---
title: "⏰ Understanding Check Expiration"
url: "https://help.scaut.com/en/article/-understanding-check-expiration"
language: "en"
last_updated: "2025-08-21T19:15:26.628Z"
---

# ⏰ Understanding Check Expiration

Learn how the expiration system works for screening checks and what happens when checks expire.

## What Is Check Expiration?

Check expiration is an automatic process that closes incomplete screening checks after a set period of inactivity, ensuring orders don't remain open indefinitely.

## How Expiration Works

### Automatic Timeline

Checks expire automatically after **30 days** of no activity by:

-   The subject (candidate/employee being screened)
-   The client (organization that ordered the check)

### Which Checks Can Expire

Only checks with these statuses can expire:

-   **Waiting on Subject** - Subject hasn't provided required information
-   **Waiting on Organization** - Organization hasn't provided requested clarification

### Which Checks Don't Expire

Checks being actively processed by Scaut (**Processing** status) do not expire.

## What Happens When a Check Expires

### Status Changes

-   **Outcome:** Set to **EXPIRED**
-   **Status:** Changes to **COMPLETED**

### Billing Impact

-   Automated checks that completed before expiry are **charged to the client**
-   Incomplete checks requiring subject participation are not charged

### Data Retention

The data retention period countdown begins when the check switches to **Completed** status (including when expired).

## Important Limitations

### No Reopening

Checks that have expired **cannot be reopened**. A new order must be placed if screening is still required.

### Fixed Expiry Period

Clients **cannot influence or extend** the 30-day expiry period. This timeline is fixed for all organizations.

## Managing Expirations

### Preventing Expiration

To avoid checks expiring:

-   Monitor **Dashboard** regularly for waiting statuses
-   Respond promptly to any "Waiting on Organization" requests
-   Follow up with subjects showing "Waiting on Subject" status
-   Consider the reminder schedule (sent at 3, 11, and 19 days)

### After Expiration

If a check expires and screening is still needed:

1.  Place a new order for the required checks
2.  Inform the subject they'll receive a new invitation
3.  Consider why the previous check expired to improve completion rates

## Common Scenarios

### Scenario 1: Subject Partially Completes Requirements

If a subject completes some checks but not others within 30 days:

-   Completed checks show their results
-   Incomplete checks show as expired
-   Completed portions are charged

### Scenario 2: Organization Delayed Response

If organization doesn't provide requested information within 30 days:

-   Check expires and cannot be reopened
-   Any automated checks already completed are charged
-   New order required to continue screening

### Scenario 3: Mixed Status Order

In orders with multiple checks:

-   Each check has its own status
-   Some may complete while others expire
-   Only inactive checks expire after 30 days

## Best Practices

### Monitor Actively

-   Check Dashboard weekly for any waiting statuses
-   Act on "Waiting on Organization" status immediately
-   Follow up with subjects before day 20

### Clear Communication

-   Inform subjects about the 30-day deadline upfront
-   Explain that expired checks require starting over
-   Set expectations about timeline requirements

### Proactive Management

-   Review aging orders weekly (15+ days old)
-   Contact subjects directly if approaching expiration
-   Provide any requested information promptly

* * *

💡 **Pro Tip:** The 30-day expiration period cannot be paused or extended. If a subject indicates they need more time, encourage them to complete what they can before expiry, as partial completion is better than full expiration.