U.S. Acceptable Documentation

All documentation received must be an acceptable form per HireRight standards.

Acceptable Documentation for Education:

Documents must meet following criteria:

• Complete document, clearly legible

• Name of candidate

• Name of school

• Date document was issued

Acceptable Documents:

• Degree or copy of Degree

• School Transcripts or copy of School Transcript

Acceptable Documentation for Employment:

Documents must meet following criteria:

• Complete document, clearly legible

• Name of candidate

• Name of employer

• If the employer names do not match, there must be confirmation as to how the employers are related

• Date document was issued

• Dates reflecting time of employment

• The dates of the employment must match what is submitted in the background screening invitation form

Acceptable Documents:

• W2s

• 944 Federal Tax Form prepared by a third party with the signature page

• 1042-S Form

• Business Checks if the business name is on the check and written out to the candidate

• Certificate of Salary Status

• Commission Checks that have been prepared by the employer and are not handwritten

• Copies of Online Paycheck Stubs

• Civilian Leave and Earning

• Statements

• Direct Deposit Slips issued from employer

• Employee profile printouts

• Employee profile Printout Example II

• EODS/EDOS/EDDS IW-2 form

• IRS Transcripts

• Itemized Commissions Sales Check Stub

• Itemized Statements of Earnings from Social Security Administration

• Itemized W2 form

• Labor Code documentation (needs to be signed and dated by employer)

• Notification of Personnel Action Forms, specifically the ones for hiring or termination (Separation Report, Separation Letter)

• Note of Personnel Action form - Example II

• Paycheck Stub

• Screenshots / Cell phone screenshots (unless fields are free text, etc. – then unacceptable)

• Severance Information Sheet

• Statements of Earnings

• Gig/Ride Share Services (1099-K)

• W2 C.G. Form (W2’s issued to Coast Guards)

• Work History Report from SSA office

Acceptable Forms of Documentation – Self Employment Only:

Documents must meet following criteria:

• Complete document, clearly legible

• Name of candidate

• Date document was issued

Acceptable Documents:

• 1040 Form prepared by a third party with the signature page (typed or physical signature)

• 1042-S Form

• 1065 Form prepared by a third party with the signature page

• 1099 Misc. Form. (Cannot be handwritten and must have the candidate's name. If only the business name is provided the business must be linked to the candidate).

• 1099K cannot be handwritten and must have the candidate's name. If only the business name is provided the business must be linked to the candidate.

• Articles of Incorporation/Certificate of Organization/Certificate of Formation filed by government agency (stamp/seal/acknowledgment with date filing indicates filing)

• Assumed Name Certificates. These are also called Fictitious Names and DBAs (Doing Business As) filed by government agency

• Business Certificate. Handwritten documents are acceptable if they are stamped and signed

• Business Checks if the business name is on the check and written out to the candidate

• Business Licenses which include the candidate's name

• California State Board of Equalization Seller's Permit

• Certificates of Limited Liability Company (LLCs) filed by government agency

• Certificate of Salary Status

• Commission Checks that have been prepared by the employer and are not handwritten.

• Copies of Online Paycheck Stubs

• IRS Transcripts

• Itemized Commissions Sales Check Stub

• Itemized Statements of Earnings from Social Security Administration which includes the employer’s name on the document

• Itemized W2 form

• K1 Shareholder Share of Income, Deductions, Credits with 3rd party preparer’s signature/information

• NYC 202EZ form Unincorporated Business Tax Return for Individuals signed by third party

• Paycheck Stub

• Sales Tax Permit

• Schedule C prepared by a third party with the signature page

• Work History Report from SSA office

Acceptable Forms of Documentation – Military & Civilian Only:

Documents must meet following criteria:

• Complete document, clearly legible

• Name of candidate

• Date document was issued

Acceptable Documents:

• Civilian Leave and Earning Statements

• DD214

• Leave and Earnings Statements

• Member 4 (Military Documentation)

• NGB22

• Notification of Personnel Action Forms specifically the ones for hiring or termination (Separation Report, Separation Letter) including an official state seal and/or authorized form preparer’s signature

• Note of Personnel Action form - Example II

• W2 C.G. Form (W2’s issued to Coast Guards)