Complete Onboarding and Authentication on One Platform

A Complete Guide to Employment Verification [2024]

A Complete Guide to Employment Verification

Table of Contents

Introduction

Building a strong and reliable workforce is a paramount objective for any organization, yet it is often fraught with challenges. Statistics in an Economic Times article on data published by AuthBridge reported that around 20% of the resumes received by corporate companies in India have discrepancies or false information. This alarming trend of misrepresentation on resumes encompasses various aspects, including work experience, educational qualifications, skill sets, and job responsibilities.

Doing detailed background checks, including employment verification, is crucial to avoid these risks and hire better employees. The Data Security Council of India (DSCI), under the Ministry of Electronics and Information Technology, explains that employment verification is a key part of this process. It involves checking if a candidate’s work experience and job details are true. This helps spot any lies, unexplained gaps in their job history, or fake job titles. Usually, this means contacting their past employers to check the role, title, duration of employment, and reasons for leaving. By verifying a candidate’s information, employers can make better hiring decisions and build a strong team.

What is Employment Verification?

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.

Key Insights from 25,00,000+ Employment Checks Conducted by AuthBridge

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.

The Importance of Employment History Verification

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.

How to Verify Employment History

  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.
  1. 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.
  1. 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.

Types of Employment Verification

Verification Method

Initiation

Information Retrieval

Verification and Report Generation

Employment Check via HR Process

AuthBridge sends an email to the HR department or reporting manager of the previous employer to initiate the verification process.

AuthBridge utilizes its database to locate the HR email of the candidate’s former employer.

The HR department or reporting manager provides essential details such as the candidate’s employment dates, job title, and salary information.

Employment Check via UAN

AuthBridge employs a secure and encrypted API to facilitate the verification process.

AuthBridge conducts a thorough comparison between the candidate’s provided information and the data retrieved from the EPFO database.

Multiple checks are performed, including name, company name matching, date of joining, and date of exit. A comprehensive report is shared with the client.

Employment Check via Form 16

The candidate provides their Form 16, which is a certificate issued by their employer that shows their salary and tax deductions for a particular year.

AuthBridge verifies that form 16 by cross-referencing it with the ITR website API, ensuring accurate and reliable information.

Validate the name of the employer and thoroughly examine the TDS deductions for a specific assessment year. A comprehensive report is shared with the client.

Employment Check via Form 26AS

Obtain the necessary credentials, including the PAN card number and other relevant information, to access the user’s ITR and Form 26AS.

Utilize AuthBridge’s API to securely retrieve employment-related information from the user’s ITR and Form 26AS.

Analyze the retrieved data to authenticate the user’s employment details. Cross-reference reported income sources, employment status, and previous employment history.

Results that you can Expect from Employment Verification

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.

How long does an Employment Verification Take?

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.

Questions to Consider Before Choosing a Background Check Provider Like AuthBridge

  1. What percentage of Employment Verifications are you unable to verify?
  2.   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.   
  3. What is included in your methodologies of Employment Verification?
  4.   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.
     
  5. Do you provide continuous screening in case I want to check for Moonlighting?
  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.

Get Started with AuthBridge

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 Employee Background Verification & Screening 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.

Laws in International Employment Verification

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.

FAQ

This varies based on the position you’re hiring for. Typically, verifying the last 7-10 years of employment history is recommended to ensure a comprehensive check of a candidate’s professional background.

An employer can usually release Job title, Employment dates, Salary information (if authorized), Job responsibilities, Reason for leaving

Yes, HR departments can verify your work history as part of the employment verification process.

Employment verification confirms a candidate’s job history, titles, and employment dates with previous employers. Whereas, Reference verification gathers insights about a candidate’s work performance, skills, and character from former colleagues or supervisors.

A Proof of Employment Letter, also known as an Employment Verification Letter, is an official document provided by an employer that confirms an individual’s current or past employment status. This letter is often required for various purposes such as applying for a loan, renting an apartment, obtaining a visa, or as part of the onboarding process for a new job.

More To Explore

Vendor Onboarding: A definitive Guide
Vendor Due Diligence

Vendor Onboarding – A Definitive Guide

Introduction Establishing new supplier relationships can be intricate and challenging.  Without a structured system for onboarding and nurturing these partnerships, you risk missing out on valuable business opportunities and compromising your profit margins.  Implementing a

12-panel drug test
Background Checks

12-Panel Drug Screening: All You Need To Know

Drug testing is a critical practice in various sectors, utilised to detect the presence of drugs within an individual’s system. The primary goal of drug testing is to ensure safety, compliance with laws and regulations,

53rd GST Council Meeting
BFSI

53rd GST Council Meeting: All Key Highlights Detailed

The 53rd GST Council meeting was convened on June 22, 2024, in New Delhi. This significant gathering marked a return to active deliberations after a hiatus, reflecting the Council’s commitment to addressing pressing issues within

Hi! Let’s Schedule Your Call.

To begin, Tell us a bit about “yourself”

The most noteworthy aspects of our collaboration has been the ability to seamlessly onboard partners from all corners of India, for which our TAT has been reduced from multiple weeks to a few hours now.

- Mr. Satyasiva Sundar Ruutray
Vice President, F&A Commercial,
Greenlam

Want to Verify More Tin Numbers?

Want to Verify More Pan Numbers?

Want to Verify More UAN Numbers?

Want to Verify More Pan Dob ?

Want to Verify More Aadhar Numbers?

Want to Check More Udyam Registration/Reference Numbers?

Want to Verify More GST Numbers?