UKG Pro handles millions of employee records for firms worldwide. Yet, many HR teams remain unclear about how its background screening actually works. More importantly, they need to know how to use it in full compliance with federal, state, and local employment laws. Understanding UKG Pro's background check features matters whether you're currently using the platform or checking if it meets your hiring compliance needs. This guide breaks down exactly what UKG Pro offers for background checks, how the process works, the complex legal requirements governing employment screening, and what HR professionals must know to avoid costly violations.
Does UKG Pro Do Background Checks?
UKG Pro does not conduct background checks directly as a native platform feature. Instead, UKG Pro integrates with third-party background screening providers (known as Consumer Reporting Agencies or "CRAs" under federal law) through its UKG Marketplace. As a result, HR teams can initiate and track background checks within their existing workflow. This pairing approach means you'll work with specialized background check vendors while managing the process through your UKG Pro dashboard.
How UKG Pro Pairing Works
The platform serves as a central hub where you can request background checks, monitor their status, and receive results. In this way, you won't need to switch between multiple systems.
Privacy and Data Security Factors: When background check data flows through paired systems, employers must ensure:
- Access controls: Limit access to background check results to only those with a legitimate need-to-know. Typically, this includes HR personnel directly involved in hiring decisions. FCRA §604(c) prohibits disclosure of consumer report data to unauthorized persons.
- Secure transfer: Verify that data transfers between UKG Pro and your CRA use encryption and secure protocols.
- Data limiting: Collect only the background data necessary and relevant for the specific position.
- Privacy: Train all personnel with access to background check results on privacy requirements.
- State privacy law compliance: California CPRA, Virginia CDPA, Colorado CPA, and other state privacy laws require reasonable security measures, purpose limits, and specific data handling practices.
- Breach response plans: Ensure you have documented steps to respond to unauthorized access or data breaches involving sensitive background check data.
Most pairings allow you to configure when background checks trigger in your hiring workflow. However, timing is not merely a workflow choice. In fact, many places legally mandate when you may conduct criminal background checks.
Employers must configure background check timing based on applicable state and local law for each hiring location, not merely admin ease. Consult with employment law counsel to determine compliant timing.
For firms using UKG Pro, this means you'll need to select and contract with a background check provider (CRA) separately. However, the pairing eliminates duplicate data entry and reduces admin burden when configured compliantly.
How Long Does a Background Check Through UKG Pro Take?
Background check timelines through UKG Pro depend entirely on the third-party CRA you've paired and the specific types of checks you're running. Most standard employment background checks complete within 2 to 5 business days. Nevertheless, more thorough screenings can take longer. The UKG Pro platform itself doesn't control these timelines since the actual screening work happens through your chosen CRA.
Important: These timelines are estimates. In fact, actual timelines can vary greatly based on:
- Criminal record searches in multiple places: County-level searches are more accurate than database-only searches. However, they take longer, especially when multiple places must be searched.
- Education and employment checking: Timelines vary based on how quickly schools and former employers respond to requests. Some schools take weeks to respond.
- Global background checks: Require extra time due to different legal systems, record-keeping practices, language barriers, and global data transfer factors. This includes GDPR compliance for EU records.
- Incomplete or wrong applicant details: Missing dates, addresses, or name versions can cause delays.
- Disputes: If an applicant disputes findings, FCRA §611 requires the CRA to check again within 30 days. As a result, this extends timelines.
- Court access limits: Some courts have limited hours, require in-person research, or have records not available online.
The pairing between UKG Pro and your background check provider does offer one key advantage: real-time status updates. Your HR team can monitor progress without emailing or calling the screening company for updates. Consequently, this visibility helps you talk more clearly with applicants about where they stand in the hiring process.
What Kind of Background Checks Does UKG Pro Support?
UKG Pro supports various background check types through its paired CRA providers, including:
- Criminal record searches
- Employment checking
- Education checking
- Motor vehicle record (MVR) searches
- Drug testing management
- Credit reports (subject to strict limits described below)
The specific types available to your firm depend on which background screening provider you've connected to UKG Pro, what services you've contracted, and what your area permits by law.
Setting Up Role-Based Screening Packages
Most HR teams using UKG Pro configure different screening packages for different roles. This is legally allowed and often wise, provided the packages are:
- Job-related and consistent with business necessity (Title VII, EEOC Guidance)
- Applied consistently to all applicants for the same position
- Compliant with applicable state and local limits (e.g., no credit checks for positions that don't meet state law exceptions)
- Don't result in automatic rejection but feed into individual assessment processes
Example compliant setups:
- Entry-level, non-driving positions: Criminal record search (only convictions, compliant lookback period), employment checking, education checking
- Positions involving driving: Add MVR search
- Senior management positions with money duty (in places permitting): Add employment credit report (with standalone disclosure/approval)
- Healthcare positions: Add license checking, sanctions/exclusion list checks (OIG LEIE, GSA SAM)
- Positions with access to at-risk groups: Enhanced criminal searches if required/permitted by state law
The platform typically allows you to create these preset packages. As a result, it becomes easier to maintain consistency across your hiring process while ensuring compliance with position-specific and area-specific requirements.
How Thorough Are Background Checks Through UKG Pro?
The depth of background checks run through UKG Pro depends entirely on your chosen screening provider (CRA) and the specific check types you've selected, not on UKG Pro itself. UKG Pro functions as the workflow and data management layer. Meanwhile, the actual depth and quality of screening comes from your third-party CRA.
Different CRAs offer varying levels of depth in their searches:
Criminal Record Searches:
- County criminal searches: Most thorough; direct searches of county courthouse records where applicant lived, worked, or attended school. Typically most accurate and up-to-date. Required for most thorough screenings.
- State database searches: Search state criminal history databases. However, completeness varies by state. In fact, some states' databases are incomplete or outdated.
- Federal criminal searches: Search federal district court records for federal crimes.
- National database searches: Search combined databases compiled from various sources. Nevertheless, these are not sufficient as standalone criminal searches due to incomplete data, errors, and outdated details. Still, they're useful as pointers to places for county-level searching.
- Multi-area searches: More thorough but take longer. Best practice is to search all counties where applicant lived for specified lookback period (typically 7 years, subject to legal limits).
Employment Checking:
- Basic: Confirm dates of employment and job title
- Detailed: Include duties, eligibility for rehire, reason for leaving, salary history (where legally permitted—note that many states prohibit salary history requests)
Education Checking:
- Basic: Confirm degree and end date
- Detailed: Include dates of attendance, major/minor, GPA (if applicant allows)
- High school checking: Less common for professional positions
- Global education: More complex; may require credential evaluation services
Who Does UKG Pro Use for Background Checks?
UKG Pro doesn't mandate a single background check provider. Instead, it offers pairings with multiple screening vendors through the UKG Marketplace. Therefore, firms can select the provider that best fits their needs, budget, and compliance requirements.
Background screening providers (see GCheck) integrate seamlessly with UKG Pro, alongside other background screening providers available in the marketplace. Choosing a specialized background check service matters greatly for HR efficiency and compliance. Dedicated screening providers typically offer faster turnaround times, automated compliance workflows, and better applicant contact tools than attempting to manage background checks manually. In addition, these pairings create audit trails that document every step of your screening process. Consequently, this proves valuable during compliance reviews or legal inquiries.
When selecting a background check provider for UKG Pro pairing, HR professionals should evaluate several factors. Look for providers with strong compliance support, clear pricing structures, and responsive customer service. Additionally, consider the provider's data sources, checking methods, and technology features. The right pairing should feel invisible to your workflow while delivering reliable, legally compliant results that help you make confident hiring decisions.
Legal Disclaimer: This guide provides general details and is not legal advice. Employment screening laws vary by area and change frequently. Consult with employment law counsel to ensure compliance with all applicable federal, state, and local laws.
ABOUT THE CREATOR
GCheck Editorial Team
Meet the GCheck Editorial Team, your trusted source for insightful and up-to-date information in the world of employment background checks. Committed to delivering the latest trends, best practices, and industry insights, our team is dedicated to keeping you informed.
With a passion for ensuring accuracy, compliance, and efficiency in background screening, we are your go-to experts in the field. Stay tuned for our comprehensive articles, guides, and analysis, designed to empower businesses and individuals with the knowledge they need to make informed decisions.
At GCheck, we're here to guide you through the complexities of background checks, every step of the way.
