Workday® Integration for Employment Verification Vendors

Almost everyone in an HR organization is a knowledge worker who works on complex tasks. We know that when we interrupt knowledge workers, it can take 20 minutes or more for the person to get back in the “groove” on a complex task.  Even minor interruptions can have a significant impact on productivity.

One of the easiest and least costly means of ridding HR staff of untimely interruptions is to outsource employment verification inquiries.

Thousands of credit reporting agencies provide employment verification services as means of gathering information they need to provide their employment background check customers. It makes good business sense to provide the information in a daily integration to relieve staff and managers of the administrative burden, while at the same time providing a means to enforce standardization of appropriate information-sharing.

Employment Verification Service 

Workday® provides easy integration using the standard connector, Core Connector Worker, in the Workday® Integration Cloud.  The integration then uses a post processor to convert data into a vendor specific format and post a change file to the vendor SFTP server. The process should be scheduled, but you could also run it as an ad hoc process.

The following table is an example of the standard outbound file mapping.

Things to Consider

The National Association of Professional Background Screeners can provide all the information you need to get started, including vendor accreditation and certification for employment verification services and background check services.

There are some things you need to do to make sure you have the correct policies and procedures in place.

Decide what information you will provide. Work with your attorney to determine what your practices should be and establish the guidelines with your verification provider.

• Many employers provide only employment dates and position. If you decide to provide reason for leaving, eligibility for rehire, salary information, or employment status, include that information in the file.
• Many states have requirements for childcare and other care providers to provide information to prevent a negligent hire. Check with your attorney to see what your requirements are.
• Many employers do not provide any information but will only verify information provided by the requester. If that is your policy, include that policy in your vendor agreement.
• Make sure everyone in your company is in compliance with how to handle requests. Best practice is to require all requests to be referred to your provider.

Employment verification services can save you a lot of administrative overhead and lost productivity. They can also help you enforce policies that protect you from liability. If you are not taking advantage of this service now, we recommend you start doing so right away.

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