Does my employee need to pay for the cost of a DBS check?

Who should cover the cost of a DBS check?  

It’s a great question – and one that needs careful consideration. There has long been debate as to who should cover the cost of the new hire onboarding process. This includes items such as a DBS check or staff uniform.  

Whether your employee needs to pay for the cost of a Disclosure and Barring Service DBS check depends on your company policy and the type of employment that your employee is undertaking.   

Usually, the employer covers the cost of a DBS check, but asking your employee to pay for their DBS check doesn’t mean that your company is not a responsible organisation. There are simply some circumstances when the employee may be required to pay for it.  

A quick Google search shows that it is a frequently asked question, with people searching for ‘is it normal to pay for your own DBS check online’ and even ‘is it normal to pay for your own DBS check NHS’, This shows that even the public sector’s approach to background checks is queried by many.  

Let’s look at some different options:  Here are the different scenarios:  

1. Employer-Paid DBS Checks

• When onboarding new staff in regulated sectors, including healthcare or education, a Standard DBS or Enhanced DBS Check may be required by law. This is because these are roles that involve children or vulnerable adults. While it is not a given, it is usual that the employers will cover the cost of a DBS check as they are necessary to fulfil safeguarding responsibilities. This is part of the pre-employment screening process and completing a DBS check application is part of the onboarding process.  

• Often, employers view paying for DBS criminal record checks as part of the hiring costs, and it is not typically passed on to the employee.  

• These roles may require the potential employee to apply for a DBS that offers Enhanced Disclosure and requires an additional check including the Children or Adult’s Barred List.  

• Employers may also need to see or get the DBS certificate number to evidence that a DBS check has been completed. This applies to every level of check.  

2. Employee-Paid DBS Checks

• In some situations, employers may ask employees to pay for their own Basic DBS check, particularly in industries where a DBS check is desirable but not legally mandated, such as retail, delivery, or administrative roles.  

• A Basic DBS shows unspent convictions as well as spent convictions and a company may need this information in order to make informed hiring decisions – however, they may not wish to take the financial liability for a check that may return a Disclosure.  
  
  

3. Volunteers

• Volunteers in certain roles may qualify for a reduced-fee Standard or Enhanced DBS check. However, if an employer asks a volunteer to undergo a DBS check, the employer usually processes it and handles any additional administrative costs.  

• There can sometimes be confusion about a volunteer being eligible for a free DBS check. While the Government will waive the cost of the DBS check for volunteers that are working in a fully-voluntary capacity, the umbrella DBS company will still levy an administrative cost. Some companies, like MyVetting, prefer to keep administrative charges on volunteer DBS checks to a minimum to help charity organisations, sports clubs, schools and community groups with the cost of a DBS check. Self-employed individualsSelf-employed individuals are also responsible for paying for their own DBS checks. For example, freelancers and contractors in certain fields may be required to fund their own background checks, especially if working with vulnerable groups or within government contracts. An individual can only apply for a Basic DBS check to be run on them, as Standard and Enhanced checks need to be requested by a company. If you are a company owner, you can request any level of DBS check through your company.  

 Can I ask my employees to pay for their DBS check?  

Yes, as an employer, you can ask your employees to pay for their own DBS (Disclosure and Barring Service) check.  

This should be detailed in your company’s policy and your agreement with the employee. As well as ensuring that your paperwork and documentation is in good order, there are several factors key factor to consider before doing asking your employees to pay for their DBS check:  

Key Considerations:  

1. Employment Contracts: If you opt to make it mandatory for employees to cover the cost of a DBS check, this must be outlined in their employment contract or clearly explained to them during the hiring process. It may be preferable to make it clear in the job advertisement rather than during the interview stages. Some employers deduct the cost of the DBS check from the employee’s first paycheck. It is important for both parties that this is understood and agreed upon beforehand.  
2. Best Practice: If your employee is working in a regulated industry, like healthcare or education, covering the cost of Standard or Enhanced DBS check because these checks are a legal requirement for the role is considered to be best practice. Asking employees to pay for these checks may be perceived as unfair, especially if the check is mandatory. This is where companies can suffer from reputational damage, when low-paid nursery workers or care workers are asked to cover the cost of a DBS check. However, the cost of DBS checks can make a real difference to a company’s bottom line.   
3. Basic DBS Checks: For non-regulated roles, where only a Basic DBS check is required, it is more common to ask employees to pay for the check themselves. This is common practice in roles where DBS checks are not legally mandated but are desirable for added security (e.g., retail, delivery, and administrative roles).  
4. Volunteers: In some cases, volunteers may qualify for free DBS checks. However, if there are administrative costs involved, you should clarify whether the volunteer or your organisation will cover these.  

Are there any legal considerations around who pays for a DBS? 

• There is no legal obligation for employers to cover the cost of a DBS check, but it is important that any requirement for employees to pay for their own checks is communicated clearly and transparently.  

• You must not force employees to pay for their DBS check without prior consent or a contractual agreement, as this could lead to disputes or a breach of contract.  

Conclusion 

While you can ask employees to pay for their own DBS checks, it’s considered best practice for employers to cover the costs in regulated industries where the checks are mandatory. If your company does decide to pass on the cost, it’s important to ensure that this arrangement is agreed upon in advance and clearly communicated.  

For more information on how to manage DBS checks, MyVetting.com provides services and guidance on DBS processes for employers and individuals.