Agenda Cover Memorandum for 02/ - City of West Palm Beach

PROCEDURE:
City of West Palm Beach
Background Investigations for Subjects
1. Notice of Investigation. Subjects shall be provided with notice of the Affiliated Employer’s
policy and practice of conducting background investigations. An Affiliated Employer must
make clear that the Affiliated Employer has a policy of conducting background
investigations. A signed disclosure/release form is required prior to initiating the background
investigation.
2. Subjects.
a. New Employee: A qualified individual evaluated to be the best candidate for a position
may be extended an offer of employment contingent upon, at a minimum, the completion
of a signed application for employment and authorization for the procurement of a
background investigation (i.e., an investigative consumer report) for employment
purposes and a satisfactory report. The report must be received by the facility, as
evidenced by the date on the report, and reviewed prior to the qualified individual’s first
day of employment at the Affiliated Employer’s facility. The application for
employment, the authorization and the report are to be filed in the employee’s personnel
file (paper records or electronic records will suffice) or for applicants not employed, in a
master verification file in the Affiliated Employer’s Human Resources Department filed
by year and alphabetized. Affiliated Employers should limit access to an employee’s
personnel file in compliance to their policy and respective state law.
b. New Employees via Acquisition: Prior to an acquisition which includes the employment
of the seller’s employees, Corporate Human Resources will compare the seller’s
background investigation policy to this policy in the required due diligence process.
Corporate Human Resources will make a recommendation to the Division President
expected to operate the newly acquired business based on that comparison. Without
regard to the background investigation decision, all employees of the acquired business
will be checked against the GSA List and OIG Sanction Report prior to the transaction
close date to determine any match of an Ineligible Person.
c. Transfers: Current employees may move among Affiliated Employers contingent upon,
at a minimum, the completion of an authorization for the procurement of a background
investigation and a satisfactory report. The report must be received by the facility, as
evidenced by the date on the report, and reviewed prior to the employee’s first day of
employment in the transferred position.
c. Promotions: Current employees who are not department managers or in a position with
responsibilities that includes a consumer Credit Report in the background investigation
report may be extended an offer of promotion to a department manager position or a
position with responsibilities that includes a Consumer Credit Report in the background
investigation contingent upon, at a minimum, the completion of an authorization for the
procurement of a background investigation and a satisfactory report. The report must be
received by the facility, as evidenced by the date on the report, and reviewed prior to the
All rights reserved. This document contains proprietary and confidential information which may not be reproduced or shared without the written consent of First Onsite. 7