This article is for admins with full access or the hire and onboard permission who want to run background checks through Gusto using Checkr.
Checkr helps employers run background checks quickly while staying compliant with the law. The platform also reduces human error and bias in hiring. Checkr helps companies make fair, informed hiring decisions.
When you connect Checkr to Gusto, you can send and track background check requests for candidates, employees, and individual US-based contractors. If you need to run background checks right away, you can use Checkr directly and connect your account to Gusto later.
For business contractors: Sign in to Checkr directly to order a background check for the individual tied to the business.
For non-US contractors: You can run background checks directly through Checkr with the right plan.
Learn more about state background check laws and what to think about when running a background check on our blog.
You can run background checks from Gusto once your company:
Finishes setting up Gusto, and
Runs its first payroll.
Need to run a check before then? You have options:
Run the check directly on Checkr.com.
Connect your Checkr account to Gusto later. You will not get charged twice for the same check.
You can run a background check on a contractor any time after their onboarding is complete.
If you try to run a check too early, you may see errors like:
“Email already in use”
A job title validation error
To fix these errors, ask the contractor to finish their original invite first. Then run the background check.
Connect to Checkr from your Gusto admin account to send and track background check requests.
Note: You must be a full-access admin or an admin with the hire and onboard permission to set up and run background checks in Gusto.
We offer the same Checkr packages and pricing whether you sign up from Gusto or already have a Checkr account. Below are the default packages available through Gusto.
If the default packages below do not fit your needs, contact Checkr to discuss custom packages and more screenings. If you set up a custom package directly in your Checkr account, you can use it through the Gusto integration.
Checkr verifies education for colleges, universities, high schools, and GED equivalency exams. Visit Checkr’s help center for more information. You can turn on international education verification if needed. These verifications take longer and cost more. To turn on 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
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 check
• Global watchlist check
• National Criminal Database search
• County criminal search (current county)
• Motor vehicle report (MVR)
• SSN validation / trace
• Sex offender check
• Global watchlist check
• National Criminal Database search
• County criminal search (unlimited counties, 7-year lookback)
• Motor vehicle report (MVR)
Counties, states, and DMVs charge access fees to pull someone’s records. Checkr and Gusto do not mark up these fees.
Click here for a list of access fees by state, county, and DMV.
Access fees do not appear before you run a check because the fees depend on which counties and agencies provide the records.
Criminal check access fees
Access fees range from $0.75 in some Colorado counties to $95 in some New York counties.
The number of access fees you pay for each background check varies. For example, if the National Criminal Database search does not find a record and a candidate lived in 5 different counties over the past 7 years, you will pay 5 access fees with the Pro package. You will only pay 1 access fee with the Standard package.
Education or employment verification access fees
These screenings charge third-party access fees from industry verification databases.
For employment verifications, Checkr first searches available databases, like The Work Number for Everyone. These databases charge a fee when Checkr completes the verification.
For education verifications, Checkr searches known education databases, like the National Student Clearinghouse.
You can view specific employment and education access fees on your invoice.
If you run background checks for more than one Gusto company and your email links to multiple Checkr accounts, Checkr will ask you to choose which account to connect when you sign in.
You can switch between accounts in Checkr as needed.
If your company already has a Checkr account, you can connect it to Gusto.
Once you connect the integration and run payroll in Gusto, you can run background checks in Gusto. We will not sync any checks you ran before connecting the integration. You can still view previous checks in Checkr.
To connect your existing Checkr account to Gusto:
Go to the App directory.
Search for and select Background Checks.
Click Learn more.
Click Learn more again.
At the bottom, click Log in here.
Click Login.
Enter your Checkr admin credentials and click Log in.
We will ask whether you currently run background checks.
Tell us your reason for your interest in background checks. We ask this to suggest the type of check that best fits your needs.
If you currently run background checks, we will ask about your current methods for collecting information.
Click Continue.
After you review the information about background checks and pricing, scroll to the bottom and click the checkbox to agree to the terms of service.
Now you can start running background checks. Go to the Run a background check sections of the article for next steps.
Note: If you run a background check from Checkr (instead of Gusto), the information from 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 are ready.
Here is how billing works when you start running checks from Gusto:
Checkr bills your company for any checks you run directly from Checkr.
We bill your company for any checks you run from Gusto. After you run a check from Gusto, the Checkr fee will appear on your regular Gusto invoice within 2 billing cycles.
If your company does not have a Checkr account yet, follow these steps to create an account and connect it to Gusto.
To sign up for Checkr from Gusto:
Go to People.
Click Hiring.
Next to Background checks, click Set up your account.
After you review the information about background checks and pricing, scroll to the bottom and click the checkbox to agree to the terms of service.
Click Get started.
Select whether you currently run background checks.
Tell us your reason for your interest in background checks. We ask this to suggest the type of check that best fits your needs.
If you currently run background checks, we will ask about your current methods for collecting information.
Click Continue.
Enter a compliance contact email.
Click Create account. You will only be charged when you run a check.
Create your company’s policy for background check use. You can use the template we provide or click Customize to make changes.
Click the checkbox to agree to your company’s new background check policy.
Under Statement of purpose for candidates, enter a statement to share with candidates who get 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 package will appear as the default when you start a background check request, but you can choose a different package each time. There are no monthly fees—you will be charged per background check. Go to the Background check billing section of the article to learn more.
Click Select package.
If your industry does not require criminal background checks and you selected a package with criminal background checks, we will ask you to show what roles at your company require a background check.
Fairness filters
Checkr applies fairness filters to all background checks you run through Gusto. These filters help reduce bias when reviewing background check results. To view and change these filters, log in to your Checkr account and choose the Assess menu item.
Data syncing
Note: 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 are 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.
Click Don’t remember your password?
Checkr will email you a link to set up your password.
Before you start running background checks, consider setting up Checkr’s Assess Standard. This tool helps you make more efficient and compliant hiring decisions.
Making hiring decisions based on background checks takes time. It also creates legal risk if you handle them inconsistently. Setting up Assess Standard guidelines ahead of time saves you time and reduces your compliance risk.
You can run background checks right from Gusto. If you signed up for a new Checkr account from Gusto and want to sign in to the Checkr website directly, here is how to set up your login password:
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.
Note: 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 are ready.
When you are ready to move forward with a candidate employee, you can send them a conditional offer letter and a background check request, or just a background check request.
Before you start:
Make sure you have already set up background checks for your company.
You can create an offer letter template ahead of time or while following the steps below.
To send a candidate a background check request and a conditional offer letter:
Go to People.
Click Add person.
Enter the new team member’s info:
Full name
Preferred first name (optional). We will use this name to refer to this person in messages that do not require their legal first name (like the offer letter, onboarding emails, and Org chart).
Worker type
Country
Personal email
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.
Department: Select one or click Create 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.
Start date
Click Save and continue.
Add their compensation details:
Employee type (like salary, hourly, and overtime-eligible). We do not currently support paying employees by piece rate—per visit, per bundle, or per package.
Compensation amount
Employment status: This sets their benefits eligibility if you offer benefits with Gusto.
2% shareholder status
Any special tax exemption status, if it applies.
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, you must complete them.
Click Preview to view what the letter will look like with this employee’s details filled out.
You can edit the offer letter directly if you want to customize it for this employee. Place your cursor where you want to make a change, then start typing.
Insert Smart Text: Use this option to add a field that fills in 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.
We will show your company’s default background package. Click Edit 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].
What happens next:
We will send the offer letter to the candidate’s personal email right away. After they sign the offer letter, we will 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. We will update their status when they sign their offer letter and begin the background check process. Once they authorize the background check and provide their personal information, their status will change to Background check in progress and we will share an estimated turnaround time.
We will notify you when the candidate signs their offer and once their background check is complete. We store detailed background check information for 30 days. After 30 days, to protect privacy and personal information, we no longer provide access to detailed background check information. Checkr stores this information indefinitely.
You can view, update, or rescind offers from the Hiring tab. Next to Background checks, click See details.
You can continue onboarding the candidate while Checkr processes the background check. Go to the People section, then click the Onboarding tab. Next to the candidate’s name, under the Progress column, click View checklist to go to their onboarding checklist.
Follow these steps 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.
To send a background check request only (without a conditional offer letter):
Go to People.
Click Hiring.
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). We will use this name to refer to this person in messages that do not require their legal first name (like the offer letter, onboarding emails, and Org chart).
Worker type
Country
Personal email
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.
Department: Select one or click Create 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.
Start date
Click Save and continue.
Add their compensation details:
Employee type (like salary, hourly, and overtime-eligible). We do not currently support paying employees by piece rate—per visit, per bundle, or per package.
Compensation amount
Employment status: This sets their benefits eligibility if you offer benefits with Gusto.
2% shareholder status
Any special tax exemption status, if it applies.
Click Save and continue.
We will show your company’s default background package. 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 People section, 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.
What happens next:
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 change to Background check in progress and we will share an estimated turnaround time.
We will notify you once the background check is complete. We store detailed background check information for 30 days. After 30 days, to protect privacy and personal information, we no longer provide access to detailed background check information. Checkr stores this information indefinitely.
You can view, update, or rescind offers from the Hiring tab.
You can continue onboarding the candidate while Checkr processes the background check. Go to the People section, then click the Onboarding tab. Next to the candidate’s name, under the Progress column, click View checklist to go to their onboarding checklist.
Follow these steps to send a background check to a current employee or individual contractor. If you need to send a background check to a business contractor, you can run the check directly in Checkr.
To run a background check for a current team member:
Go to People.
Click Hiring.
Next to Background checks, click See details.
Choose New background check.
Under Select a person, click the text box to choose your employee or contractor. You can start typing to search for 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.
What happens next:
Your team member will get an email inviting them to authorize the background check. You can track the progress of the report in the Background checks tile. Once they authorize the background check and provide their personal information, their status will change to Background check in progress and we will share an estimated turnaround time.
We will notify you once the background check is complete. We store detailed background check information for 30 days. After 30 days, to protect privacy and personal information, we no longer provide detailed background check information. Checkr stores this information indefinitely.
You can run a background check for a team member who was dismissed and rehired in two ways:
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 have a Checkr password yet, go to the Checkr sign-in page and click the Don’t remember your password? link. Checkr will email a link to set up your password.
The time to complete a check varies, but most are done within 5 business days. We email admins if Checkr needs more information and when a report is complete.
Timing depends on a few things:
How quickly the person provides their personal information.
The turnaround time of the counties and agencies that complete the report.
Whether agencies need to physically retrieve the records.
If a background check takes longer than expected, the delay is most likely due to processing delays at the county courts or motor vehicle records offices. Click here for a list of known US closures and delays that may impact background check timelines.
Admins can view the status of a background check in Gusto:
Go to People.
Click Hiring.
Next to Background checks, click See details.
The status of each background check report appears in the Status column of this page. We show a more specific return date once the candidate authorizes the check. The tables below explain the meaning of each invitation and report status.
Status
Meaning
Invitation sent
We sent an invitation to a candidate. They have 7 days to complete the invitation.
Invitation expired
The invitation expired. Checkr will not run a report unless you send a new invitation to the candidate.
Invitation canceled
The invitation was canceled before Checkr collected any information from the candidate.
Background check invitation errored
The background check was sent to an invalid email address.
Status
Meaning
Pending
Checkr is processing the report.
Suspended
Checkr stopped running the report because information is missing.
Disputed
The candidate is disputing the report information.
Complete
Checkr completed the report, and we notified admins.
Canceled
You canceled the report, or Checkr moved an incomplete screening to canceled after some time. You can reprocess the report if needed.
Clear
Checkr completed the report and found no criminal records.
Eligible
Checkr completed the report, and based on Assess settings, the candidate is eligible for employment.
Review
Checkr completed the report, and based on Assess settings, the report needs manual review.
Escalated
Checkr completed the report, and based on Assess settings, the report needs manual review for 2 or more found convictions.
Consider
Checkr completed the report, and there is no reportable information.
Pre-Adverse Action
You started the Adverse Action process and sent the first notice.
Post-Adverse Action
You completed the Adverse Action process and sent the final notice.
For more details 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.
If a background check invitation expires or you need to make changes, you can resend or cancel the invitation in Gusto.
If a candidate does not consent to a background check and provide their personal information within 7 days of getting the invitation, the request will expire, and you will not be charged.
If a background check invitation expired or you canceled it, here is how to resend it:
Go to People.
Click Hiring.
Next to Background checks, click See details.
Find your candidate’s name and click Resend.
If this option is not available, click Cancel background check. The resend option will appear once you cancel the background check.
If the candidate has not yet filled out their personal information and given consent, you can cancel the background check at no charge.
To cancel a background check:
Go to People.
Click Hiring.
Next to Background checks, click See details.
Next to the candidate’s name, click the three dots under the Actions column.
Click Cancel background check.
We will not email the candidate that you canceled the background check. However, if they click the original invitation, they will get a message that you canceled the request.
Once a background check is complete, we notify admins that their report is available in both Gusto and Checkr.
We store detailed background check information for 30 days. After 30 days, to protect privacy and personal information, we no longer provide access to detailed background check information. Checkr stores this information indefinitely.
Once we notify you that a candidate’s background check is complete, here is how to view the full report in Gusto:
Go to People.
Click Hiring.
Next to Background checks, click See details.
Select the candidate’s name.
Check out Checkr’s guide to reviewing a completed report. The guide includes the 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 their background check results, take adverse action in Checkr to stay compliant with hiring laws. If you have questions on adverse action, contact Checkr.
We bill your company on a per-check basis. There are no monthly fees.
When you run a background check through Gusto, a Checkr line item will appear on your Gusto invoice 2 months later. We charge you using the same method you use for your Gusto invoice. We do not support separate payment methods.
If you run a background check in Checkr directly (instead of running it from Gusto), Checkr will send you a separate bill. Your company will not get duplicate invoices for any checks. Checkr bills you for checks you run from Checkr, and we bill you for checks you run from Gusto.
Q: I got an invoice from Checkr. Why is this not on my Gusto invoice?
A: If you run a background check directly in Checkr and not in Gusto, Checkr will bill you separately from your Gusto invoice.
Q: How do I update my payment method, or can I use a separate payment method for background checks?
A: We use your ACH information to bill for background checks. You cannot use a separate payment method for background checks at this time.
Q: Why does this background check cost this amount?
A: Background checks cost a base fee plus access fees. Your Gusto invoice shows a breakdown of the base fee and access fees. Go to the Background check packages and pricing section of the article for standard package details.
Each time you run a background check from Gusto, we show one package as your default, but you can choose any package for that candidate.
To change the default package:
Go to People.
Click Hiring.
Next to Background checks, click See details.
Go to the Settings tab.
To change your company’s settings, click Change default package.
The next time you run a background check from Gusto, we will show your chosen package as the default. You can still choose any other package for each candidate.
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.
If you cancel your Gusto account, you will still have access to your completed background checks in Checkr. You can 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 you run the check, you may get up to 2 more monthly invoices after canceling your Gusto account. These invoices will include any checks you run during your final 2 months with Gusto.
Visit Checkr’s Help Center for more information about background checks: