An Employer’s Guide to Pennsylvania Background Checks

Hiring a new employee is always a risk. Are they as good as they claim? Is that glowing resume really as accurate as it appears? And is that polished facade you see in an interview the real person? It’s impossible to be 100% sure, but there are ways to maximize your chances. 

This is where background checks come in—especially in Pennsylvania, where screening laws, systems, and expectations can get surprisingly tangled. You’ve got multiple tools to pull from, but not all work the same way. Some are fast. Some are thorough. Others? Well, to be honest, they’re a little outdated.

If you’re trying to hire the right person without stumbling into legal trouble or missing red flags, knowing how background checks work in the Keystone State isn’t just helpful—it’s essential.

What Is a Pennsylvania Background Check?

Whether you’re in Philadelphia, Pittsburgh, or Erie, a Pennsylvania background check is a way for employers to verify a candidate’s past using state-level public records. It helps you make safer, more informed hiring decisions—whether you’re screening for criminal history, checking professional credentials, or confirming past employment. 

However, things get complicated because there’s more than one way to run a background check in Pennsylvania. The most commonly used system in the state is PATCH—short for Pennsylvania Access To Criminal History. Managed by the Pennsylvania State Police, PATCH provides access to criminal records reported to state databases. It’s quick, affordable, and widely used by employers across the state. But PATCH has a catch. It only includes data forwarded to the state level, which is sometimes fine, but if county records haven’t been updated, PATCH won’t have access to them. 

That’s where private screening services come into play. These third-party providers can pull from county courts, out-of-state jurisdictions, and federal databases, giving you a broader view. The downside is that you will almost certainly pay more, but what price would you put on getting an honest candidate?

And that’s the real tradeoff: convenience versus coverage. Relying on PATCH alone might leave blind spots, especially if you’re hiring for sensitive positions or roles involving vulnerable populations.

What Does a Background Check Show in Pennsylvania?

What shows up on a Pennsylvania background check depends on what you’re looking for and how thorough you’re willing to be. A simple check through the state’s PATCH system will give you access to certain criminal records. But that’s often just scratching the surface. 

Plenty of roles legally require further scrutiny, such as healthcare or childcare, or where it makes more sense, such as high-level positions or finance roles.

Here’s what a comprehensive Pennsylvania background check might reveal:

• Criminal Records are the bedrock of any background check. They include arrests, pending charges, and convictions gathered from state police databases and county court systems. Depending on how the record is reported, some checks may also highlight probation or parole information. Employers should note whether the offence is relevant to the position and how recently it occurred.
• Sex Offender Registry: Pennsylvania maintains a public database under Megan’s Law. If someone is a registered offender, their name, offense, tier level, and residency status will be available. This is vital for schools, healthcare roles, and any job involving children or vulnerable groups. It’s updated regularly and can be accessed directly through state platforms for verification.
• Employment History Verification: This confirms whether the candidate really worked where they said they did. It typically includes job titles, dates of employment, and in some cases, reasons for departure. Gaps or exaggerations often show up here. It can also shed light on patterns, like short-term stints or unexplained changes in industry.
• Education Verification: Degrees, diplomas, and certifications are especially important for roles requiring specialized training or credentials. Verifying this ensures you’re not hiring based on a made-up resumé. It’s a simple check that can prevent major headaches, especially when credentials are tied to compliance or safety.
• Credit History (if applicable): Often used for positions involving money management, financial oversight, or sensitive customer data. This check requires applicant consent under the FCRA and must relate to the job’s responsibilities. High debt, collections, or bankruptcies may raise concerns for fiduciary roles, but shouldn’t be used to screen indiscriminately.
• Driving Records: This check, pulled from PennDOT, shows license status, traffic violations, suspensions, and DUIs. It is a must-have for jobs involving company vehicles or commercial driving. Some employers also review driving history to assess risk, especially for roles with delivery, client travel, or operating machinery.
• Civil Court Records: This includes tax liens, foreclosures, and civil lawsuits. These aren’t always disqualifying, but can give insight into financial responsibility. Certain roles, especially in finance or real estate, may require extra scrutiny here.
• Professional License Checks: Teachers, nurses, engineers, and electricians—many jobs require licenses. This confirms the license is valid, current, and in good standing with no disciplinary action. It can also reveal past violations, suspensions, or lapsed credentials that may not be disclosed upfront.
• Drug Screening Results: If drug tests are part of the hiring process, they will appear in the screening package. Employers should ensure testing follows legal protocols, especially with changing marijuana laws. Clear, consistent policies across roles help avoid bias or legal missteps.
• Social Security Number Verification: Used to verify that the candidate’s SSN is real and matches their reported identity. It’s the first step in confirming someone is who they say they are. This also helps flag mismatches or fraudulent identities early in the hiring process.

How Far Back Can a Background Check Go in Pennsylvania?

Unlike other states, there’s nothing set in stone regarding how far back Pennsylvania background checks can go. The state doesn’t place a specific limit on lookback periods, but that doesn’t mean you have free rein. Instead, employers must follow federal rules under the Fair Credit Reporting Act (FCRA), especially if using a third-party screening service.

Under the FCRA, non-conviction information—like arrests that didn’t lead to charges or cases that were dismissed—can’t be reported after seven years. However, with criminal convictions, that’s an entirely different story. There’s no expiration date. A felony conviction from twenty years ago could still show up, unless it’s been sealed or expunged. In most cases, juvenile records are sealed and off-limits to employers. The same goes for any expunged or pardoned records; if the court has cleared it, it won’t appear on a legal background check.

Where things can get complicated is with salary-based exemptions. If you’re hiring for a role that pays more than $75,000 per year, that seven-year limitation on reporting non-convictions often doesn’t apply. High-paying roles open the door to a longer lookback window.

How Long Does a Pennsylvania Background Check Take?

Let’s be honest—time matters. You’ve got positions to fill, people waiting, and maybe even projects hanging in the balance. So, how long do background checks take in Pennsylvania? It depends. But you’re generally looking at 2 to 5 business days for a complete screening.

If you’re using PATCH, you can sometimes get results the same day. It’s fast, but as we’ve already seen, it’s limited in scope. County court checks, on the other hand, can take longer, especially in counties that still rely on manual record systems or outdated tech. Some rural areas may require in-person searches or have limited staffing. 

Then there are the third-party delays. If you’re verifying employment or education history, you’re relying on schools and past employers to respond. And let’s face it—not everyone’s in a rush to get back to you. Weekends, holidays, and even time zone differences can cause slowdowns.

So, what can employers do to speed things up? Start early. Get signed authorization from the candidate as soon as possible. Use a reputable screening partner that knows the quirks of Pennsylvania systems. And avoid cutting corners—rushing a background check only to find out later you missed something important isn’t worth it.

Pennsylvania Background Check Laws & Requirements

Pennsylvania doesn’t leave background checks entirely up to federal law. The state has carved out its own set of rules, layered with sector-specific requirements and local policies. Whether you’re hiring for a school, a hospital, or a retail job in downtown Philly, understanding these laws isn’t optional. It’s the difference between compliant hiring and legal trouble waiting to happen.

Pennsylvania Criminal History Record Information Act (CHRIA)

The Criminal History Record Information Act (CHRIA) is Pennsylvania’s central law governing how criminal records are accessed, shared, and used in hiring decisions. It sets the legal boundaries for employers across the state, whether you’re hiring for a warehouse job or a healthcare role. CHRIA allows employers to consider an applicant’s criminal convictions, but only if the conviction is directly related to the position’s duties.

That means blanket exclusions like “no one with a felony” don’t just look bad—they’re legally risky. Employers are expected to evaluate the nature of the offense, how long ago it occurred, and its relevance to the specific job.

CHRIA also requires employers to maintain strict confidentiality, follow proper storage and retention protocols, and notify applicants if adverse action is taken based on their criminal record. Non-compliance isn’t a slap-on-the-wrist issue. Violating CHRIA can result in penalties, lawsuits, or investigations from the state Attorney General’s office.

Understanding CHRIA isn’t just about doing things right—it’s about hiring fairly, legally, and responsibly.

Ban-the-Box (Philadelphia/Fair Chance Hiring)

If you’re hiring in Philadelphia, you need to play by a stricter set of rules. The city’s Fair Chance Hiring Law, which came into effect in 2016 and is often referred to as “ban-the-box,” was designed to prevent blanket discrimination against individuals with criminal records. Employers cannot ask about criminal history on job applications or during the initial interview. That question’s off the table until a conditional offer has been made.

But the restrictions don’t stop there. If a background check reveals a criminal record, you’re not automatically free to withdraw the offer. Employers must evaluate key factors, like the nature of the offense, how long ago it occurred, and how it relates to the job’s responsibilities. Rehabilitation efforts matter, as does the time passed without reoffending. You must also document your decision and give the applicant 10 days to respond before making it final.

Pennsylvania Child Protective Services Law

If your job involves working with children, this law kicks in immediately. The Child Protective Services Law requires three separate checks:

• A Child Abuse History Clearance from the Department of Human Services
• A criminal record check through PATCH
• An FBI fingerprint-based background check

These requirements apply to teachers, childcare workers, camp counselors, and healthcare staff who may interact with minors. The law is strict about timing—these checks must be completed before an employee or volunteer begins work and need to be renewed every five years.

FCRA (Fair Credit Reporting Act)

Though it’s a federal law, the Fair Credit Reporting Act (FCRA) is very much embedded into every background screening process in Pennsylvania. If you’re using a third-party service to run checks—criminal, credit, or otherwise—the FCRA applies.

That means you need to:

• Get written consent from the applicant
• Provide a pre-adverse action notice if something concerning comes up
• Give the applicant a chance to review and dispute the report
• Send a final adverse action notice if you decide not to hire based on the results

Failure to follow this process doesn’t just violate best practice—it opens the door to lawsuits.

Act 153 Clearances

Act 153 was passed to close a critical gap in background check requirements—one that previously left volunteers and part-time workers less scrutinized than full-time employees. The Act was a direct response to the Jerry Sandusky sex abuse scandal at Penn State, which highlighted the need for stronger protections for children.

It states that anyone in direct contact with children, whether paid or unpaid, is subject to the same level of vetting. This includes teachers, teaching assistants, coaches, youth group leaders, camp staff, and volunteers in schools or community programs.

To comply, individuals must complete three background checks:

• A Child Abuse History Clearance
• A Pennsylvania State Police criminal record check (PATCH)
• An FBI fingerprint-based check

These must be renewed every five years, though most organizations require them before any work begins, especially with new hires. Failing to meet these requirements isn’t just a policy issue—it can put children at risk and leave organizations legally vulnerable. Act 153 ensures no one slips through the cracks when it comes to child safety.

Frequently Asked Questions

Does Pennsylvania Follow the 7-Year Rule for Background Checks?

Technically? Yes, but with some caveats. In Pennsylvania, the Fair Credit Reporting Act (FCRA) controls how long certain information can be reported when using a third-party background screening company or Consumer Reporting Agency (CRA). Non-conviction data, like arrests that didn’t result in charges or dismissed cases, can’t be reported after seven years. However, criminal convictions have no reporting limit.

Final Thoughts

Running background checks in Pennsylvania isn’t just about checking boxes—it’s about making smart, compliant decisions that protect your team, customers, and the company’s future. From CHRIA to PATCH to Fair Chance hiring in Philadelphia, there’s a lot to manage. Skip a step or misread a rule, and you risk more than just a bad hire—you risk fines, lawsuits, or reputational damage. That’s where ScoutLogic comes in.

With ScoutLogic’s background check services, you get more than just data—you get confidence. Our team understands Pennsylvania’s screening landscape inside and out. We move fast. We stay accurate. We stay compliant. Whether you’re in healthcare, education, logistics, or finance, our industry-specific solutions are built to fit your needs. Hiring the right person starts with asking the right questions—and getting the clearest answers.

David Garcia

David Garcia, co-founder and CEO of Scout Logic, is an industry leader in the bulk background check world. With his strategic acumen and expertise in the HR sphere, specifically in hiring, recruiting, legal compliance, background checks, and resume screening, he’s an invaluable asset and consultant.

David's counsel extends across the boards of ScoutLogic, YipitData, and Supplier.io, drawing from his impactful stints on the boards of Infutor and Avetta. With an extensive 25-year journey, he champions unparalleled B2B commercial leadership within data & analytics, significantly shaping the HR landscape.