Why every assignment needs a background check — and when your client’s own screening counts

Summary: Ascen requires a basic background check on every assignment before it can be submitted — for W-2 placements and for independent contractors alike, and whether or not your client asked for one. If a qualifying check already exists for that worker, you do not have to order a second one.

What is required

Every assignment needs, at minimum, a basic background check covering an SSN trace and a national criminal search. This applies to:

• Both engagement types — W-2 employees and independent contractors.

• Assignments where the client has not requested screening, and assignments where the client has said they do not want it.

Until the check is ordered, the assignment cannot be submitted for approval.

Why we require it

Ascen is the employer of record for the workers you place. That means the employment relationship, and the liability that comes with it, sits with us — so we need a consistent identity and criminal-history floor under every worker we engage, rather than one that varies by client preference.

This is an Ascen requirement, not a new law. We introduced it in response to rising identity and credential fraud across the staffing industry, and to keep screening consistent enough that we can stand behind it.

When you don’t need to order another check

You do not need an additional basic check if the worker already has a qualifying background check on file, or if the package your client requires already covers it. A client package counts when it includes all of:

• SSN trace

• National criminal search

• Sex offender search

• Global watchlist search

If your client’s package includes those, order that package — the basic check is not needed on top of it.

Roles that need more

Some work carries additional required screening on top of the basic check. Clinical healthcare assignments are the main example. See Screening requirements for clinical healthcare assignments.

Practical notes

• Order it early. Screening runs in parallel with the rest of onboarding, and the worker can keep completing their other steps while it is in progress — but the assignment will not go live without it. See How long do background checks and drug tests take?.

• On some accounts, the screening also has to clear. Time cannot be entered and the worker cannot be paid on a newly created assignment until its required screenings have cleared. See Why is time entry blocked on a new assignment? Required screenings have to clear first.

• Don’t run checks off-platform to get around it. See Can I run my own background checks/drug tests? — employment screening carries FCRA and adverse-action obligations that land on Ascen.

• If a check comes back needing review, our HR team adjudicates it; you don’t need to do anything but wait for the status to change.

Related

• How long do background checks and drug tests take?

• Can I run my own background checks/drug tests?

• Screening requirements for clinical healthcare assignments

Questions about a specific assignment or an exemption: email support@ascen.com or ask your Customer Success Manager.