How to Get a State and Federal Background Check?

Knowing how to get a state and federal background check is important for both employers and individuals. These checks help verify a person’s criminal history, identity, and past interactions with law enforcement. They are often required during the hiring process, especially for jobs that involve sensitive data or working with vulnerable groups.

This guide explains how each type of background check works, what information is included, and how to request one. It also outlines the key differences between state, federal, and FBI background checks so you can choose the right option for your needs.

What Is a Federal Background Check?

A federal background check searches the federal court system for criminal records. It covers criminal convictions and pending cases prosecuted at the federal level, including crimes like tax evasion, identity theft, drug trafficking, bank robbery, and crimes involving national security.

These checks are often required for roles involving access to sensitive data, national infrastructure, or vulnerable populations. Employers in healthcare, finance, education, and federal government contracting may need federal criminal background checks to meet regulatory or legal obligations.

What Is a State Background Check?

A state background check searches criminal records from state and local law enforcement agencies and court databases. It includes felony and misdemeanor charges, civil judgments, restraining orders, and warrants that occurred within the state.

Private employers often use state checks to review a candidate’s criminal history as part of a standard employment screening process. Some state agencies also require background checks for professional licenses, childcare positions, and foster care.

FBI Background Checks

According to the Pennsylvania Department of Human Services, individuals applying for an FBI background check may need to register for fingerprinting, provide identification, and submit payment at the time of service. Electronic results may be available if no criminal history is found, but paper copies are mailed for all applicants.

FBI background checks access the Integrated Automated Fingerprint Identification System (IAFIS), a national database maintained by the federal bureau. This type of background check includes all known interactions with law enforcement, including arrests, criminal convictions, and any fingerprint-submitted event.

FBI checks are required for high-security roles or when working with federal agencies. To get an FBI background check, you must submit fingerprint cards and pay a processing fee through an approved FBI channeler.

Comparison of Background Check Types

This comparison highlights the key differences between state, federal, and FBI background checks, including their sources, what information they include, and when each type is typically used. It helps determine which background check is appropriate for specific employment or compliance needs.

Type	Source	Includes	Used For
State Background Check	State law enforcement	In-state criminal history, civil records	Employment, licensing, childcare
Federal Background Check	Federal court system (PACER)	Federal criminal convictions and pending cases	Federal employment, sensitive positions
FBI Background Check	FBI (IAFIS, NCIC databases)	National arrests, convictions, and fingerprint data	Security clearance, immigration, adoption

How to Request a State Background Check

To get a state background check:

1. Apply online through your state’s Department of Justice or police website.
2. Provide identification details such as name, social security number, address, and date of birth.
3. Upload or submit documentation like a driver’s license or government-issued ID.
4. Pay the required fee.
5. Wait for the report. Most results are returned within 2 to 10 business days.

Some states may require fingerprinting or in-person submission for specific roles. Always follow instructions from the issuing agency.

How to Request a Federal Background Check

There are three main ways to get a federal background check:

1. Through a Background Check Provider

Many employers use a background check provider to run federal criminal background checks. These companies access the federal court system (PACER) and return reports quickly, often in 1-3 business days.

2. Request Directly Through PACER

You can request directly by:

• Creating a PACER account
• Searching by name or case number
• Paying a fee of $0.10 per page, up to $3 per document, plus $30 per search name

This method is best for legal professionals or individuals verifying specific records.

3. Request an FBI Background Check

To request an FBI background check:

• Fill out an application form (available on the FBI’s website)
• Provide fingerprint cards (FD-258 form)
• Include a money order or credit card form for the fee
• Submit to an approved FBI channeler or mail directly to the FBI

Reports are typically returned within 7 to 10 business days. You may receive results electronically or by mail.

What Information Will Show Up on a Background Check?

A background check can include several types of information depending on how it is requested and what level of screening is performed. These checks may show criminal records from federal, state, or local courts. They can also reveal pending charges, arrest records, and any outstanding warrants tied to the person being screened.

In addition, background check results might include credit report information, civil judgments, liens, and bankruptcies. Employment history, identity verification, and past court orders or restraining orders may also be part of the report. The scope of the background check depends on the requesting agency or employer.

Will Expunged or Sealed Records Show?

Expunged records and sealed records usually do not appear on standard background checks. These records are generally not accessible to private employers or background check providers during routine employment screening.

However, some roles may require more extensive review. Jobs that involve national security, federal employment, or positions requiring security clearance may allow agencies to access sealed information or require full disclosure from the candidate.

Legal Compliance for Employers

Employers must follow federal laws when conducting background checks. These include the requirement to provide written disclosure to the candidate and obtain their permission before starting the screening process.

If a hiring decision is affected by the results, the employer must follow the FCRA adverse action process. Using a compliant background check provider helps maintain legal compliance and simplifies hiring procedures.

Tips for Individuals Requesting Their Check

Before applying for a job, review your records to catch any outdated or incorrect information. This helps avoid delays in the hiring process and allows you to address issues early.

Run checks through the proper state or federal agency. Keep a copy of the report for your records, and use a trusted background check provider to submit your request accurately.

Conclusion

Getting a background check is a standard step for employment, licensing, or federal clearance. Whether you’re a business screening candidates or an individual preparing for a new role, knowing how to get a state and federal background check helps you make informed decisions and avoid delays. Each method has its process, cost, and purpose, so it’s important to choose the right option based on your needs.

Sapphire Check provides fast, secure, and compliant screening services for both individuals and employers. We offer full support with state, federal, and FBI checks, fingerprinting, and identity verification. Contact us today to request a background check or learn more about our available services.

FAQs

How do I get a federal and state background check?

To get a federal and state background check, apply online through your state’s justice department for the state check, and use PACER, an FBI-approved channeler, or a background check provider for the federal check. Each step may require identification, fingerprinting, and a processing fee.

What shows up on a federal background check?

A federal background check shows criminal convictions and pending cases prosecuted in the federal court system. It may also include civil cases, bankruptcy filings, and crimes involving federal property or national security.

How much does a federal background check cost?

The federal background check cost ranges from $18 to $50, depending on how it’s requested. PACER charges $0.10 per page plus $30 per search, while FBI checks cost $18. Background check providers may charge more for bundled services.

How do I get an FBI background check on myself?

To get an FBI background check on yourself, complete the application form, submit fingerprint cards (FD-258), and pay the $18 fee by money order or credit card. You must send the request to the FBI or use an approved FBI channeler.

Do expunged records show on federal background checks?

No, expunged records usually do not appear on federal background checks. However, jobs requiring security clearance or involving national security may still require disclosure of expunged information.