Who Pays for a Background Check?

In most cases, the SafestHires client — the employer — pays for the background check. That is the standard model for U.S. employment screening, and it keeps the process simple for candidates while giving the employer full control over scope, timing, and billing.

Sometimes, however, an employer wants to shift the cost to the potential hire or independent contractor. SafestHires supports that workflow too, as long as the employer configures it correctly and stays mindful of a few important caveats.

How employer-paid background checks work

When the employer pays, SafestHires invoices the client every 30 days. Our default payment terms are net-30, and we will accept net-60 for certain high-volume clients. We accept payment by credit card, with the option to store the card on file or to enter it for each transaction. We also accept payment by check, ACH, and other electronic payment platforms such as BILL.com or Paymerang.

Storing a card on file

Employers that order frequently often choose to keep a card on file so orders are not delayed at checkout. Stored card information is handled through our secure payment processor; SafestHires does not retain raw card numbers on our servers.

How candidate-paid background checks work

For clients who want candidates to pay, SafestHires offers an email invitation ordering workflow. With this ordering workflow, SafestHires supports employer-paid and candidate-paid options. The employer sends the candidate a secure link, the candidate enters their own information, and if the "Applicant Pays" setting has been activated, the candidate provides consent and pays by credit or debit card. Results are delivered back to the employer through the same platform used for employer-paid orders.

Independent contractors

The same candidate-pay workflow can be used for independent contractors, volunteers, or other non-employee roles. The only requirement is that the party requesting the screening has a permissible purpose under the Fair Credit Reporting Act and obtains proper disclosure and authorization before the check is initiated.

The source-verification caveat

When a national criminal database search produces a potential record, SafestHires must verify that record at the county or state source before it can be reported. That verification is an additional charge, and it is performed only after the initial payment has already been processed.

Because we cannot go back and apply these additional charges to the candidate's credit or debit card, the cost for source verification falls to the SafestHires client — the employer — even when the candidate paid for the initial search.

How to set up candidate-paid screening

1. Confirm with your SafestHires account manager that candidate-pay is enabled on your account.
2. Choose the package or searches you want the candidate to order.
3. Send the candidate the secure email invitation from the SafestHires portal.
4. Verify that the candidate completed disclosure, authorization, and payment before the report is run.
5. Review the completed report in your dashboard; any source-verification fees will appear on your next invoice.

Frequently asked questions

Is it legal to ask a candidate to pay for a background check?

Federal law generally permits employers to require candidates to pay for their own background checks, but some states and localities restrict or prohibit the practice in certain circumstances. Employers should review applicable state and local law — and any industry-specific rules — before enabling candidate-pay.

Does candidate payment change the employer's compliance obligations?

No. The employer must still provide the required FCRA disclosure and obtain written authorization before ordering the check. The employer is also responsible for adverse action if the report leads to a negative hiring decision.

What payment methods can candidates use?

Candidates pay by credit or debit card through the secure invitation portal. SafestHires does not accept candidate payments by check, ACH, or wire.

When is the employer invoiced?

For employer-paid orders, SafestHires invoices monthly. For candidate-paid orders, the candidate is charged at the time the order is placed, and no invoice is sent to the employer for that order unless source verification or additional searches are required.

Key takeaways

• Employers are the default payer for SafestHires background checks
• Candidate-pay is available through a secure email invitation workflow
• Candidates pay by credit or debit card; employers can pay by card, check, ACH, or supported electronic platforms
• Source-verification charges always fall to the employer, even when the candidate paid initially
• Disclosure, authorization, and adverse action obligations remain with the employer regardless of who pays