PA Criminal Background Check: The Complete Guide to Pennsylvania Criminal Records

Understanding PA Criminal Background Checks

Whether you're an employer screening candidates, a recruiter verifying information, or an individual checking your own record, understanding how Pennsylvania criminal background checks work is essential. The Commonwealth has specific systems and requirements that differ from other states, and knowing the process can save you significant time and money.

Pennsylvania maintains criminal records through the Pennsylvania State Police Central Repository. The primary system for accessing these records is called PATCH—Pennsylvania Access to Criminal History. This web-based system allows both individuals and organizations to request criminal background checks online.

The PATCH System: Pennsylvania's Official Criminal Records Database

PATCH is operated by the Pennsylvania State Police and serves as the primary method for obtaining criminal background checks in the state. When you submit a request, the system compares the information you provide against the criminal history database maintained by the Central Repository.

Here's what you need to know about how PATCH works:

• Instant results for most checks: Approximately 80% of requests receive a "No Record" certificate immediately through the system
• Under Review status: If your information matches data in the repository, the request goes "Under Review" and takes 2-4 weeks for manual processing
• Online validation: You can verify the authenticity of any certificate through the PATCH Record Check Status screen

Who Can Use PATCH?

PATCH accepts two types of users:

Registered Users: Companies, agencies, or offices that routinely need criminal record checks can register with the system. Registered users are placed on a 30-day billing cycle and can pay by invoice or credit card. To set up a registered account, contact the PATCH help desk at 1-888-783-7972, option #4.

Non-Registered Users: Individuals and organizations that need occasional checks can use the system without registration. Non-registered users pay by credit card and can submit up to 10 record checks during one session. Note that the system doesn't save your information between sessions.

How to Run a PA Criminal Background Check

You have two options for obtaining a Pennsylvania criminal background check: online through PATCH or by mail using Form SP4-164.

Online Method (Recommended)

The online process is faster and usually provides instant results:

1. Go to the PATCH website (epatch.pa.gov)
2. Select "Submit a New Record Check" under Credit Card Users
3. Review and accept the terms and conditions
4. Enter the required information (name, date of birth, social security number if known)
5. Pay the $22 fee by credit card (Visa, Mastercard, Discover, or American Express accepted)
6. Print your results immediately if you receive a "No Record" status

If your request goes "Under Review," you'll receive email notifications about the status and when results are ready. Save your control number to check status later.

Mail-In Method

For those who prefer paper submission or don't have credit card access:

1. Download and print Form SP4-164 from the Pennsylvania State Police website
2. Complete the form with the required information
3. Include a $22 money order or certified check payable to "Commonwealth of Pennsylvania"
4. Mail to: Pennsylvania State Police Central Repository-164, 1800 Elmerton Avenue, Harrisburg, PA 17110-9758

Processing time for mail requests is typically 4-6 weeks, compared to instant or 2-4 weeks for online submissions. For international adoption purposes, a notarized request is required at a cost of $27.

Costs for Pennsylvania Background Checks

Understanding the fee structure helps you budget appropriately:

• Standard PATCH check: $22
• Notarized PATCH check: $27
• Volunteer checks: Free (using Form SP4-164A)
• FBI fingerprint check: $22.60-$23.85 (paid at fingerprinting location)
• Child Abuse History Clearance: $8 (free for volunteers)

For organizations running multiple background checks, Galadon's Background Checker tool can help streamline preliminary research and provide comprehensive reports with trust scores—particularly useful when vetting potential business contacts or partners before investing in official state checks.

What Shows Up on a PA Criminal Background Check

A Pennsylvania State Police criminal background check reveals criminal history information maintained in the state repository, including:

• Arrests in Pennsylvania
• Convictions (felonies and misdemeanors)
• Pending criminal charges
• Case dispositions

Important limitations to understand:

• PATCH only searches Pennsylvania records—it doesn't include federal or out-of-state offenses unless processed through Pennsylvania courts
• Sealed records under Clean Slate don't appear on standard background checks
• Juvenile records are not accessible through PATCH

Understanding Your Results

You'll receive one of three responses:

• No Record: No criminal history found in Pennsylvania
• Record: Criminal history exists and details are provided
• Request Under Review: Additional verification needed (common for people with common names or previous criminal history)

Pennsylvania Clean Slate Law: What Gets Sealed

Pennsylvania's Clean Slate law, significantly expanded in recent years, automatically seals certain criminal records from public view. This is important context for anyone running background checks.

Under Clean Slate 3.0, these records may be automatically sealed:

• Summary convictions: Sealed after 5 years with no current criminal charges
• Misdemeanor convictions: Many can be sealed after 7 years without subsequent convictions
• Some drug and property felonies: Eligible for sealing after 10 years
• Non-conviction records: Arrests that didn't result in conviction are sealed automatically after 60 days

Sealed records won't appear on PATCH checks or most employment background screens. However, they remain visible to law enforcement, prosecutors, courts, and employers required by federal law to review criminal records (such as schools, financial institutions, and childcare facilities).

When You Need More Than Just PATCH

Depending on your situation, a PATCH check alone may not be sufficient. Pennsylvania requires multiple background checks for certain roles.

Working with Children or Vulnerable Populations

Pennsylvania Child Protective Services requires three clearances for anyone working with children in schools, childcare facilities, or as foster/adoptive parents:

1. PA State Police Criminal Record Check (PATCH) - $22
2. PA Child Abuse History Clearance - $8
3. FBI Criminal History Check - Requires fingerprinting at an IDEMIA location, approximately $23

All three clearances must be renewed every 5 years and cannot be more than 5 years old at the time of employment.

Financial Services Positions

The Pennsylvania Department of Banking and Securities requires both a PA State Police check and FBI fingerprint check for financial services licenses including:

• Financial advisers
• Securities traders
• Mortgage lenders and brokers
• Check-cashing and pawnbroker services

Tips for Recruiters and Sales Professionals

If you're in B2B sales or recruiting, background verification often comes up when vetting leads or candidates. Here are practical approaches:

For preliminary vetting: Before committing to official state checks, use tools like Galadon's free Background Checker to get initial trust scores and identify potential red flags. This helps prioritize which contacts warrant deeper investigation.

For contact discovery: When you need to reach key decision-makers, combine background research with contact finding. Our Email Finder can help locate the right people once you've verified you're dealing with legitimate businesses.

For multi-state operations: Remember that PATCH only covers Pennsylvania. For candidates or contacts who've lived in multiple states, you'll need to run checks in each relevant jurisdiction or use a national database service.

How Long Do Background Checks Take?

Processing times vary by method and complexity:

• PATCH online (No Record): Instant
• PATCH online (Under Review): 2-4 weeks
• PATCH mail-in: 4-6 weeks
• FBI fingerprint check: 4-6 weeks
• Child Abuse History Clearance: Usually instant online, up to 4 weeks if flagged for review

Common Mistakes to Avoid

Based on what we see from users running background checks, here are the most frequent errors:

• Assuming PATCH covers everything: It only includes Pennsylvania records. A "No Record" result doesn't mean someone has no criminal history—just none in PA.
• Using volunteer clearances for employment: Pennsylvania law prohibits accepting volunteer clearances for employment purposes. Always get employment-purpose clearances when hiring.
• Forgetting about sealed records: Under Clean Slate, many records are now automatically sealed. If you're conducting checks for positions that require FBI clearance, sealed records may still be visible.
• Not saving your control number: If your request goes under review, you'll need this number to check status and retrieve results.

Verifying Business Contacts Beyond Criminal Records

A criminal background check is just one component of due diligence. For B2B relationships, you'll often want to verify multiple data points about potential partners, vendors, or clients.

Galadon's platform offers complementary tools for this purpose. Beyond our Background Checker, you can use our Mobile Number Finder to verify contact information and reach decision-makers directly. This multi-angle approach helps ensure you're building relationships with verified, trustworthy contacts.

Key Takeaways

Running a PA criminal background check doesn't have to be complicated. Here's what to remember:

• Use PATCH online for the fastest results ($22, often instant)
• Results showing "No Record" only apply to Pennsylvania—consider additional checks for out-of-state history
• Many records are now sealed under Clean Slate and won't appear on standard checks
• Working with children or in financial services requires additional FBI fingerprint checks
• All clearances must be renewed every 5 years
• For help with preliminary vetting and contact verification, Galadon's free tools can supplement official state records

Whether you're hiring employees, verifying business contacts, or checking your own record, understanding Pennsylvania's background check system helps you make informed decisions and stay compliant with state requirements.