Filipino Employee Background Check: A Simple Guide for Employers

When hiring employees from the Philippines, conducting thorough background checks is crucial for ensuring that candidates have the qualifications and integrity they claim.

In the Philippines, pre-employment background checks are not just a procedural formality but a vital step to mitigate the risks of hiring based on falsified documents.

As Singaporean employers increasingly look to the Philippines for talent, understanding and implementing these checks is essential for maintaining the integrity and success of your organization.

The integrity of your hiring process directly impacts your organization's safety, performance, and reputation.

Despite ongoing efforts by the Philippine government to combat document fraud, issues such as the falsification of land titles, manager’s checks, licenses, and educational diplomas remain prevalent. For employers, especially those outside the Philippines, identifying forged documents can be challenging without specialized knowledge.

Conducting comprehensive background checks helps verify the authenticity of a candidate’s submitted documents.

This practice not only ensures that you are hiring qualified and trustworthy individuals but also protects your company from potential legal repercussions, preserves your reputation, and enhances compliance with industry regulations.

Additionally, thorough background checks contribute to a secure working environment by safeguarding existing employees, clients, and the public.

Read Also: How to Conduct Background Checks on Malaysian Candidates

Singaporean employers seeking to hire Filipino talent should be familiar with the key documents typically requested during the hiring process in the Philippines.

These documents are crucial for verifying various aspects of a candidate’s identity, criminal history, education, employment history, and professional qualifications:

1. Certificate of Birth: Establishes the candidate’s identity, including their age and place of birth.
2. Government-Issued IDs: National ID, passport, or driver’s license for additional identity verification.
3. Police Clearance and National Bureau of Investigation (NBI) Clearance: Essential for checking the candidate’s criminal history at both local and national levels.
4. Diploma and Transcript of Records (TOR): Verify the candidate’s educational background and qualifications.
5. Certificate of Employment (COE): Confirms the candidate’s previous work experience and performance.
6. Professional Licenses: Required for regulated professions, verifying that the candidate is authorized to practice their profession.

1. Identity Verification for Birth Certificates and Government-Issued IDs

Verifying the identity of a candidate is the first and most fundamental step in the background check process. Ensuring that the personal information provided is accurate and matches official records is crucial for establishing the candidate's true identity.

Process

• Use the Philippine Statistics Authority (PSA) e-Verification Mobile App to verify birth certificates. This app allows employers to validate the displayed information against the printed security paper (SECPA).
• For other government-issued IDs like the National ID, use the QR code feature embedded in the ID to confirm details such as the candidate’s full name, date of birth, gender, and birthplace.
• If certain IDs do not have QR code features, manual verification may be necessary. This can involve direct inquiries with the issuing government agencies.

Turnaround Time

The PSA e-Verification App and QR code scans typically provide instant results. However, manual verification can take longer, depending on the responsiveness of the relevant government agencies. To expedite this process, consider partnering with a third-party background check provider.

2. Criminal Records Check via Police and NBI Clearance

Checking a candidate's criminal history is essential for assessing their suitability for the role, particularly for positions involving trust, safety, or sensitive information. A clean criminal record ensures that the candidate does not pose a risk to your organization.

Process

• Request the candidate to submit valid Police Clearance and NBI Clearance certificates. Police Clearance provides information on any criminal activities at the local level, while NBI Clearance covers national records.
• Use the NBI Online Verification Portal to verify the authenticity of the NBI Clearance. Employers can input the NBI ID Number to check if the clearance is valid and up-to-date.

Limitations

The NBI Clearance does not include civil cases, and offenses not yet recorded in the NBI database (e.g., cases still under investigation) may not be reflected. For a more comprehensive criminal background check, especially for high-risk roles, consider outsourcing this task to a specialized background screening company.

Turnaround Time

The NBI Online Verification Portal can provide instant results. However, manual checks, especially for Police Clearance, may take longer depending on the local government’s processing time.

3. Education Verification for Diplomas and Transcript of Records

Verifying a candidate’s educational background is crucial, particularly for roles that require specific qualifications. Ensuring that the candidate has genuinely attained the degree or certification they claim is essential for assessing their capability to perform the job.

Process

• Contact the educational institutions directly to verify the authenticity of diplomas and transcripts. This includes confirming the degree obtained, dates of attendance, graduation date, and any honors or recognitions received.
• Some institutions may require official requests via email or forms, while others may allow verification through scheduled phone calls.

Turnaround Time

The time required for education verification can vary widely, from a few days to several weeks, depending on the institution’s processes and responsiveness. Partnering with a background screening platform can streamline this process and reduce waiting times.

4. Employment History Verification through Certificates of Employment

Verifying a candidate’s work history is essential for roles that require specific experience levels or skills. Confirming that the candidate has the experience they claim helps ensure they are well-suited for the job.

Process

• Contact the candidate’s previous employers directly to verify the information provided in the Certificates of Employment (COE). This includes verifying the duration of employment, job title, and overall performance.
• While the COE provides basic employment details, additional inquiries may be necessary to gain a deeper understanding of the candidate’s responsibilities and contributions in their previous roles.

Turnaround Time

The time required for this check depends on the responsiveness of the candidate’s previous employers and the number of previous positions you need to verify. Using services like Veremark can expedite the process by automating inquiries and follow-ups.

5. Professional Qualifications Verification for Licenses

For positions in regulated professions such as nursing, engineering, or teaching, it is crucial to verify that the candidate holds a valid professional license. This ensures they are legally qualified to practice their profession.

Process

• Use the Professional Regulation Commission (PRC) Online Verification Platform to verify the candidate’s license. This platform allows employers to check if the candidate is a registered professional, has a valid license, and has passed the necessary board exams.
• Employers can also view the candidate’s board exam ratings, license registration date, and expiration date. However, the platform does not provide information on the candidate’s professional affiliations or significant contributions to their field.

Turnaround Time

The PRC Online Verification Platform provides instant results, making this process quick and efficient. For more detailed information about the candidate’s professional history, consider collaborating with a background screening provider.

Depending on the specific role and industry, Singapore employers may also consider conducting the following additional background checks:

1. Credit History Checks

Credit history checks are particularly relevant for roles in finance, banking, and law, where financial integrity is critical. A candidate’s credit history can provide insights into their financial responsibility and trustworthiness.

Process

• In the Philippines, candidates can obtain their credit scores from accredited credit bureaus, such as the Credit Information Corporation, for a fee.
• Employers can request candidates to submit their credit reports or work with a background check provider to obtain this information.

2. Social Media Checks

Social media checks can provide additional insights into a candidate’s character and public persona, which may be relevant for roles that require a high level of public interaction or representation of the company.

Process

• While many employers perform casual social media checks by browsing candidates’ public profiles, a more thorough review may be necessary for senior or sensitive positions.
• This can involve analyzing the candidate’s social media activity to identify any potentially problematic behavior, such as inappropriate comments or posts that could reflect poorly on the company.

Singapore employers conducting background checks on Filipino employees must comply with the Data Privacy Act of 2012. This law governs how personal data is collected, processed, and stored during background checks, ensuring that the candidate’s privacy rights are protected.

Consent

Employers must obtain the candidate’s explicit consent before collecting personal data for background checks. The candidate must be informed about what data will be collected, why it is needed, and how it will be used.

Data Minimization

Only relevant information should be collected, and it should be limited to what is necessary for the background check.

Data Security

Employers are required to implement appropriate organizational and technical measures to protect the personal data collected from unauthorized access, disclosure, or loss.

Data Retention

Personal data should only be retained for as long as necessary to fulfill the purposes of the background check, after which it should be securely deleted or anonymized.

Data Subject Rights

Candidates have the right to access, correct, or object to the processing of their personal data. Employers must provide a mechanism for candidates to exercise these rights.

Failing to comply with the Data Privacy Act can result in significant penalties, including fines and imprisonment, as well as damage to the employer’s reputation.

When deciding whether to conduct background checks in-house or to outsource them to a specialized provider, Singapore employers should consider the following:

1. In-House Background Checks

Advantages:

• Greater control over the process, including the ability to tailor checks to specific needs.
• Direct interaction with candidates and previous employers for more detailed information.
• Cost savings, particularly for small organizations with limited hiring needs.

Challenges:

• Requires significant administrative effort and resources, particularly for verifying documents across international borders.
• Ensuring legal compliance with local laws, such as the Data Privacy Act, can be complex.
• May lack the expertise and tools to detect sophisticated document fraud or conduct comprehensive checks.

Best For: Smaller companies with fewer hires and established HR teams familiar with the legal and administrative requirements of conducting background checks.

2. Outsourced Background Checks

Advantages:

• Access to expertise, technology, and resources for conducting thorough and accurate checks, including international verifications.
• Reduces the administrative burden on your HR team, freeing them to focus on other strategic tasks.
• Ensures compliance with local regulations and best practices, minimizing the risk of legal complications.

Challenges:

• Higher costs associated with hiring third-party providers, particularly for high-volume or complex checks.
• Less direct control over the process, which may result in a more standardized approach that might not fully align with your specific needs.
• Potential delays if the provider’s process is not well-aligned with your hiring timeline.

Best For: Larger organizations or companies with high-volume hiring needs, especially those hiring internationally, where expertise in local regulations and practices is crucial.

Are background checks legal in the Philippines?

Yes, background checks are legal in the Philippines, but they must be conducted in compliance with specific legal guidelines and regulations to protect the rights of individuals. The primary legal framework governing background checks in the Philippines is the Data Privacy Act of 2012 (Republic Act No. 10173).

How do I check my criminal record in the Philippines?

To check your criminal record in the Philippines, you can get an NBI or Police Clearance. For an NBI Clearance, register online at NBI Clearance Online Services, pay the fee, and attend an appointment with a valid ID for biometrics.

Clearances are often issued the same day unless further verification is needed. For a Police Clearance, visit your local PNP station with a valid ID, fill out the application form, pay the fee, and provide biometrics. This clearance is usually available immediately. Both are typically valid for one year.

How much does a background check cost in the Philippines?

The cost of a background check in the Philippines can vary depending on the type of check and the provider. Here’s a general breakdown, with approximate costs in Singapore Dollars (SGD):

• NBI Clearance: Approximately PHP 130–150 (SGD 3.30–3.75).
• Police Clearance: Typically PHP 100–150 (SGD 2.50–3.75).
• Employment Background Checks: If outsourced to third-party providers, costs can range from PHP 1,000 to PHP 5,000 (SGD 25–125), depending on the depth of the check and the services included.

These costs may vary based on location and additional services requested.

Can a background check reveal past employers in the Philippines?

Yes, a background check can reveal past employers in the Philippines. During the employment history verification process, employers may verify the candidate's previous job positions, durations of employment, and roles through:

• Certificates of Employment: Provided by previous employers, outlining job details.
• Direct Verification: Contacting former employers directly to confirm employment history.

However, the extent of information revealed depends on the accuracy of the documents provided and the responsiveness of previous employers.

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