Motor Vehicle Records Background Check Authorization

Implementing a thorough MVR background check can help mitigate risk, enhance workplace safety, and promote a culture of accountability within the organization. To streamline this process, we have created a Background Check: Authorization to Obtain Motor Vehicle Records form template that would ensure compliance and efficiency in obtaining the necessary permissions for background checks.

Background Check: Authorization to Obtain Motor Vehicle Records

Authorization to Obtain Motor Vehicle Records

I, [Employee's Full Name], hereby authorize [Company Name] to obtain and review my Motor Vehicle Records (MVR) for employment-related purposes. This includes my driving history and any other relevant records that may be maintained by the Department of Motor Vehicles (DMV) or any other motor vehicle department.

Purpose of Request:

☐ Pre-employment background check

☐ Periodic review of driving records for employment

☐ Other: _______________

Personal Information:

• Full Name:
• Date of Birth:
• Driver’s License Number:
• State Issued:
• License Expiration Date:

Consent:

By signing this form, I acknowledge that I understand the reason for this request and that the information obtained will be used for legitimate business purposes related to my employment. I further authorize the release of any information related to my driving history to [Company Name]. I understand that this authorization will remain in effect for the duration of my employment unless revoked in writing.

I understand that refusal to provide consent may result in the withdrawal of my job offer or other employment-related consequences.

Employee Signature:

Date:

Witness Signature (if required):

Date:

Company Representative:

• Full Name:
• Title:
• Signature:
• Date:

Notice to Employee:

The information obtained from your Motor Vehicle Records will remain confidential and will be used only for purposes allowed by law.

For Office Use Only:

• Date MVR Requested:
• Date MVR Received:
• Reviewed by:
• Notes/Findings:

Note: This form is in compliance with all applicable federal and state laws regarding the acquisition and use of motor vehicle records for employment purposes.

Legal Considerations:

1. Fair Credit Reporting Act (FCRA) Compliance: Since MVR checks are considered a form of consumer report under the FCRA, employers must follow strict guidelines to ensure compliance, including:

Providing written notice to the employee or applicant of the intent to run a background check.

Obtaining the employee's written consent before proceeding.

Providing a copy of the report and an explanation of rights if adverse action is being considered based on the findings.

2. State-Specific Regulations:

Some states have additional requirements for obtaining and using motor vehicle records. For example, California’s Investigative Consumer Reporting Agencies Act (ICRAA) has stricter requirements for the use of investigative reports.

3. Privacy Laws:

Driving records contain personal information, and it's important to protect the privacy of employees by ensuring that records are only accessed by authorized personnel and used for employment-related purposes.

Best Practices for HR Professionals:

1. Establish a Written Policy:

Create a formal policy outlining which positions require MVR checks, the frequency of checks, and how results will be handled. Include this information in your company’s handbook or safety manual.

2. Ensure Consistency and Fairness:

Apply your MVR check policy consistently to all employees in similar roles to avoid claims of discrimination or unfair treatment.

3. Maintain Confidentiality:

Keep MVR reports confidential and limit access to HR and management personnel who need the information for employment decisions.

4.Document Everything:

Retain records of consent forms, MVR reports, and any communications regarding employment actions taken based on the results. This documentation is crucial for demonstrating compliance with FCRA and other laws.

Conclusion

In conclusion, conducting motor vehicle records background checks is a critical step in ensuring the safety and reliability of employees who operate company vehicles or are required to drive as part of their job responsibilities. By verifying driving records, HR professionals can mitigate potential risks, protect the company from liability, and maintain a safe workplace environment. The authorization to obtain motor vehicle records form template will facilitate the necessary approvals and enhance compliance with regulations, ultimately contributing to more informed hiring decisions and a safer organization.