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HR Fingerprinting Instructions

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HR FINGERPRINTING INSTRUCTIONS

Employer Name:

Personal Information

Date of Birth:

ID Number (if applicable):

Position Information

Reporting Manager:

Proposed Start Date:

Salary/Rate:

Fingerprinting Appointment & Method

Select fingerprinting method (check one):

Live Scan (electronic)—preferred when available

Ink Card (manual) — used when Live Scan is unavailable

Estimated Fee:

Payment Responsibility: Employer Applicant

Required Identification

Acceptable primary identification includes unexpired government-issued photo identification. Please list the primary ID you will bring:

If required, list secondary identification you will bring:

Instructions for Applicant

Arrive at least 15 minutes before your scheduled appointment. Bring the identification listed above and the appointment confirmation. Wear non-restrictive clothing and be prepared to remove outerwear for processing. Minors and individuals with special accommodations should contact Human Resources in advance to arrange appropriate assistance.

If Live Scan is selected, the technician will electronically capture fingerprints and provide a receipt or transaction control number. If ink card processing is used, the technician will prepare a standard fingerprint card for submission. Keep any receipts provided; you may be required to return proof of completion to Human Resources.

Privacy, Use and Retention Notice

The fingerprints collected pursuant to these instructions will be used to obtain a criminal history record check from the appropriate governmental agency. Fingerprints and resulting records may be retained by the agency and used for future criminal justice purposes in accordance with applicable law. The presence of a criminal record may affect employment eligibility. The employer will consider the nature, severity and recency of any offense in accordance with established policies and applicable law.

The applicant may request information about the contents of a criminal history report and procedures to challenge inaccurate information from the agency that maintains the record. By signing below, the applicant acknowledges receiving this notice and understands the use and potential retention of fingerprint data.

Legal Disclosures

At-Will Employment: Employment with the employer is at-will unless a separate written agreement signed by an authorized representative expressly provides otherwise. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or advance notice.

Equal Opportunity: The employer is an equal opportunity employer. Decisions regarding hiring and retention are made without regard to protected characteristics and in compliance with applicable nondiscrimination laws.

Authorization and Applicant Certification

I authorize the employer and its agents to obtain criminal history record information and to request, receive and review fingerprint-based background checks as required for employment purposes. I understand that the information obtained will be used to evaluate my suitability for the position and that this authorization will remain valid during my period of consideration for employment.

I certify that all information I have provided on this form is true and complete. I understand that falsification, omission, or misrepresentation of information may result in disqualification from employment or termination if discovered after hire. I acknowledge that I have read and received the fingerprinting instructions and privacy notice set forth above.

I authorize fingerprint submission and background checks as described above.

I acknowledge that I have received and understand these fingerprinting instructions and will comply with the requirements.

Employment History

Education

Professional References

Additional Notes / HR Use Only

Applicant Name:

Signature:

Date:

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What HR Fingerprinting Instructions Cover

HR Fingerprinting Instructions are a standardized guidance document employers provide to applicants or employees detailing how to obtain and submit fingerprint-based background checks. These instructions summarize required identification, approved fingerprinting methods (ink card or electronic Live Scan), authorized vendors, payment and scheduling steps, expected processing timelines, and data handling practices to support compliance with federal and state background-check rules.

Why Clear Fingerprinting Instructions Matter for HR

Clear, compliant instructions reduce delays, improve data quality, and help protect sensitive personal information. They support regulatory obligations for hiring checks, lower the risk of incomplete submissions, and make it easier for candidates to complete fingerprinting accurately and on time.

Why Clear Fingerprinting Instructions Matter for HR

Who Needs These Instructions and When to Share Them

Distribute promptly after conditional offer acceptance and again before any scheduled fingerprint appointment to minimize missed steps and late submissions.

  • Human resources and talent acquisition teams coordinating pre-hire screening and onboarding.
  • Hiring managers notifying candidates of role-specific clearance requirements and timelines.
  • Compliance or security officers ensuring vendor and retention rules are followed.

Primary Users of the HR Fingerprinting Instructions

HR Manager

Responsible for issuing the instructions, tracking completion, and coordinating with background-check vendors; must ensure instructions reflect agency-specific forms, acceptable ID types, and retention policies to prevent processing delays or rejections.

Background Vendor

Receives candidate fingerprints and processes checks through state or federal channels; vendors must follow chain-of-custody procedures, confirm identity, and report results securely to the employer or designated contact.

Core Elements to Include in Professional Instructions

A complete instruction packet combines identification rules, step-by-step logistics, vendor contact details, payment guidance, privacy notices, and retention information so both HR and applicants understand expectations and legal safeguards.

Purpose

Explain why fingerprints are required, which checks will be run (state, federal, or agency-specific), and how results will affect employment eligibility to ensure transparency and informed consent.

Authorized Vendors

List approved fingerprinting providers, Live Scan locations, or vendor portal links, including hours, contact information, and any employer-specific code or ORI number required for submission.

Identification Requirements

Specify acceptable government-issued IDs (driver's license, passport), any secondary ID needed, and instructions to bring original documents to the appointment to avoid rejections.

Payment and Fees

State who pays vendor fees, acceptable payment methods, and whether reimbursements require receipts; note that agency fees vary by state and vendor.

Submission Steps

Detail how to submit fingerprint results to HR or the vendor portal, expected confirmation receipts, and whether electronic uploads or mailed ink cards are accepted.

Privacy and Retention

Describe how fingerprint data and results will be stored, who has access, retention periods, and references to legal protections such as HIPAA or state privacy rules where applicable.

Step-by-Step: Completing Fingerprint Instructions

Follow this concise sequence to issue and complete fingerprinting without unnecessary delays.

  • 01
    Prepare Packet: Assemble IDs, vendor code, and payment instructions for the candidate.
  • 02
    Verify Identity: Confirm acceptable IDs and record the exact name shown.
  • 03
    Schedule Appointment: Book Live Scan or vendor slot and note confirmation number.
  • 04
    Submit Results: Ensure vendor sends results to employer or upload per HR instructions.

How to Configure Online Completion and Routing

When digitizing instructions, set fields and notifications so data flows to HR and vendors automatically and securely.

Field Configuration
Enable eSignature Allow signer to complete signature fields electronically
Authentication Level Email + SMS code or vendor KBA as required
Attachments Required Enforce upload of ID and receipt files
Notification Recipients Set HR and vendor emails for automatic alerts

Typical Submission Flow for Fingerprint Records

This high-level flow shows who does what from issuance through final result delivery.

  • Issue Instructions: HR shares the packet and ORI/vendor code with the candidate.
  • Candidate Action: Candidate schedules and completes fingerprinting at a Live Scan or vendor site.
  • Vendor Processing: Vendor transmits fingerprints to state/federal repositories for checks.
  • Results Delivery: Background vendor or agency returns results to HR via secure channel.

Technical Options for Electronic Delivery and Signing

Match platform choices to compliance needs, storage policies, and the volume of hires to ensure consistent execution.

  • Document Formats: PDF, DOCX accepted; PDF preferred for fixed layout
  • Integrations: Connect with HRIS or ATS such as Workday, or CRMs like Salesforce
  • Authentication: Support email, SMS, or stronger methods as workflow requires

Security and Compliance Data to Include

Encryption: TLS 1.2/1.3
Data at Rest: AES-256
Access Controls: Role-based access
Audit Trail: Signed action logs
HIPAA Handling: BAA required
Retention Policy: Documented schedule

Common Pitfalls to Avoid

  • Providing incorrect ORI or employer code which causes results to be routed to another entity and delays clearance.
  • Accepting photocopies of IDs instead of originals at the fingerprint appointment, leading to vendor rejection.
  • Missing or misformatted birth date or SSN entries that produce mismatches in repository searches and require a re-submission.
  • Failing to state who pays vendor fees or how reimbursements work, creating billing disputes and candidate frustration.

Risks and Consequences of Incomplete or Incorrect Instructions

Processing Delays: Delayed hiring decisions
Rejection: Fingerprint card or submission refused
Noncompliance: Regulatory enforcement risk
Privacy Breach: Unauthorized data exposure
Cost Exposure: Duplicate fees and reimbursements
Employment Risk: Background result disputes

Timing Expectations and Typical Processing Windows

Set clear timelines so candidates know when to act and HR can plan onboarding milestones.

When to Request:

At conditional offer acceptance

Appointment Window:

Complete within 7–14 business days

Vendor Processing:

3–10 business days typical

Result Notification:

HR receives vendor report upon completion

Re-submission Window:

Act promptly if vendor requests a re-take

Key Milestones from Instruction to Result

Track these sequential stages to monitor progress and identify bottlenecks.

01

Issue Instructions

HR sends packet and vendor code to candidate.

02

Schedule Fingerprinting

Candidate books Live Scan or vendor appointment.

03

Fingerprint Capture

Vendor collects prints and identity documents.

04

Repository Processing

State or federal checks are performed.

Practical Tips for Accurate, Efficient Completion

Follow these best practices to minimize rework and ensure clear chain-of-custody for fingerprint results.

Standardize Instruction Templates
Use a consistent template with required fields and vendor codes to reduce errors and shorten processing time across multiple hires.
Confirm Vendor Codes
Verify ORI or employer codes with the vendor before sharing instructions to prevent misrouting of results.
Require Proof of ID Upload
Collect photographic ID uploads at the time of scheduling to allow vendors to pre-validate identity and avoid appointment rejections.
Log and Track Progress
Maintain a central tracker for appointment status, receipt numbers, and final reports to speed decisions and support audits.

eSignature Pricing and Capability Comparison for HR Workflows

Compare common eSignature vendors on starting price, trial availability, bulk send, audit trails, HIPAA compliance, and envelope limits to inform procurement decisions.

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 Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Examples: How Organizations Use Fingerprinting Instructions

Real-world examples illustrate practical variations for different HR programs.

School District Background Checks

A medium-sized district issues standardized packets for substitutes and volunteers to collect state-mandated criminal-history checks.

  • Vendors accept Live Scan; district covers fees for certified staff.
  • Clear steps and an online upload portal cut follow-up calls and reduced process time by several days for busy HR teams.

Hospital Credentialing

A regional hospital requires fingerprints for clinical staff as part of credentialing and privileging.

  • Vendor transmits directly to state repository; HR receives an encrypted report.
  • Including a HIPAA addendum and specifying retention aligned the process with medical records policies and simplified audits.

Frequently Asked Questions About HR Fingerprinting Instructions

Answers to common questions help HR and candidates resolve issues quickly without repeating steps or escalating unnecessarily.


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