Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws. Ensure intent to sign, consent to electronic records, attribution to the signer, and reliable record retention to meet legal requirements.

Is notarization required for this approval?

Not typically for internal HR approvals. Notarization may be required only where policy or specific state rules demand additional attestation. Remote online notarization (RON) is available in most states but varies by jurisdiction and identity-proofing requirements.

What happens if an employee fails to disclose outside work?

Failure to disclose can trigger disciplinary action, up to termination, if the omission violates policy or creates a conflict of interest. HR should follow documented investigation and disciplinary procedures consistent with company policy and employment law.

Can an approval be revoked after grant?

Yes. Employers may revoke or amend approvals for material changes, safety concerns, or policy breaches. Revocation procedures should be documented in policy and applied consistently to avoid disparate treatment claims.

Who must sign the approval for it to be valid?

A valid approval typically includes the employee, the immediate supervisor or manager, and an HR representative. Include dates and electronic signature metadata; add legal or executive sign-off if policy or role requires it.

How long should the approval record be kept?

Retain approvals according to applicable rules: at least three years for tax and routine personnel records (IRC §6501(a)), longer when HIPAA applies (45 CFR §164.530(j)), and follow I-9 retention rules where relevant (8 CFR §274a.2).

Electronic Signature
Templates
HR
Employee Outside Employment Approval

Employee Outside Employment Approval

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE OUTSIDE EMPLOYMENT APPROVAL

Purpose: Use this form to request written authorization to engage in paid employment or independent contracting outside of your employment with the Company. Completion of this form is required prior to beginning any outside employment. The employee must disclose all material details so the Company can evaluate any actual or potential conflict of interest, scheduling conflicts, or any use of Company resources or confidential information.

Personal Information

Full Legal Name Employee ID Primary Address

Phone:

Email:

Position and Work Information

Current Job Title Department

Immediate Supervisor:

Date of Hire:

Regular Work Schedule / FTE

Outside Employment Request

Outside Employer / Business Name Nature of Work / Title Describe Duties and Responsibilities

Anticipated Start Date:

Anticipated End Date:

Estimated Hours per Week:

Location of Outside Work Please indicate whether the outside employment involves any of the following:

Involves current or prospective Company clients/customers
Is a competitor or could reasonably be perceived as competition
Requires access to Company confidential information or trade secrets
Will use Company facilities, equipment, email, software, or other resources
May interfere with regular Company work hours or duties

If any boxes above are checked, explain how conflicts will be avoided or mitigated

Employment History (Most Recent)

Employer 1 — Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

References

Reference 1

Phone:

Email:

Relationship Reference 2

Phone:

Email:

Relationship Reference 3

Phone:

Email:

Relationship

Legal Disclosures and Company Policy Acknowledgements

At-Will Employment: I understand that my employment with the Company is at-will and that this approval of outside employment does not alter the at-will nature of my employment. Either I or the Company may terminate the relationship at any time, with or without cause or notice.

Equal Opportunity: The Company is an equal opportunity employer. Decisions regarding approval of outside employment will be made without regard to race, color, religion, sex, national origin, disability, age, or other protected status, except where a bona fide occupational qualification exists.

Confidentiality and Non-Compete: I acknowledge my continuing obligations to protect confidential information, trade secrets, proprietary data, and intellectual property of the Company. I will not engage in outside work that uses, discloses, or misappropriates Company confidential information or otherwise violates any confidentiality, non-solicitation, or non-compete obligations I have with the Company.

Authorizations and Certification

Certification: I certify that all information provided on this form is true, complete, and correct to the best of my knowledge. I understand that failure to disclose material facts, or engaging in outside employment contrary to Company policy or this approval, may result in disciplinary action up to and including termination of employment.

Authorization to Contact and Background Checks: I authorize the Company and its authorized agents to contact current and former employers and references provided on this form, and to conduct any background inquiries reasonably related to the evaluation of this request. I consent to the collection, use and disclosure of information obtained from such inquiries for the purpose of determining whether the outside employment is permitted under Company policies.

I certify the above statements and authorize the described contacts and background checks.

If you do NOT authorize contact with a specific reference or prior employer, identify which and explain why

Manager / HR Review (For Administrative Use)

Recommendation: Recommend Approval Recommend Denial

Manager or HR Reviewer Name Title

Decision Date:

If denied or conditional, state reason(s) and conditions

Employee Acknowledgement and Signature

Employee:

By:

Date:

What the Employee Outside Employment Approval Is

An Employee Outside Employment Approval is a formal HR document used to request, review, and authorize an employee’s paid work or business activity outside their primary employer. It records the outside employer’s name, proposed hours, duties, schedule impacts, and any perceived conflicts of interest. The form preserves managerial review, HR assessment, and the final determination, including any restrictions, conditions, or monitoring requirements. Use of the approval clarifies expectations about moonlighting, noncompete obligations, use of employer resources, and protection of proprietary information.

Why organizations use an approval form for outside work

The Employee Outside Employment Approval helps manage conflicts of interest, enforce workplace policies, and document supervisory review. It reduces ambiguity about availability, protects confidential information, and creates an auditable record that supports consistent decision-making and regulatory compliance.

Who completes and reviews the approval

Employees, managers, and HR typically use the Employee Outside Employment Approval to request and evaluate permission for outside work prior to starting.

Employees — disclose employer, duties, hours, and any overlapping commitments before secondary employment begins.
Managers — review for schedule conflicts, operational impact, and potential policy violations; recommend approval or conditions.
HR professionals — assess legal risks, noncompete interactions, and record final decision in the personnel file.

This shared workflow ensures consistent handling, transparent decisions, and a retrievable record for audits, performance reviews, and compliance checks.

Typical roles involved

Employee

An employee seeking outside employment who must disclose the secondary role, estimated hours per week, and potential interactions with primary job duties. They attest to compliance with company policies, identify any client overlap, and provide contact details for the outside employer for verification.

HR Manager

HR managers review disclosures, check for conflicts with confidentiality obligations and noncompete clauses, coordinate with legal when necessary, and record the approval decision. They also specify conditions, monitor compliance, and retain the approval in the employee’s official personnel file.

Key data elements on the approval form

Employee Name: Enter full legal name as on ID

Job Title: Current position or working title

Department: Business unit or team name

Outside Employer: Name of secondary employer or business

Proposed Hours: Weekly hours and expected schedule

Supervisor Decision: Approve, deny, or approve with conditions

Primary risks and consequences of improper handling

Policy Violation: Disciplinary action possible

Conflict of Interest: Legal exposure to employer

Scheduling Conflict: Missed shifts or overtime

Tax Implications: Separate income reporting required

Termination Risk: Potential employment termination

Data Liability: Unauthorized access risk

Common mistakes to avoid

Failing to list accurate expected hours, which causes incorrect conflict assessments and delays in managerial approval.
Not disclosing overlapping clients or vendors that create real or perceived conflicts of interest with primary employer duties.
Using employer resources for outside work without authorization, including email, proprietary data, equipment, or company time.
Submitting the form after beginning outside employment, which can result in retroactive denials or disciplinary measures.

Step-by-step: complete and submit the approval

Follow these steps to complete and submit the Employee Outside Employment Approval accurately and efficiently.

01

Start: Employee completes disclosure form with employer and duties
02

Manager Review: Supervisor evaluates conflicts and operational impact
03

HR Assessment: HR checks legal risks and policy alignment
04

Outcome: HR records decision and any conditions in personnel file

Typical routing and audit flow

Typical routing and authorization flow for outside employment requests in centralized HR systems with audit trail retention.

Upload: Attach completed form to HR record
Notify: Send email to manager and HR for review
Authenticate: Use identity verification if required by policy
Archive: Store signed copy with timestamp and audit trail

Essential components of an effective approval form

Essential parts of a complete Employee Outside Employment Approval ensure clarity, manage risk, and create a retrievable compliance record across HR and supervisory systems.

Identification

Full legal name, employee ID, department, and contact details to tie approval to the correct personnel record and avoid ambiguity during audits or subsequent reviews by HR or management.

Outside Role

Detailed description of outside employer, job title, primary duties, location, and supervisory contacts. Include whether the work is paid, volunteer, or an ownership interest to assess conflicts and tax reporting.

Conflict Assessment

Supervisor and HR notes on actual or perceived conflicts of interest, client overlaps, confidentiality concerns, and whether the outside work competes with employer products or services; document mitigation steps.

Schedule

Specific weekly hours, expected start and end dates, typical shift times, and any on-call responsibilities to determine impact on primary job availability and overtime obligations.

Conditions

Any approval conditions such as restricted duties, reduced hours, information barriers, client exclusions, or limits on use of employer property and networks; state duration and review intervals.

Signatures

Signatures and dates from the employee, immediate supervisor, and HR representative; include electronic signature metadata or notarization if policy or law requires additional attestation.

Timelines and processing expectations

Typical timelines and processing expectations for reviewing and deciding on outside employment requests in centralized HR workflows.

When to Submit the Approval Form:

Submit before starting outside employment or immediately upon offer.

Manager review timeframe in business days:

Review within five business days of submission to avoid delays.

HR final decision window (typical):

HR completes assessment within ten business days.

Annual re-evaluation of approved outside employment:

Reassess annually or upon material change in duties.

Emergency revocation process for conflicts:

Can be immediate if patient safety or security risk arises.

Key processing milestones from submission to decision

Key milestones from submission through final authorization are shown below to help track progress and responsibilities.

01

Submission

Employee submits form and supporting documents to HR

02

Manager Review

Supervisor evaluates conflict potential and recommends outcome

03

HR Review

HR performs policy and legal assessment, requests clarifications

04

Final Determination

HR records approval, denial, or conditional approval with terms

How to configure online approval workflows

Configure online workflows to collect, route, and store Employee Outside Employment Approval forms within HR systems.

Field	Configuration
Authentication method for signer verification	Email link, SMS code, or SSO
Conditional routing based on department or role	Send to manager then HR if flags present
Required attachments for supporting documentation	Resume, offer letter, or engagement agreement
Retention policy and archival settings for HR	Archive for term plus minimum three years

Delivery, formats, and integration considerations

Choose delivery methods and file formats compatible with HR systems and e-signature platforms to ensure secure routing and storage.

File Formats: PDF, DOCX, and fillable forms
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication: Email, SMS, KBA, or SSO

Approval form versus related HR policies

A quick comparison clarifies when to use a signed approval form versus a general disclosure policy or notification process.

Criteria	Approval Form	Disclosure Policy
Purpose	authorize or deny	informational notice
Signatures Required	employee, manager, hr	employee only
Timing	before start	as disclosed
Record Retention	personnel file	policy record

eSignature vendor pricing and feature summary

Vendor pricing and feature summary for common e-signature needs, focused on cost and core capabilities relevant to HR forms. Do not include plan-specific promotional offers.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions and common issues

Answers to the most common legal, process, and technical questions about Employee Outside Employment Approval forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws. Ensure intent to sign, consent to electronic records, attribution to the signer, and reliable record retention to meet legal requirements.
Is notarization required for this approval?
Not typically for internal HR approvals. Notarization may be required only where policy or specific state rules demand additional attestation. Remote online notarization (RON) is available in most states but varies by jurisdiction and identity-proofing requirements.
What happens if an employee fails to disclose outside work?
Failure to disclose can trigger disciplinary action, up to termination, if the omission violates policy or creates a conflict of interest. HR should follow documented investigation and disciplinary procedures consistent with company policy and employment law.
Can an approval be revoked after grant?
Yes. Employers may revoke or amend approvals for material changes, safety concerns, or policy breaches. Revocation procedures should be documented in policy and applied consistently to avoid disparate treatment claims.
Who must sign the approval for it to be valid?
A valid approval typically includes the employee, the immediate supervisor or manager, and an HR representative. Include dates and electronic signature metadata; add legal or executive sign-off if policy or role requires it.
How long should the approval record be kept?
Retain approvals according to applicable rules: at least three years for tax and routine personnel records (IRC §6501(a)), longer when HIPAA applies (45 CFR §164.530(j)), and follow I-9 retention rules where relevant (8 CFR §274a.2).

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