Identity Verification
Fields to record government ID data and allow attaching scans or images to confirm identity and reduce mismatches during verification.
A clear prescreen centralizes identity and authorization data, documents candidate consent, reduces onboarding delays, and provides an audit trail for compliance with federal and state rules. Accurate prescreens help prevent payroll and unemployment disputes and support background and eligibility checks in a defensible way.
Employers, HR teams, staffing agencies, and hiring managers commonly collect Employment Security Prescreens early in the hiring workflow.
External verifiers and state employment agencies may also review the completed prescreen when processing eligibility or claims.
Responsible for issuing the prescreen, reviewing completed responses, and retaining records according to company policy and applicable law; may escalate discrepancies to legal or payroll teams for resolution.
Completes personal data, authorizations, and electronic signatures; must provide accurate identity and contact details and consent to background or wage checks if requested.
Fields to record government ID data and allow attaching scans or images to confirm identity and reduce mismatches during verification.
Structured fields for employer names, roles, and dates to standardize background checks and speed reference verification workflows.
Clear, consumer-facing disclosure language required for electronic consent where applicable and for authorizing background or wage checks.
Designated signature and date fields for applicant and any company representative with audit-trail metadata for electronic signatures.
Space to upload I-9 documents, licenses, or certificates to accompany the prescreen and streamline verification.
Fields for internal use: reviewer initials, verification outcome, and retention classification for compliance.
| Field | Configuration |
|---|---|
| Authentication | Email link with optional SMS code for stronger verification. |
| Attachments | Require PDF or JPG for identity documents. |
| Retention Tagging | Apply retention category at completion. |
| Audit Trail | Enable full action logging and download of certificate. |
Confirm the vendor provides AES-256-at-rest encryption, TLS in transit, and a clear records-export process to meet retention and legal discovery needs.
Candidate should return prescreen promptly when requested.
Retain I-9 for 3 years post-hire or 1 year after termination, whichever is later.
Obtain signed consent before initiating checks.
Respond within agency timelines; vary by state.
Complete HR verification within standard onboarding window.
Sender issues form to candidate immediately after conditional offer.
Candidate submits form and attachments within onboarding window.
Background and employment checks return results to HR.
HR tags and stores completed record for the required retention period.
| Document | Purpose | Typical Use |
|---|---|---|
| Employment Security Prescreen | candidate screening | authorization and identity collection |
| I-9 Form | employment eligibility | federal identity and work authorization |
| W-9 Form | taxpayer id collection | for contractors and payees |
| Background Check Consent | criminal history checks | candidate permission for checks |
| 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 | 7-day trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies | Varies | Varies |