LEGAL & COMPLIANCE
If you're using SAP SuccessFactors or evaluating it for your hiring process, understanding its background check capabilities and related legal compliance requirements is essential. This guide answers common questions HR professionals ask about how SuccessFactors handles background screening while highlighting critical compliance obligations under federal and state law.
Does SAP SuccessFactors Do Background Checks?
No, SAP SuccessFactors does not conduct background checks directly. Instead, the platform integrates with third-party Consumer Reporting Agencies (CRAs) who perform the actual checks while SuccessFactors manages the workflow and data within your hiring process.
This is the standard approach for enterprise ATS platforms, which focus on applicant tracking and onboarding rather than performing investigative services themselves. The third-party screening providers are Consumer Reporting Agencies regulated under the Fair Credit Reporting Act (FCRA), 15 U.S.C. ç 1681 et seq.
What SuccessFactors Does
SuccessFactors facilitates the entire background check workflow through its Background Check Management module:
- Disclosure and Authorization Management: Presents required FCRA disclosure and authorization documents to candidates
- Initiation: Transmits screening requests to your integrated CRA
- Status Tracking: Monitors progress and provides real-time updates to your hiring team
- Results Management: Receives and stores completed reports
- Adverse Action Workflow: Supports legally compliant adverse action processes when required
- Audit Trails: Maintains detailed records for compliance purposes and audit defense
- Data Synchronization: Keeps candidate information current across systems
From an HR perspective, background screening is not just a technology solution to integrate; it is a governance discipline that needs to have ownership, documentation, and collaboration between HR, legal, and compliance groups. While technology can assist in the process, it does not eliminate the need to thoughtfully navigate the disclosure, authorization, and adverse action issues. My recommendation is to view your background screening partner as a strategic partner and to review your processes to ensure they continue to meet the ever-changing federal and state regulations.
Key Advantage: Flexibility
Rather than being locked into a single screening provider, you can choose the CRA that best fits your organization's needs, industry requirements, geographic coverage, and budget. You'll connect that provider to SuccessFactors through pre-built integrations or APIs.
Important Compliance Note
Even though a third-party CRA conducts the actual investigation, employers retain legal responsibility for FCRA compliance in how they use consumer reports. Both the CRA and the employer can be held liable for violations, including statutory damages of $100 to $1,000 per violation, actual damages, attorney's fees, and FTC enforcement actions.
How Long Does a Background Check Through SuccessFactors Take?
The timeline depends entirely on your chosen CRA, not on SuccessFactors itself.
Typical Timelines (Estimates Only)
- Standard employment and criminal checks: 2 to 5 business days
- Comprehensive screenings (education verification, international checks, professional licenses): 5 to 10 business days or longer
Factors That Influence Duration
- County courthouses: Manual record searches take longer than digital databases
- International screenings: Vary widely based on country record-keeping systems and legal requirements
- Education and employment verifications: Depend on response time from schools and former employers
- Completeness of candidate information: Inaccurate or incomplete data causes delays
- Court closures or backlogs: Holidays, backlogs, or courthouse closures extend timelines
What SuccessFactors Controls
Once you initiate a background check through SuccessFactors, the request reaches your CRA almost instantly. You won't experience delays due to manual data entry or communication gaps. Status updates flow back into SuccessFactors automatically, so your hiring team stays informed without checking multiple systems.
Compliance Timing Consideration
Remember that if you must provide a pre-adverse action notice based on background check results, you must allow the candidate reasonable time to respond (typically at least 5 business days) before taking final adverse action. Factor this into your hiring timeline.
What Types of Background Checks Does SAP SuccessFactors Support?
SAP SuccessFactors facilitates whatever type of background check your chosen CRA offers and your organization configures within the system. The platform itself is screening-agnostic, meaning it can support virtually any combination of checks.
Common Check Types
Most organizations configure packages that may include:
- Criminal record searches (county, state, federal levels)
- Employment history verification
- Education and credential verification
- Professional license and certification validation
- Motor vehicle record checks (for roles involving driving)
- Drug screening coordination
- Credit history checks (heavily restricted â see below)
- Civil court records
- Global sanctions and watchlist screening
Configurable Screening Packages
SuccessFactors allows you to configure different screening packages for different role types:
- Entry-level positions: Criminal checks (where timing permitted), employment verification
- Professional roles: Add education and credential verification
- Driving positions: Add MVR checks
- Regulated industries: Add license validation, compliance screenings
- Executive roles: More comprehensive packages (where legally permitted)
You can also build conditional workflows where certain findings trigger additional screening steps automatically.
Compliance Reminder: Screening packages must be job-related and consistent with business necessity. Requiring more extensive checks for positions predominantly filled by certain demographic groups may create disparate impact liability.
How Thorough Are Background Checks Processed Through SuccessFactors?
The thoroughness depends entirely on:
- Which CRA you select: Their database access, verification processes, and research capabilities
- How you configure your screening packages: Which check types you include
- The CRA's compliance practices: Whether they follow FCRA requirements for accuracy and dispute resolution
SuccessFactors acts as the workflow manager and data repository; the actual depth and quality of investigation comes from your CRA.
What SuccessFactors Supports
The platform can handle complex, multi-layered screening programs that meet strict regulatory requirements in industries like healthcare, finance, and government contracting. It maintains detailed records of every screening action, which proves valuable during audits, EEOC charges, or litigation.
Evaluating Your CRA Partner
When selecting a background check provider to integrate with SuccessFactors, evaluate:
- FCRA compliance: Do they have documented procedures for accuracy, dispute resolution, and required notices?
- Accreditation: Are they PBSA accredited (Professional Background Screening Association)?
- Data sources: What databases and verification methods do they use?
- Geographic coverage: Can they conduct searches in all locations where you hire?
- Turnaround times: Do they meet your hiring timeline needs?
- Adverse action support: Do they provide tools to manage adverse action workflows?
- State law compliance: Do they stay current on changing state and local requirements?
- Data security: Are they SOC 2 certified? What encryption and security measures do they use?
- Customer support: Can you reach knowledgeable compliance staff when questions arise?
Remember: The integration with SuccessFactors will only be as thorough and compliant as the CRA performing the actual work.
Implementation in SuccessFactors
Work with your CRA to ensure your SuccessFactors integration automates adverse action workflows, including:
- Automatic generation of required notices with correct language
- Tracking of waiting periods
- Documentation of all steps for audit defense
- State-specific variations where you hire
Critical: Failure to follow adverse action procedures is one of the most common FCRA violations and can result in liability for statutory damages ($100-$1,000 per violation), actual damages, and attorney's fees.
Who Does SAP SuccessFactors Partner With for Background Checks?
SAP SuccessFactors maintains integration partnerships with multiple background screening providers through its Integration Center and partner marketplace (see Gcheck). Organizations can choose from established CRAs based on their specific needs, geographic requirements, industry focus, and budget considerations.
Selecting a Background Check Integration
When evaluating background check integrations for SuccessFactors, look for providers that offer:
- Real-time status updates that flow into SuccessFactors automatically
- Configurable screening packages that match your role-specific needs
- Strong data security practices (encryption, SOC 2 certification, secure data centers)
- FCRA and state law compliance expertise with regular legal updates
- Adverse action workflow support with automated notices and tracking
- Required check types and geographic coverage for your hiring locations
- Responsive customer support with knowledgeable compliance staff
- Transparent pricing without hidden fees
- Integration quality that feels seamless within SuccessFactors
- Candidate experience focus with clear communications and dispute resolution
Benefits of Specialized Background Check Services
Using a dedicated CRA through SuccessFactors integration offers several practical benefits:
1. Investigation Quality
Specialized CRAs focus exclusively on accuracy, database access, and verification methods, resulting in more reliable results than generalist solutions.
2. Compliance Automation
Proper integrations automate FCRA disclosure management, adverse action workflows, and state law variations, reducing your legal risk.
3. Candidate Experience
Candidates receive professional, compliant experiences with automated status updates, clear communications, and faster turnaround times, protecting your employer brand during competitive hiring.
4. Regulatory Updates
Dedicated CRAs monitor changing FCRA interpretations, state law developments, and EEOC guidance, helping you stay compliant as regulations evolve.
Important Legal Disclaimer: Background check processes are heavily regulated under the Fair Credit Reporting Act (FCRA), Equal Employment Opportunity Commission (EEOC) guidance, and numerous state and local laws. This guide provides general information but does not constitute legal advice. Consult with employment law counsel to ensure your background check practices comply with all applicable federal, state, and local requirements in the jurisdictions where you operate.
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