It’s widely acknowledged that employment fraud is increasing globally, and ensuring the legitimacy of a candidate’s employment history has become a critical aspect of the hiring process. With fake employment certificates becoming increasingly common and easily accessible, organizations are under pressure to adopt rigorous verification processes.
OnGrid’s Employment Verification (EMPV) service stands out as a comprehensive solution that thoroughly validates past employment details, effectively filtering out any fraudulent claims. This blog takes us through how OnGrid’s meticulous verification process ensures that no fake document can slip through, thereby safeguarding your organization from potential hiring risks.
The Growing Challenge of Employment Fraud
Employment fraud is a growing concern, especially in sectors like banking, financial services, insurance, e-commerce, healthcare and staffing. Candidates seeking to secure jobs they need to be qualified for often resort to using fake employment documents, which can be procured with alarming ease. This trend poses a significant challenge to HR professionals tasked with ensuring that new hires have the credentials they claim to possess.
Fake document can include appointment letters, salary slips, increment letters, relieving letters, and even bank statements and Form 16s. These documents are used to falsely represent a candidate’s employment history, putting companies at risk of hiring unqualified individuals. This is where OnGrid’s Employment Verification process becomes indispensable.
How OnGrid’s Employment Verification Process Works
Our Employment Verification process is designed with multiple layers of checks and balances to ensure that the candidate’s employment history is accurately validated. Let’s break down the key components of this robust process:
1. Initial Document Analysis
The process begins with a thorough analysis of the candidate’s submitted documents. These typically include:
Experience Letters: To verify the tenure, designation, and nature of work.
Salary Slips: To confirm exact dates of joining, compensation, and other relevant employment details.
Appointment Letters: To cross-check the initial compensation and role designation at the time of joining.
Relieving Letters: To verify the last working day, final designation, and any other relevant details.
Resignation Acceptance Letters: To confirm the formal acceptance of the candidate’s resignation and the exit date.
These documents are scrutinized for consistency and accuracy, and any discrepancies are flagged for further investigation.
2. HR Department Verification
Following the document analysis, OnGrid’s operations team reaches out directly to the HR department of the candidate’s previous employers. This step involves confirming the details provided by the candidate, ensuring that they match the official records held by the employer. This direct communication helps to eliminate any doubts about the authenticity of the documents submitted by the candidate.
3. Alternative Verification Channels
In instances where HR verification is not feasible or responses are delayed, OnGrid employs alternative methods:
EPFO Verification: The Employees’ Provident Fund Organization (EPFO) records are cross-referenced to validate employment history, including the details of provident fund deposits, the Universal Account Number (UAN), and employment dates. This method provides a reliable backup verification source.
Reporting Manager Verification: If HR verification is unavailable, OnGrid can contact the candidate’s former reporting manager to confirm employment details, provided client approval is obtained. This adds another layer of verification, ensuring accuracy.
4. Comprehensive Employer Research
To further authenticate the employer, OnGrid conducts extensive research using various online resources. This includes:
MCA Database Checks: Verifying the company’s registration and filings with the Ministry of Corporate Affairs (MCA).
GST Verification: Checking the company’s GST number and related filings to ensure it is an active and legitimate business.
Negative Media Searches: Scanning for any adverse news or reports that might indicate fraudulent activity associated with the company.
Online Presence Verification: Assessing the company’s digital footprint, including its website, LinkedIn page, and other online platforms to confirm their legitimacy.
This comprehensive research ensures that the employer is not a shell or shadow company designed to issue fake document for employment certificates.
5. Verification Results and Reporting
Once all checks are completed, OnGrid categorizes the results into three possible outcomes:
Success: All details match, and there are no major discrepancies.
Failed: Significant discrepancies are found, such as major gaps in employment dates, incorrect designations, or unsubstantiated compensation claims.
Success with Exception: Minor discrepancies are present but do not significantly impact the overall validity of the employment history.
The results are reviewed by a senior operations executive, and a detailed report is generated after going through the quality assurance checks. This report is then made available to the client via the OnGrid portal, ensuring transparency and accessibility.
The Unbeatable Assurance of OnGrid
What sets OnGrid apart is its seamless integration of a rigorous verification process with its commitment to compliance and data privacy. Our system is designed to ensure that no fake document can slip through. The audit-ready reports and SOC Type 2 certifications guarantee adherence to regulatory standards.
In times when employment fraud is becoming increasingly sophisticated, OnGrid’s Employment Verification service is an invaluable tool for HR professionals. It not only protects organizations from the risks associated with fraudulent candidates but also upholds the integrity of the hiring process.
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