Run background checks with Checkr

Checkr uses advanced technology to help employers run background checks quickly and compliantly while reducing the opportunity for human error or bias. They're focused on empowering companies to make equitable and informed hiring decisions.

Once you connect Checkr to Gusto, you can send and track background check requests for candidates, employees, and US-based contractors. If you need to run background checks sooner, you can use Checkr directly and connect your account to Gusto later. Background checks for international contractors can be run directly through Checkr, with the appropriate plan (Contact Checkr to add this to your plan.).

Check out our blog to learn more about state-specific background check laws and what to consider when running a background check.

Set up background checks

Follow the steps below to connect to Checkr from your Gusto admin account. Once you've started running payroll in Gusto, you can start sending and tracking background check requests.

You must be a full access admin or an admin with the hire & onboard permission to set up and run background checks in Gusto.

Packages and pricing

The same packages and pricing are available whether you sign up from Gusto or you already have a Checkr account. Below are the default packages you can access from Gusto.

Custom packages

If the below default packages don’t fit your needs, reach out to Checkr to discuss custom packages and additional screenings. If a custom package has already been set up directly in your Checkr account, it will be available via the Gusto integration.

Verification packages

Education can be verified for colleges, universities, high schools, and GED equivalency exams—see Checkr's help center for more information. You can enable international education verification if needed, though these verifications take longer and additional fees apply. To enable international education verifications, contact Checkr.

Education verification	Current employment	Education + current employment	Education + full employment
$12.50 + access fees	$12.50 + access fees	$25 + access fees	$47.50 + access fees
• Education verification	• Employment verification (current employer)	• Education verification • Employment verification (current employer)	• Education verification • All previous employment verification

Criminal background check packages

Standard package	Pro package	Standard + MVR	Pro + MVR
$39.99 + access fees	$54.99 + access fees	$49.49 + access fees	$64.49 + access fees
• SSN trace / Address History • Sex offender check • Global watchlist check • National Criminal Database search • Current county search	• SSN trace / Address history • Sex offender check • Global watchlist check • National Criminal Database search • Unlimited county search (7-year lookback)	• SSN validation/trace • Sex offender search • Global watchlist check • National Criminal Database search • County criminal search (Current County) • Motor vehicle report (MVR)	• SSN validation/trace • Sex offender search • Global watchlist check • National Criminal Database search • County criminal search (unlimited counties, 7-year lookback) • Motor vehicle report (MVR)

Access fees

Access fees are charged by counties, states, and DMVs to access to someone's records. These fees are not marked up by Checkr or Gusto.

Click here for a list of access fees by state, county, and DMV.

Access fees are not displayed before a check is run because they're unknown at the time the check is requested. They depend on which counties and agencies end up providing the records.

Criminal check access fees

Access fees range in cost from as little as $0.75 in some Colorado counties to $95 in some New York counties.

The number of access fees incurred on a given background check also can vary widely. For example, assuming that a record is not found via the National Criminal Database search, if a candidate has lived in 5 different counties over the past 7 years, that background check will incur 5 access fees if the Pro package is selected, but will only incur 1 access fee if the Standard package is selected.

Education or employment verification access fees

These screenings incur third-party access fees charged by industry verification databases.

For employment verifications, Checkr first searches available databases—such as The Work Number for Everyone—that charge a fee when the verification is successfully completed with that database.

For education verifications, Checkr searches known education databases, such as National Student Clearinghouse.
You can view specific employment and education access fees on your invoice.

Connecting multiple Gusto accounts to Checkr

If you want to run background checks for more than one Gusto company, you’ll need a Checkr account for each company, each under a different email address. Follow the steps below for each of your Gusto companies to connect them to a Checkr account. There is no additional cost associated with this method since checks are charged per order.

Important: Checkr requires each account to have a unique email address—you cannot use the same email for more than one Checkr account. You may use email aliases if your email provider supports them.

Connect to your company’s existing Checkr account from Gusto

If your company already has a Checkr account, follow these steps to connect it to Gusto.

Once you connect the integration, and have run payroll in Gusto, you can run your background checks in Gusto. Any checks you've run before connecting the integration do not sync to Gusto—you can still view previous checks in Checkr.

Sign in to your Gusto admin account.
Go to the App directory.
Search for and select Background Checks.
Click Learn more.
Click the checkbox to agree to the terms.
At the bottom of the page, click Log in here.
Click Login.
Enter your Checkr admin credentials and click Log in.
Once you're signed in, we'll ask whether you currently run background checks.
Let us know your reason for your interest in background checks. We ask this so we can suggest the type of check that best fits your needs.
If you currently run background checks, we’ll ask about your current methods for collecting information.
Click Continue.
When you’ve reviewed the information about background checks and pricing, scroll to the bottom of the page and click the checkbox to agree to the terms of service.

Now you can start running background checks. Head to the “Running background checks” section below for next steps.

Heads up: If you initiate a background check from Checkr (instead of from Gusto), information about that check will not sync to Gusto. You can track the check’s status in Checkr then onboard the new hire to Gusto when you’re ready.

Here's how billing works when you start running checks from Gusto:

Checkr bills your company for any checks you run directly from Checkr.
Gusto bills your company for any checks you run from Gusto. After you run a check from Gusto, the Checkr fee is added to your regular Gusto invoice in 2 billing cycles.

If your company does not have a Checkr account yet, follow the steps below to create an account and connect it to Gusto.

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Select whether you currently run background checks.
Let us know your reason for your interest in background checks. We ask this so we can suggest the type of check that best fits your needs.
If you currently run background checks, we’ll ask about your current methods for collecting information.
Click Continue.
When you’ve reviewed the information about background checks and pricing, scroll to the bottom of the page and click the checkbox to agree to the terms of service.
Click Get started.
Enter a compliance contact email and your industry.
Click Create account. You’ll only be charged when you run a check.
Create your company’s policy for background check use. You can use the template we’ve provided or click Customize to change it.
Click the checkbox to agree to your company’s new background check policy.
Under “Statement of purpose for candidates” enter a statement to be shared with candidates who receive a background check request.
If you prefer not to include a statement in background check invitations, click the checkbox below it to remove the checkmark.
Click Continue.
Select a background check package. This will be shown as the default package when you initiate a background check request, but you can choose a different package each time. There are no monthly fees—you'll be charged on a per-check basis. See the "Billing" section below to learn more.
Click Select package.
If criminal background checks are not required in your industry and you selected a package with criminal background checks, you’ll be prompted to indicate what roles at your company require a background check.

Fairness filters

Background checks run through the integration have fairness filters applied by default. These help eliminate bias when reviewing background check results. To view and adjust these filters, log in to your Checkr account and choose the Assess menu item.

Data syncing

Heads up: If you sign in to Checkr directly to run a background check (instead of running it from Gusto), information about that check will not sync to Gusto. Track the check’s status in Checkr then onboard the new hire to Gusto when you’re ready.

Create your Checkr password

If you want to sign in to Checkr directly after creating your account from Gusto, follow these steps to set up your login credentials.

Open the Checkr sign in page.
Click Don’t remember your password?
Checkr will email you a link to set up your password.

Using Assess Standard guidelines

Before you start running background checks, consider setting up Checkr's Assess Standard to help you make more efficient and compliant hiring decisions.

Making hiring decisions based on a background check is time-intensive and can subject you to legal risk if done inconsistently. Setting up Assess Standard guidelines ahead of time can help save you time and reduce your compliance risk.

Set up your Checkr login credentials

You can run background checks right from Gusto. If you signed up for a new Checkr account from Gusto and you want to sign in to the Checkr website directly, here’s how to set up your login password:

Go to Checkr's sign-in page.
Click Don’t remember your password?
Enter the email you used to create the Checkr account.
Click Send Email. Checkr will send you a link to set a password.

If you sign in to Checkr directly to run a background check (instead of running it from Gusto), information about that check will not sync to Gusto. You can track the check’s status in Checkr then onboard the new hire to Gusto.

Run a background check for a candidate

When you’re ready to move forward with a candidate employee, you can either send them a conditional offer letter and a background check request, or just a background check request.

Send a background check request and a conditional offer letter

Before you start:

Make sure you've already set up background checks for your company.
You can create an offer letter template ahead of time or while following the steps below.

When you’re ready to send a candidate employee a conditional offer letter and a background check request, follow the steps below.

Sign in to your Gusto admin account.
Go to the People section and select Team members.
Click Add a team member.
Enter the new team member's info:
- Full name
- Preferred first name (optional). Gusto will use this name to refer to this person in communications where their legal first name is not required (such as in the offer letter, onboarding emails, org chart, etc.).
- Personal email
- Country
- Worker type
- Hiring options: Select Send an offer letter and Run a background check.
Click Save and continue.
Fill out the employee's work info:
- Work location (address)
- Work state
- Job title (optional): Select one or scroll to the bottom of the list and click Create a new job title.
- Start date
- Department: Select one or scroll to the bottom of the list and click Create a new department.
- Manager (optional): If this is the first direct report for a new manager, leave this field blank for now. You can later go to the new manager's profile and add their direct report.
Click Save and continue.
Add their compensation details:
- Employee type (e.g. salary, hourly, overtime-eligible, etc. Gusto does not currently support paying employees by piece rate—per visit, per bundle, per package)
- Compensation amount
- Employment status: This determines their benefits eligibility, if you offer benefits with Gusto.
- Any special tax exemption status, if applicable.
Click Continue to offer letter.
Review the offer letter:
- Select an existing template or click Create new offer template.
- Enter an expiration date for the letter.
- Manager and job title: If the offer letter includes these fields, they must be completed.
- Click Preview to see what the letter will look like with this employee's details filled out.
- You can edit directly on the offer letter if you want to customize it for this employee. Place your cursor where you’d like to make a change, then start typing.
- Insert Smart Text: Use this if you want to add a field that will automatically populate with the employee's info. Place your cursor where you want the text to go, then click Insert Smart Text and select the field.
Once the offer letter is ready, click Save and continue.
Your company's default background package will be shown. Click Edit if you want to change it for this candidate.
Click Save and continue.
Review the new team member's info. Click Edit to change anything.
Optional: Add a note to go along with the offer letter.
Click Send offer to [name].

We'll immediately send the offer letter to the candidate's personal email. After they sign the offer letter, we’ll email them a request to authorize a background check. The background check will begin once the candidate authorizes it.

You can track your candidate’s progress in the Background checks section of the Hiring tab. Their status will update when they sign their offer letter and begin their background check. Once they authorize the background check and provide their personal information, their status will be “Background check in progress” and we’ll provide you an estimated turnaround time.

We’ll notify you when the candidate signs their offer and once their background check is complete. Detailed background check information is stored in Gusto for 30 days. After 30 days, to protect privacy and personal information, detailed background check information is no longer accessible in Gusto. It is available on Checkr indefinitely.

You can view, update, or rescind offers from the Hiring section, just click See details next to "Background checks".

You can continue onboarding the candidate while the background check is still being processed—go to the Team members tab and click a candidate's actions ⋮ menu to be taken to their onboarding checklist.

Send a background check request only (without a conditional offer letter)

Follow the steps below to send a background check request to a candidate employee without a conditional offer letter. Keep in mind that many states require a background check request to include a conditional offer letter.

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Choose New background check.
Under "Select a person," click the blank field and choose Add a new person.
Enter the new team member's info:
- Full name
- Preferred first name (optional). Gusto will use this name to refer to this person in communications where their legal first name is not required (such as in the offer letter, onboarding emails, org chart, etc.).
- Personal email
- Country
- Worker type
- Hiring options: Select Run a background check. Keep in mind that many states require a background check request to include a conditional offer letter.
Click Save and continue.
Fill out the employee's work info:
- Work location (address)
- Work state
- Job title (optional): Select one or scroll to the bottom of the list and click Create a new job title.
- Start date
- Department: Select one or scroll to the bottom of the list and click Create a new department.
- Manager (optional). If this is the first direct report for a new manager, leave this field blank for now. You can later go to the new manager's profile and add their direct report.
Click Save and continue.
Add their compensation details:
- Employee type (e.g. salary, hourly, overtime-eligible, etc. Gusto does not currently support paying employees by piece rate—per visit, per bundle, per package)
- Compensation amount
- Employment status: This determines their benefits eligibility, if you offer benefits with Gusto.
- Any special tax exemption status, if applicable.
Click Save and continue.
Your company's default background package will be shown. Click Edit to change it for this candidate.
Click Save and continue.
Review the new team member's info. Click Edit to change anything.
Once complete, save your work and send the background check request:
- Add [name] and exit: This sends the background check request to the candidate's personal email and returns you to the Team members page, where you can view the check status and onboarding checklist under the Onboarding tab.
- Add [name] and set up for payroll: This sends the background check request to the candidate's personal email and takes you to the Add to payroll task on their onboarding checklist.

The background check will begin once the candidate authorizes it. You can track your candidate’s progress in the Background checks section of the Hiring tab. Once they authorize the background check and provide their personal information, their status will be “Background check in progress” and we’ll provide an estimated turnaround time.

We’ll notify you once the background check is complete. Detailed background check information is stored in Gusto for 30 days. After 30 days, to protect privacy and personal information, detailed background check information is no longer accessible in Gusto. It is available on Checkr indefinitely.

You can view, update, or rescind offers from the Hiring section.

Run a background check for a current team member

Follow these steps to send a background check to an existing employee or contractor:

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Choose New background check.
Under "Select a person," click the text box to to choose your employee or contractor. You can start typing to search them by name or choose them from the list.
Choose their job title.
Review the background check package. Click edit to view or change it for this person.
Click Continue.
Click Confirm order.

Your team member will receive an email inviting them to authorize the background check. You can follow the report progress in the Background checks tile. Once they authorize the background check and provide their personal information, their status will be “Background check in progress” and we’ll provide you an estimated turnaround time.

Rehired team members

There are two ways you can run a background check for a team member who was dismissed and rehired:

Option 1: First, rehire the employee. Then follow the steps above, under "Run a background check for a current team member."
Option 2: Run the background check directly through Checkr, outside of Gusto.
- If you do not yet have a Checkr password, go to the Checkr sign-in page and choose Don't remember your password?. Checkr will email a link to set up your password.

Background check status and timeline

The time to complete a check varies, but most are completed within 5 business days. Admins are notified via email if more information is needed and when a report is complete.

Timing depends on how quickly the person provides their personal identifiable information, the turnaround time of the counties and agencies required to complete the report, and whether records have to be physically retrieved from agencies. If a background check is taking longer than expected, it's most likely due to unexpected processing delays at the county courts or motor vehicle records offices. Click here for a list of known US closures and delays impacting background check timelines.

View a background check status

Admins can view the status of a background check in Gusto:

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.

The status of each background check report can be seen in the "Status" column of this page. A more specific return date is shown once the candidate authorizes the check. Check the tables below to learn what each invitation and report status means.

Invitation statuses

Status	Meaning
Invitation sent	An invitation has been sent to a candidate and they have 7 days to complete the invitation
Invitation expired	An invitation has expired and no report will be run unless a new invitation is sent to the candidate
Invitation canceled	An invitation was canceled before any information was collected from the candidate
Background check invitation errored	Background check was sent to an invalid email address

Background check report statuses

Status	Meaning
Pending	Report is in progress
Suspended	Report has stopped running because of missing information
Disputed	Report information is being disputed by the candidate
Complete	Report has been completed and admins notified
Complete with Canceled	Report has manually completed, one or more screenings within the report has been canceled
Clear	Report is complete and no criminal records were found
Eligible	Report is complete and based on Assess settings the candidate is eligible for employment
Review	Report is complete and based on Assess settings the report needs manual review
Escalated	Report is complete and based on Assess settings the report needs manual review for 2 or more found convictions.
Consider	Report is complete and there is reportable information
Pre-Adverse Action	Employer has started the Adverse Action process and sent the first notice.
Post-Adverse Action	Employer has completed the Adverse Action process and sent final notice

For more detail about the status of a check, sign in to your Checkr dashboard. If a check is delayed, Checkr's Candidates page will list the reason for the delay.

If you have more questions about the status of a check, contact Checkr.

Resend or cancel a background check invitation

Resend a background check invitation

If a candidate doesn’t consent to a background check and provide their personal information within 7 days of the invitation being sent, the request will expire and you will not be charged.

If a background check invitation is expired or canceled, here’s how to resend it:

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Find your candidate’s name and click Resend.
- If this is not available, click Cancel background check. The option to resend will appear once it's canceled.

Cancel a background check invitation

If the candidate has not yet filled out their personal information and given consent, you can cancel a background check without being charged for it.

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Click the actions ⋮ icon for the relevant candidate.
Click Cancel background check.

The candidate will not be emailed that the background check has been canceled, but if they click the original invitation they were sent, they'll be told the request was canceled.

Review results and make a hiring decision

Once a background check is complete, admins are notified when their report is available in both Gusto and Checkr.

Detailed background check information is stored in Gusto for 30 days. After 30 days, to protect privacy and personal information, detailed background check information is no longer accessible in Gusto. It is available on Checkr indefinitely.

View a background check report in Gusto

Once you’re notified that a candidate’s background check is complete, here’s how to view the full report in Gusto.

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Select the candidate’s name.

Review results and make a hiring decision

Check out Checkr's guide to reviewing a completed report. There you can also find next steps for your hiring decisions.

Hiring a candidate

If you choose to move forward with a candidate, onboard them to Gusto and add them to payroll.

Choosing not to hire a candidate

If you choose not to move forward with a candidate due to the results of their background check, take adverse action in Checkr to stay compliant. If you have questions on adverse action, contact Checkr.

Billing

Your company is billed on a per-check basis—there are no monthly fees.

When you run a background check through Gusto, you’ll see a Checkr line item on your Gusto invoice 2 months later. You’ll be billed with the same method you use to pay your Gusto invoice (separate payment methods are not supported).

If you run a background check in Checkr directly (instead of running it from Gusto), you’ll receive a separate bill from Checkr. Your company will not receive a duplicate invoice for any given check—Checkr bills you for checks you run from Checkr, and Gusto bills you for checks you run from Gusto.

Billing FAQs

Q: I received an invoice from Checkr. Why isn’t this on my Gusto invoice?

A: If you run a background checks in Checkr directly and not in Gusto, Checkr will bill you directly at a separate time from your Gusto invoice.

Q: How do I update my payment method, or can I use a separate payment method for background checks?

A: The ACH information used in Gusto is also used to bill for background checks. It is not currently possible to use a separate payment method for background checks.

Q: Why did this background check cost what it did?

A: A background check's cost consists of the base fee plus access fees. You can view a breakdown of the base fee plus access fees on your Gusto invoice. See the "Packages and pricing" section above for a breakdown of standard packages.

Change your company’s default background check package

Each time you run a background check from Gusto, one package is shown as your default but you can choose any package for that candidate.

Here’s how to change the default package:

Sign in to your Gusto admin account.
Go to the Hiring section.
Next to "Background checks" click See details.
Toggle to the Settings tab.
If you want to change your company’s settings, click change default package.

The next time you run a background check from Gusto, your chosen package will be shown as the default. You can still choose any other package for each candidate.

Run recurring background checks

If needed, you can run recurring background checks directly through Checkr. The integration does not currently support running recurring background checks from Gusto or syncing the results to Gusto.

Gusto account cancellation

If you cancel your Gusto account, you'll still have access to your completed background checks in Checkr. You'll also be able to run background checks through Checkr directly once you add billing information to their platform.

Since background checks appear on your Gusto invoice 2 months after the check is run, you may see up to 2 additional monthly invoices after canceling your Gusto account. These invoices would include any checks you run during the second to last and last months with Gusto.

More resources from Checkr

For more information and how-tos, check out Checkr's Help Center articles: