Sometimes
you may be tempted to take shortcuts or overlook background checks on
prospective employees, if you know them and feel they are trustworthy.
But, you never really know.
Even
though you use a hiring checklist for new employees and try to gather
all the right information, you might miss something. Just because an
employee’s motor vehicle record (MVR) shows no violations, you cannot
assume the driving record is spotless. If you don’t ask to see the
driver’s license or check the number, you may not get an accurate MVR.
In some
states, Social Security Numbers are used as drivers’ license numbers.
The Social Security Act allows any state to use the Social Security
Number (SSN) to establish identity. However, individuals or the state
may change drivers’ license numbers for a variety of reasons.
Always
ask to see the driver’s license! Be sure to look at the license.
Check to see if the driver has changed license numbers and use the
current number and state of license when requesting MVRs. When an old
license number is submitted, the MVR report may show “license expired.”
This may result in a dispute over the individual's status and cause
unnecessary delays. It’s important to follow up on reports that seem
unusual. It may be a simple error—or it could be cause for concern.
There are
conditions for furnishing and using consumer reports such as MVRs for
employment purposes. Employers can get a
report on a
prospective employee
if
the individual provides consent.
To help comply with the Fair
Credit Reporting Act (FCRA) requirements, you should have prospective or
current employees sign a “notice” and/or “release” form before ordering
MVRs.[i]
You can
obtain MVRs from local law enforcement centers, your State Department of
Motor Vehicles, a consumer-reporting agency, or an MVR vendor. Insurance
companies can order MVRs for underwriting purposes, but may not provide
copies or release the information to employers. However, the insurer can
let you know whether the driver meets its standards for acceptability.
Businesses
insured with Federated Insurance may use Federated's Driver
Insurability Service to check the insurability of a prospective
employee before hiring by calling
1-800-335-4687.
It is
always important to check the MVR of any prospective employee who may
drive a company vehicle. In most cases, ordering the report is a
simple matter, especially if you have an MVR program in place.
However, any time you receive a questionable report or one that shows
"expired license" it pays to investigate further. You just never
know.
[i]
Information on the Fair Credit Reporting Act (FCRA), 15 U.S.C. § 1681
may be found at this Federal Trade Commission web address:
http://www.ftc.gov/os/statutes/fcra.htm
