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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Background Checks for Pre-Hires and Workers

Steps: Set Up Background Checks for Pre-Hires and Workers

You can track background checks in 2 ways:
  • At an overall pass or fail level, for the background check.
  • At an overall pass or fail level, and the individual test level in the background check packages.
To track a background check at the individual test level, you must use the
Core Connector: Background Check Inbound
 integration.
Background checks can be for:
  • Pre-hires who undergo pre-employment screening or whose employment offers or contracts are contingent on passing a background check.
  • New hires who start work before their background checks complete.
  • Workers who are subject to periodic background checks.
  • Contingent workers who are converting to full-time employees.
Depending on your requirements, you can submit status changes for approval by using the
Background Check
 process as a stand-alone business process. You can use the
Background Check
 process as a stand-alone business process when there's no active background check package.
You can also use the
Background Check
 process as a subprocess for the
Hire
 business process. Alternatively, you can update the background check status for pre-hires by using the related actions menu.
After a pre-hire becomes a worker, you can only update the status on the worker record.
  1. Edit Domain Security Policies.
    Define the security policies for these domains:
    • Pre-Hire Data: Background Check Status
       in the Pre-Hire Process functional area.
    • Worker Data: Background Check Status
       in the Personal Data functional area.
  2. Configure the
    Background Check
     business process and security policy in the Personal Data functional area.
  3. (Optional) Set up the integration with your third-party vendor using the
    Core Connector: Background Check Order
     integration.
  4. Access the
    Maintain Background Check Statuses
     task.
    Restrict usage of your statuses by mapping them to Workday-delivered statuses.
    Security:
    Set Up: Background Checks
     domain in the Pre-Hire Process functional area.
  5. (Optional) Access the
    Maintain Background Check Packages
     task.
    You can track specific background check packages and the tests that make up the packages.
    Security:
    • Set Up: Background Checks
       domain in the Pre-Hire Process functional area.
    • Set Up: Recruiting
       domain in the Recruiting and Talent Pipeline functional areas.
You can manage background check statuses from these related actions:
  • For pre-hires, select
    Recruiting
    Change Background Check Status
    .
  • For workers, select
    Personal Data
    Change Background Check Status
    .
If you create background check packages, access background checks from the
Select Background Check Package
 task or these related actions:
  • For pre-hires, select
    Recruiting
    Start Background Check
    .
  • For workers, select
    Personal Data
    Start Background Check
    .
The
Status Date
 normally populates with the current date. If you initiate the background check from the
Hire
 business process, it populates with the hire date. If the hire date is in the future, it populates with the future date. Corrections to the hire date don't change the status date.
  • View the status change history from the:
    • Related actions menu of a pre-hire or worker.
    • Personal
       profile group on worker profiles.
  • Use the
    Hire Employee
     or
    Maintain Worker Documents
     task to attach background check documentation.
  • Use the
    Pre-Hire Background Check Status Summary
     report to view the total pre-hires with statuses updated within the last 90 days. This report includes both individual pre-hires, and pre-hires with in-progress or completed hire events.
    Assigning an unconstrained, role-based security group to the
    Pre-Hire Data: Background Check Status
     domain provides access to pre-hire information, but limits the visibility of employee data.
  • Use the
    Worker Background Check Status Summary
     report to view the employees and contingent workers with statuses updated within the last 90 days. This report includes in-progress and completed status changes from
    Background Check
     events that are stand-alone processes or part of hire events. Drill down to see employee and event details.
  • You can customize these reports and change the date range, group workers by different criteria, or limit specific statuses.