What if vendor name doesn't match W-9?

If the vendor legal name on the PO does not match the W-9, AP may hold payment and require vendor re-registration. Update the PO or request a corrected W-9 to avoid backup withholding or payment delays.

Do fingerprint reports require a BAA?

A Business Associate Agreement is required when fingerprinting records include protected health information. Confirm whether the vendor will process PHI and execute a BAA before authorizing services to meet HIPAA obligations.

Can POs be signed remotely?

Yes. Electronic signatures are enforceable under ESIGN and UETA when intent, consent, attribution, and record retention are satisfied. Use platform authentication and audit trails to document the signing event.

How to handle rescheduled fingerprint sessions?

Include a rescheduling policy in the PO or vendor terms. Track rescheduled sessions in the vendor portal and adjust invoices accordingly to avoid duplicate charges or incomplete service claims.

What triggers backup withholding?

Backup withholding can be triggered when the payee's TIN is missing or incorrect. Ensure vendor tax information is complete on file to prevent withholding at the IRS-specified rate.

Which records must I retain and for how long?

Retain the PO and supporting fingerprint records per federal standards: I-9 related records per 8 CFR §274a.2 and HIPAA records for six years (45 CFR §164.530(j)). Check state rules for longer retention periods.

Electronic Signature
Templates
HR
Employment Fingerprinting PO

Employment Fingerprinting PO

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYMENT FINGERPRINTING PURCHASE ORDER

Purchase Order Information

Purchase Order Number

PO Date

Department

Requesting Manager

Billing Account / GL Code

Purchasing Company Information

Company Name Address

Contact Name

Phone

Email

Vendor / Service Provider

Vendor Name Vendor Address

Vendor Contact

Vendor Phone

Vendor Email

Service Recipient (Employee) Information

Full Legal Name Home Address

Phone

Email

Position Information

Job Title Department

Reporting Manager

Proposed Start Date

Annual Salary

Employment History (Most Recent)

Employer 1 - Company

Title

From

To

Primary Responsibilities Reason for Leaving Employer 2 - Company

Title

From

To

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 Reference 2 Reference 3

Fingerprinting Service Details (Itemized)

The vendor shall provide the services described below for the employee named above. Quantities and fees below constitute the vendor quote for this Purchase Order. Any deviation must be approved in writing by the purchasing agent.

Item Description	Qty	Unit Price	Line Total
Live Scan fingerprint collection and electronic submission to authorized agencies
Manual fingerprint card processing (if required)
State agency processing fee (if applicable)
FBI channeling fee (if applicable)
Other (specify)

Subtotal Taxes / Fees Total Estimated Amount

Authorizations, Certifications, and Notices

By issuing this Purchase Order, the purchasing company authorizes the vendor to perform fingerprint collection and to submit fingerprint data to authorized governmental agencies and clearing entities for purposes of pre-employment background screening, licensing, or other screening authorized by law. The vendor shall collect biometric data only after the vendor has obtained an affirmative written acknowledgment and consent from the subject of the fingerprints.

Vendor agrees to maintain all biometric and personally identifiable information in accordance with applicable privacy and data protection laws, to use encryption in transmission and storage, to limit access to authorized personnel, and to destroy or return biometric data upon request or at the expiration of retention periods required by law. Vendor will provide a written data retention and destruction policy upon request.

Vendor certifies that fingerprint collection technicians are trained and certified where required, that collection methods conform to government standards, and that chain-of-custody procedures are maintained for any physical fingerprint cards. Vendor will promptly notify the purchasing company of any security breach or unauthorized disclosure affecting data provided under this Purchase Order.

The purchasing company certifies that it has authority to request these services and to provide the employee’s information for the stated purpose. The purchasing company is responsible for ensuring that the employee has been provided with and has executed any required background-check consent and release forms prior to fingerprinting.

Applicant Certification (affirmation only — applicant signature collected separately) I certify that all employee information submitted is true and that the employee has been informed of the fingerprinting and background screening process.

Applicant Acknowledged Name Date Applicant Acknowledged

Purchase Order Terms and Conditions

1. Acceptance: This Purchase Order is an offer to purchase the services described herein. Vendor acceptance is effective only by written acknowledgement or by the performance of services consistent with the terms of this Purchase Order. Any additional or conflicting terms proposed by Vendor are objected to and are not part of this Purchase Order unless expressly accepted in writing by the purchasing company.

2. Invoicing and Payment: Vendor shall submit itemized invoices referencing the Purchase Order number. Payment terms are net thirty (30) days from receipt of a correct invoice unless otherwise specified. The purchasing company is not liable for payment of amounts not authorized by this Purchase Order.

3. Taxes and Fees: Unless otherwise stated, quoted fees exclude taxes; the purchasing company will pay taxes legally required and identified on invoices unless a valid exemption certificate is provided in advance.

4. Cancellation and Changes: Changes to scope, price, or schedule must be approved in writing by the purchasing agent. The purchasing company may cancel or terminate this Purchase Order for convenience with reasonable notice; the parties will settle on work performed to date in accordance with agreed prices.

5. Indemnity and Limitation: Vendor shall indemnify and hold harmless the purchasing company from claims arising from Vendor’s negligent acts, breaches of privacy obligations, or failure to comply with applicable fingerprinting laws. Liability for consequential damages is excluded to the extent permitted by law.

6. Governing Law and Venue: This Purchase Order shall be governed by the substantive laws of the state specified by the purchasing company in the purchasing documentation. Exclusive venue for disputes shall be the courts located in that jurisdiction unless the parties agree otherwise in writing.

Administrative and Delivery Instructions

Delivery Location / Office for Fingerprinting Special Instructions

Administrative Approvals

The undersigned represent and warrant that they are authorized to bind their respective parties and that issuance and acceptance of this Purchase Order constitutes a binding contractual agreement between the purchasing company and the vendor upon execution below.

Purchasing Agent:

By:

Date:

Vendor Authorized Representative:

By:

Date:

What an Employment Fingerprinting PO Is and When It's Used

An Employment Fingerprinting PO is a purchase order created by an employer or authorized agent to procure fingerprinting services for employment-related background checks. It documents the vendor, services requested (live-scan, ink card, electronic submission), quantities, pricing, billing instructions, and any required compliance steps such as chain-of-custody or HIPAA safeguards. The PO serves as the authoritative procurement and payment instruction for vendors and helps HR, security, or hiring teams track vendor deliverables, timelines, and invoicing against the hiring workflow.

Why a Clear Fingerprinting PO Matters

A well-prepared Employment Fingerprinting PO reduces processing delays, ensures consistent vendor performance, and documents authorization for payment and data transfer. It clarifies required deliverables, authentication steps, and any legal protections needed for handling biometric or health-related information.

Who prepares and relies on the Employment Fingerprinting PO

Typical users create, approve, or receive the PO at different stages of hiring or onboarding.

HR and Talent Acquisition teams who authorize background checks and confirm budget and vendor choices.
Security and Compliance officers who verify vendor controls, HIPAA handling, and chain-of-custody procedures.
Accounts Payable and Procurement staff who process invoices, reconcile shipments, and confirm payment terms.

The PO becomes part of the hiring record and should be retained per applicable retention rules.

Stepwise process to issue and complete a fingerprinting PO

Follow these sequential steps from PO creation to vendor completion to keep onboarding on schedule.

01

Create PO: Authorize services, populate vendor and pricing fields.
02

Approve Budget: Obtain necessary departmental or procurement approvals.
03

Send to Vendor: Transmit PO via procurement system, email, or vendor portal.
04

Confirm Completion: Vendor returns proof of service and invoice; reconcile and close PO.

Essential components to include on the Employment Fingerprinting PO

A professional PO contains standardized fields so vendors and internal teams can act without extra clarification.

Vendor Details

Legal name, mailing address, remittance address, tax ID, contact name and phone; used for vendor validation and payment routing.

Service Scope

Precise description of fingerprinting method, number of individuals, and submission destination (state/FBI), reducing rework and scope disputes.

Pricing Terms

Unit price, quantity, taxes, and any pass-through fees clearly stated to permit straightforward invoice matching.

Compliance Requirements

BAA requirement, HIPAA handling notes, identity-proofing level, chain-of-custody expectations, and any background-check consent references.

Delivery Timeline

Expected service date, report delivery method, and SLA for vendor turnaround to manage hiring deadlines.

Payment Instructions

Payment method, net terms, PO acceptance language, and contact for billing disputes to speed AP clearance.

Information required for secure processing

PII elements: Full name, DOB, SSN or partial TIN

Address: Street, city, state, ZIP

Identity proof: Government ID type and number

HIPAA flag: Yes/No indicator

BAA needed: Yes/No indicator

Submission method: Live-scan | ink | electronic

How to configure the PO for digital workflows

Map each PO field to your procurement or eSignature workflow to automate approvals and vendor delivery.

Field	Workflow Mapping
PO Number	Auto-generate in ERP
Vendor Legal Name	Lookup from vendor master
Service Description	Template field with conditional options
Compliance Notes	Require BAA checkbox if flagged

Where to send or file the completed Employment Fingerprinting PO

Route the PO and supporting data to the correct internal and vendor endpoints to ensure timely processing.

Vendor Portal: Upload PO to vendor procurement portal for immediate acceptance.
Vendor Email: Send signed PO to vendor accounts payable contact.
Internal ERP: Record PO in finance system to reserve budget and match invoices.
HR File: Attach PO and vendor proof to candidate personnel record.

Digital signing and platform needs for electronic POs

Verify platform capabilities before sending POs to vendors to prevent signature or submission failures.

File formats: PDF, DOCX supported
Integrations: ERP, HRIS, and storage connectors
Authentication: Email, SMS, or KBA options

Key timelines and expected processing windows

Set clear delivery and billing deadlines on the PO and coordinate vendor SLAs with hiring milestones.

Service Date:

Requested date for fingerprinting

Report Delivery:

Vendor SLA, e.g., 24–72 hours typical

Invoice Submission:

Vendor submits invoice within 30 days

Payment Terms:

Net 30 unless otherwise stated

Dispute Window:

AP and vendor resolve disputes within 30 days

Common errors that delay fingerprinting orders

Incomplete identity data causing vendor rework and rescheduling.
Missing or mismatched vendor legal name delaying vendor setup in AP.
Unclear service description leading to incorrect fingerprinting method.
Omitted compliance requirements (BAA/HIPAA) causing contract hold.

Consequences of incorrect or incomplete POs

Hiring Delay: Start date postponement

I-9 Fines: $281–$2,789 per violation

HIPAA Risk: Breach fines and remediation costs

Invoice Rejection: Payment delays and vendor dispute

Backup Withholding: 24% if TIN missing

Contractual Liability: Vendor claims for scope changes

Practical tips to speed processing and reduce errors

Implement these best practices to minimize rework and protect candidate privacy.

Use standardized service codes

Adopt a consistent set of fingerprinting service codes or templates to reduce ambiguity. Align codes across procurement, HRIS, and vendor systems so automation can route and match invoices correctly.

Require vendor onboarding checklist

Verify vendor legal name, W-9, insurance, BAA (if applicable), and remittance details before issuing POs. This prevents AP holds and speeds payment once services are delivered.

Capture consent and authorization

Ensure candidate consent forms and background-check authorizations are completed and linked to the PO. Missing consent can invalidate a report and require re-fingerprinting.

Automate matching and reminders

Use automated PO-to-invoice matching and deadline reminders for vendors and hiring managers to close loops quickly and prevent candidate start-date delays.

Real-world examples of fingerprinting procurement workflows

These examples show how organizations document and manage fingerprinting orders in routine hiring.

Optica Ventures

The team standardized PO templates for third-party background vendors to reduce clarifying emails.

They used a single service code for live-scan sessions.
As a result, AP matched invoices to POs faster and hiring coordinators reduced follow-up time, improving candidate onboarding predictability.

Fertility Centers of Illinois

Healthcare HR added BAA and HIPAA flags to POs for roles handling patient data.

Vendors uploaded attestations with invoices.
This ensured regulatory alignment, preserved audit trails, and avoided manual contract amendments during compliance reviews.

eSignature vendor pricing comparison for processing Employment Fingerprinting POs

Compare common eSignature plans and features that affect PO routing, bulk sends, and compliance controls when digitizing fingerprinting procurement.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day trial	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Employment Fingerprinting PO

Answers to common issues encountered when creating, sending, and reconciling fingerprinting purchase orders.

Need help? Contact support

What if vendor name doesn't match W-9?
If the vendor legal name on the PO does not match the W-9, AP may hold payment and require vendor re-registration. Update the PO or request a corrected W-9 to avoid backup withholding or payment delays.
Do fingerprint reports require a BAA?
A Business Associate Agreement is required when fingerprinting records include protected health information. Confirm whether the vendor will process PHI and execute a BAA before authorizing services to meet HIPAA obligations.
Can POs be signed remotely?
Yes. Electronic signatures are enforceable under ESIGN and UETA when intent, consent, attribution, and record retention are satisfied. Use platform authentication and audit trails to document the signing event.
How to handle rescheduled fingerprint sessions?
Include a rescheduling policy in the PO or vendor terms. Track rescheduled sessions in the vendor portal and adjust invoices accordingly to avoid duplicate charges or incomplete service claims.
What triggers backup withholding?
Backup withholding can be triggered when the payee's TIN is missing or incorrect. Ensure vendor tax information is complete on file to prevent withholding at the IRS-specified rate.
Which records must I retain and for how long?
Retain the PO and supporting fingerprint records per federal standards: I-9 related records per 8 CFR §274a.2 and HIPAA records for six years (45 CFR §164.530(j)). Check state rules for longer retention periods.

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