban the box is a policy that has been enacted into law in many places, including in the federal Fair Chance Act, that prohibits employers from asking about an applicant’s criminal history on initial job applications. The goal is to give people with criminal records a fair chance to compete for jobs based on their qualifications rather than being immediately disqualified due to their past. By removing the criminal history question up front, ban-the-box policies allow applicants to demonstrate their skills and experience before potential biases related to criminal history can come into play. Many states and municipalities have implemented ban-the-box laws, and the practice is also gaining traction in the private sector.
10. What should companies do if they have a no-drugs policy but they operate in state(s) that have legalized either recreational or medicinal use of marijuana?
The legalization of marijuana, either for medical or recreational use, creates complex employment law challenges for companies with drug-free workplace policies. Employers should be aware of the following:
- Laws vary widely: Marijuana laws differ significantly between states and even within states, and regulations vary.
- Federal law still prohibits marijuana use: Despite legalization in certain states, marijuana remains illegal under federal law. This discrepancy creates a complex legal landscape for employers engaged in interstate commerce.
- Reasonable suspicion: Employers may still implement drug-testing policies based on reasonable suspicion of impairment. However, determining impairment can be challenging because the effects of marijuana use vary from person to person.
Given the complex and rapidly evolving legal landscape, it is strongly recommended that employers consult with legal counsel to develop and implement drug-free workplace policies that comply with both federal and state laws.
Legal counsel can provide guidance regarding the following:
- Drafting and implementing drug-testing policies
- Handling positive drug-test results
- Addressing accommodations for employees with medical marijuana prescriptions
- Mitigating legal risks
By seeking legal advice, employers can ensure that their drug-free-workplace policies are legally sound and that they protect their business interests.
Navigating compliance can be complex, but it doesn’t have to be confusing. We provide the intelligence you need to make informed decisions.
State and Local Laws
1. How do I comply with ban-the-box laws in different states?
Ban-the-box laws vary by state and jurisdiction. They generally prohibit employers from asking about criminal history on job applications. It’s essential to research the specific requirements in each location where you conduct business.
2. What are the requirements for conducting background checks in [state]?
Background-check regulations vary widely by state. It’s crucial to consult with legal counsel or a compliance expert to understand the requirements in each state you operate in.
3. How do I handle different data-retention laws across states?
Data-retention laws dictate how long you can keep background-check information. These laws vary by state and type of information. It’s important to comply with the most restrictive retention laws applicable to your business.
4. What are the implications of “clean slate” laws for my background checks?
Clean-slate laws automatically expunge certain criminal records after a specified period. These laws can impact the availability of criminal-history information and require employers to stay up-to-date on relevant changes.
5. How do I navigate laws that make marijuana use legal and their impact on drug testing?
Laws pertaining to whether marijuana use is legal vary widely by state and jurisdiction. Employers should consult with legal counsel to understand the implications for drug-testing policies and potential accommodations for employees in states where marijuana use is legal.
Understanding the intricacies of state and local laws is crucial. Let SmartHRCheqs be your guide to staying compliant while focusing on what matters most.
Industry-Specific Regulations
1. What are the background-check requirements for the healthcare industry (HIPAA, CLIA)?
The healthcare industry has specific background check requirements related to patient privacy (HIPAA) and laboratory testing (CLIA). These requirements often include criminal background checks, drug testing, and professional license verification.
2. What are the background check requirements for the financial services industry (FINRA, OCC)?
The financial services industry has stringent background check requirements to protect against fraud and other financial crimes. These requirements often include criminal background checks, credit checks, and regulatory licensing verification.
3. What are the background check requirements for the transportation industry (DOT, FMCSA)?
The transportation industry has specific background check requirements for safety and security purposes. These requirements often include criminal background checks, employment history with specific record requirements and qualification files, drug and alcohol testing, and medical examinations.
For comprehensive information regarding any of the unique industry requirements, we encourage to speak with a SmartHRCheqs™ representative and your company’s legal representatives.
Smarter Intel
Industry-specific knowledge is essential for success.
Our platform provides the insights you need to make smarter decisions.
Product and Services
Background-Check Packages and Options
1. What background-check packages do you offer?
We offer a variety of customizable background-check packages to suit your specific needs. Our standard packages include core components such as identity verification (including a new biometric identity tool), criminal history (several levels), employment-history verification, degree verification, driver’s license history, and more. We also offer additional options such as FCRA-compliant social media screening, drug testing, credit checks, and professional-license verification. Employers who hire more than 20 employees a year should contact one of our experienced SmartHRCheqs™ consultants for a customized solution that fits your unique industry needs. Companies hiring fewer than 20 employees a year should visit our Small Business services page for details on various plans and immediate setup
2. Can I customize a background-check package?
Yes, we offer customizable packages to meet your specific requirements. You can select the components and search depths that align with your hiring criteria.
3. Are different levels of criminal background checks available?
Absolutely. Various levels of criminal searches are available, including local (city/town/village), county, state, federal, and multistate (also called the national criminal data repository). It really depends on how risky you think things might get. Think about what kind of trouble you’re trying to avoid, and we can figure out the best search solution to meet your needs.
4. What is an employment verification?
An employment verification confirms the applicant’s employment history, including dates of employment, positions held, and sometimes the reason for leaving. Some employers use third parties, incurring additional costs, to verify employment. Contact SmartHRCheqs to learn about your options!
5. What is a drug test, and how does it work?
A drug test screens for the presence of illicit substances in a person’s body. We offer various drug-testing methods, including urine, hair, and saliva tests. The specific testing process depends on the type of test selected.
Our smarter minds will empower your hiring process with our innovative tools and expert support. Experience the power of smarter hiring with SmartHRCheqs.
Product and Services
Pricing and Invoicing
1. What are your pricing options?
Our pricing is based on the package and search components selected. We offer competitive rates and volume discounts for high-volume customers.
2. Is there a setup fee or exclusivity requirement?
There are no setup fees or exclusivity requirements.
3. How do you calculate the cost of a background check?
The cost of a background check is determined by the combination of searches included in the package. Additional fees may apply for expedited services or specific search components, including third-party pass-through fees.
4. What payment methods do you accept?
ACH is our preferred payment method. We do offer other options, though. Contact our finance team to learn more.
5. How do I access and pay my invoices?
All invoices are submitted to you electronically and are also available, along with payment options, through our customer portal.
Transparent pricing and efficient invoicing are the cornerstones of a strong partnership. Let’s build a relationship based on trust and value.
Technology and Integration
1. What platforms do you integrate with?
We integrate with all platforms through a seamless process with customizable fields. Contact our integrations team today to learn about the options associated with your platform and the time frame required to accomplish the integration!
2. Do you offer API integration?
Yes, we offer custom API integration to streamline the background-check process and integrate seamlessly with your existing systems.
3. What is your candidate portal like?
Our candidate portal provides a user-friendly platform where applicants can initiate and track the progress of their background checks. We’ve also established a Candidate Resource Center, which includes FAQs to address many of the most commonly asked questions and thereby minimize call volume to the company.
4. How secure is your system?
We employ robust security measures to protect sensitive applicant data. Our systems are compliant with industry standards and governmental regulations to ensure data privacy and confidentiality.
5. What types of features and functionality does the SmartHRCheqs platform offer to support end users’ productivity?
Imagine a toolbox built specifically for background checks. You’ll find every wrench and screwdriver you need to streamline your hiring process. From quickly creating and customizing checks to managing candidates and analyzing results, it’s all there. You’ll have the power to dig deep into candidate histories, automate tasks, and stay compliant with ease. Think of it as your personal assistant for background checks.
Seamless integration and user-friendly technology are the keys to a streamlined hiring process. Let’s harness the power of smart intel.