Is an electronic ticket legally valid?

Yes. Electronic signatures and records are legally equivalent under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are met.

What consent is required from the subject?

Obtain a clear written disclosure and signed consent documenting permissible purpose; consumer‑facing financial or healthcare records may require ESIGN consumer disclosure per 15 U.S.C. §7001(c).

Can I use a digital signature or is a simple e‑signature acceptable?

A simple electronic signature is generally acceptable under ESIGN/UETA; certain regulated records or internal policy may require PKI/digital signatures for non‑repudiation.

What if identifiers do not match vendor records?

Vendors will often request additional identifiers; provide DOB, last four SSN, and prior addresses to improve match rates and avoid reorders.

How long should I keep tickets and reports?

Follow federal and industry retention: at minimum 3 years for employment‑related records, 6 years for HIPAA where applicable (45 CFR §164.530(j)); state rules may require longer retention.

What platform features reduce compliance risk?

Use platforms that provide auditable trails, secure delivery, MFA for sensitive signers, and the ability to store copies encrypted at rest with access controls.

Electronic Signature
Templates
Project Management
Background Check Work Order Ticket

Background Check Work Order Ticket

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

INSTALLATION MANAGEMENT COMMAND (IMCOM) BACKGROUND CHECK WORK ORDER TICKET

For personnel in child services positions supporting Army programs and activities IAW Army Directive 2014-23 and DODI 1402.05

IMCOM FORM 30, APR 2016 IMCOM PE v02 ES

PRIVACY ACT STATEMENT

AUTHORITY: 42 USC 13041 and 10 USC 3013, Public Law 101-647, Section 231 (Crime Control Act of 1990); DODI 1402.05 (Background Checks on Individuals in DoD Child Care Services Programs, 11 Sep 2015, Army Directive 2014-23 (Conduct of Screening and Background Checks For Individuals Who Have Regular Contact With Children in Army Programs), DODI 6060.02 (Child Development Programs (CDPs), 5 Aug 2014), DODI 6060.4 (DoD Youth Programs (YPs), 23 Aug 2004), DoDI 1100.21, Voluntary Services in the Department of Defense, DODI 1400.25, Volume 731 DoD Civilian Personnel Management System: Suitability and Fitness Adjudication For Civilian Employees, August 24, 2012, DoD Instruction 1400.25, Subchapter 1403 (DoD Civilian Personnel Manual: Employment), December 1 1996, Incorporating Change 5, March 25, 2000, DoD Instruction 1400.25, Volume 1231 DoD/Civilian Personnel Management System: Employment of Foreign Nationals; and E.O. 9397(SSN), as amended, AR 608-18, The Army Family Advocacy.

PURPOSE: To assess the suitability of persons and to determine the loyalty, eligibility, and general trustworthiness of individuals working in child (i.e., children under 18 years of age) services positions.

ROUTINE USE: The DoD "Blanket Routine Users" set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Uses can be found online at: http://dpcld.defense.gov/Privacy/SORNsIndex/blanketRoutineUses.aspx

DISCLOSURES: Voluntary; however, failure to furnish all requested information will result in disapproval of the child services application or continued service in child services position.

SECTION I - REQUEST TYPE

Personnel Category:

Consent Form (IMCOM Form 23) Signed Date:

Date Submitted to Agency:

Date Received CDE Office:

Request Type: New

Re-Verification

DoD Affiliation: Yes

No

SECTION II - REQUESTING OFFICE INFORMATION

Installation:

Command:

Directorate/Organization:

POC Agency Name:

POC Telephone:

POC E-mail:

Functional Program:

Employment Location:

Employment Position:

Anticipated Start Date:

Fiduciary Responsibility: Yes No

SECTION III - SUBJECT'S PERSONAL INFORMATION

SSN:

Prefix/Rank:

Name (Last, First Middle):

Maiden Name:

Postfix/Suffix:

Birth Date:

Birth Country:

Birth State:

Birth City:

Proof of US Citizen (attached):

Primary E-mail:

Secondary E-mail:

Primary Phone:

Secondary Phone:

Current Street Address:

Current City:

Current State:

Current Zip:

Current Country:

Name and signature of Functional Manager:

Remarks Section:

SECTION IV - CATEGORIES OF PERSONNEL REQUIRING INVESTIGATIONS

List every state the subject has lived and worked in within the past 5 years. For categories of personnel requiring CNACI investigations, attach OFI 86C.

Supervisor/POC for PSIP purposes:

Supervisor/POC E-mail:

SECTION V - FAMILY CHILD CARE/HOMES OFF POST

For each person listed below include IMCOM Form 23 for each. List additional Family Members or residents on a separate page (Category and Name)

Category:

Name:

Category:

Name:

Category:

Name:

Category:

Name:

Category:

Name:

Category:

Name:

SECTION VI - AGENCY COMMENTS AND VERIFICATION

Date signed:

Name and signature of Functional Manager:

Date signed:

CDE Received (Name and Signature):

Date signed:

IMCOM FORM 30, APR 2016

IMCOM PE v02 ES

What the Background Check Work Order Ticket Is

A Background Check Work Order Ticket is a standardized request form used by employers, property managers, vendors, or screening vendors to authorize and document ordered background checks. It captures the subject's identifying details, written consent, the specific checks requested (criminal, motor vehicle record, education, employment verification, credit where permitted), scope and permissible use, turnaround expectations, and signer authorization. The ticket creates an auditable record that the organization obtained consent and specified permissible purposes, reducing ambiguity when ordering searches from consumer reporting agencies or third‑party vendors.

Why a Formal Ticket Matters

A clear work order ticket reduces compliance risk, documents consent under consumer reporting laws, standardizes requests to screening vendors, and preserves a reproducible chain of custody for results and decisions.

Who Typically Prepares or Signs the Ticket

Use the ticket any time an organization orders a background search that will inform hiring, contracting, housing, or other eligibility decisions.

Hiring managers and HR teams who order pre‑employment checks for candidates and new hires.
Property managers and leasing agents ordering tenant screening to verify suitability and rental history.
Third‑party screening vendors receiving standardized instructions and consent documentation from clients.

Maintain a copy of the completed ticket with the applicant file and the vendor report to meet recordkeeping and audit needs.

Typical Signatories and Their Roles

Hiring Manager

A hiring manager completes the ticket to authorize job‑related checks, indicates permissible purpose, and confirms the position’s screening requirements. The manager’s signature documents authorization and provides a point of contact for the screening vendor.

Screening Vendor

The vendor accepts the ticket as the operational instruction set: the ticket provides consent evidence, matching identifiers, scope of searches, and delivery instructions for results and any adverse action notices.

How to Complete a Background Check Work Order Ticket — Step by Step

Follow these steps to prepare a compliant, auditable work order ticket and reduce processing delays.

01

Prepare Ticket: Select the appropriate ticket template and confirm screening scope.
02

Collect Consent: Obtain signed written consent using required disclosure language.
03

Enter Identifiers: Provide full legal name, DOB, SSN last four, and current address.
04

Send to Vendor: Transmit the ticket and required documents via secure channel.

Key Components to Include in a Professional Ticket

A complete ticket combines identification, consent, scope, instructions, privacy notices, and signature blocks so vendors and record keepers can act without further clarification.

Party Details

Full legal name, aliases, date of birth, last four of SSN (if permitted), and current address to enable precise vendor searches and reduce mismatches.

Consent Statement

Clear written consent using required disclosure language for consumer reporting agencies; note that consumer consent is a prerequisite for many checks.

Search Scope

List each requested component (national criminal, county records, MVR, education, employment verification, credit if allowed) and any date ranges or jurisdictions.

Purpose and Permissible Use

Specify the permissible purpose (employment, tenancy, contracting) to satisfy the Fair Credit Reporting Act or state consumer protection laws.

Delivery Instructions

Indicate how the vendor should deliver results (secure portal, encrypted email, SFTP) and to whom the report should be addressed.

Signature Block

Include signer name, role, organization, date, and contact details; this documents authorization and creates an audit trail for any later disputes.

Supporting Documents and Export Options

Attach or link required supporting documents and provide clear export format instructions for vendor delivery and record retention.

Attachments

Consent form, government ID copy if required for identity verification, and any internal authorization memos accompanying the ticket.

Export Formats

Request vendor exports as PDF or machine‑readable CSV for reports; include required fields for your applicant tracking or HRIS system.

Secure Delivery

Specify encrypted email, secure upload portal, or SFTP for transmitting reports to protect sensitive personal data in transit.

Retention Copy

Keep a signed ticket and the associated vendor report together in the applicant file to support adverse action or audit processes.

Typical Processing Flow for a Background Check Ticket

A concise routing diagram helps stakeholders understand each handoff and expected outputs.

Order Creation: Requester completes and signs the work order ticket.
Vendor Intake: Vendor receives ticket and verifies identifiers and consent.
Search Processing: Vendor performs listed checks and compiles results.
Report Delivery: Vendor returns report and evidence of completed searches to requester.

Configuring an Electronic Workflow for the Ticket

Set up consistent fields, identity checks, and routing rules before sending tickets to prevent manual rework.

Field	Configuration
Consent Capture	Mandatory signed checkbox plus dated signature field
Identity Verification	Optional KBA or ID credential analysis at vendor intake
Result Routing	Direct to HR folder, hiring manager, and compliance archive
Retention Trigger	Auto‑archive with metadata for retention policy enforcement

Technical and Integration Considerations

Ensure the platform you use supports secure delivery, audit trails, and required integrations.

Integrations: Salesforce, NetSuite support
Formats: PDF, DOCX, CSV
Authentication: Email, SMS, or advanced MFA

Typical Timelines and Processing Expectations

Expect variable turnaround depending on search scope and jurisdictions; set internal deadlines to allow for vendor processing and adverse‑action timing.

Pre‑hire Submission Deadline:

Complete ticket before start date for employment checks

Standard Turnaround:

Most searches return within 24–72 hours

Complex Searches:

County or international checks can take 7+ days

Adverse Action Timing:

Allow time for report review and required notices

Record Retention Start:

Retention begins on date of decision or filing

Common Mistakes That Delay or Invalidate Tickets

Using incomplete identifiers such as missing DOB or partial name entries that produce false negatives and require reordering searches.
Failing to obtain a documented written consent with required disclosures, which can prevent vendors from releasing reports.
Requesting checks prohibited by law or without permissible purpose, exposing the organization to compliance and litigation risk.
Storing signed tickets insecurely or transmitting reports over unencrypted email, increasing the risk of unauthorized disclosure.

Legal and Operational Risks of Incorrect Tickets

FCRA Liability: Civil penalties and statutory damages

I-9 Violations: Fines ranging with DHS adjustments

HIPAA Exposure: Breach fines and corrective action

Data Breach Costs: Notification and remediation expenses

Reputational Harm: Loss of trust and hiring difficulties

Operational Delay: Slowed hiring and onboarding

Real‑World Examples of Ticket Use

Two concise examples show how organizations use tickets to standardize checks and preserve compliance.

Martin Properties

A midsize property manager standardized tenant screening with a single ticket template to reduce processing errors.

The ticket included eviction and criminal checks only.
As a result, managers reported fewer vendor clarifications and faster lease approvals while keeping consent records tied to each applicant file.

Fertility Centers of Illinois

A healthcare provider used the ticket to document authorization for credential and background checks for contractors.

The ticket noted HIPAA handling requirements.
This ensured vendors applied appropriate privacy safeguards and the clinic maintained a consistent audit trail aligned with internal policies.

eSignature Vendors: Pricing and Key Capabilities for Ticket Workflows

Compare starting prices and basic capabilities relevant to high‑volume ticket signing and secure delivery. Confirm plan details with each vendor before purchasing.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Recommended Electronic Workflow Settings

Configure your system to capture consent, verify identity as needed, and route results securely to stakeholders.

Field	Configuration
Consent Language	Standardized disclosure inserted into the ticket
Authentication	Email link for low risk; MFA for sensitive roles
Auto‑Routing	Deliver report to HR and hiring manager
Audit Trail	Record IP, timestamp, and signer identity

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, consent, electronic signatures, and vendor handling of tickets.

Need help? Contact support

Is an electronic ticket legally valid?
Yes. Electronic signatures and records are legally equivalent under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are met.
What consent is required from the subject?
Obtain a clear written disclosure and signed consent documenting permissible purpose; consumer‑facing financial or healthcare records may require ESIGN consumer disclosure per 15 U.S.C. §7001(c).
Can I use a digital signature or is a simple e‑signature acceptable?
A simple electronic signature is generally acceptable under ESIGN/UETA; certain regulated records or internal policy may require PKI/digital signatures for non‑repudiation.
What if identifiers do not match vendor records?
Vendors will often request additional identifiers; provide DOB, last four SSN, and prior addresses to improve match rates and avoid reorders.
How long should I keep tickets and reports?
Follow federal and industry retention: at minimum 3 years for employment‑related records, 6 years for HIPAA where applicable (45 CFR §164.530(j)); state rules may require longer retention.
What platform features reduce compliance risk?
Use platforms that provide auditable trails, secure delivery, MFA for sensitive signers, and the ability to store copies encrypted at rest with access controls.

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