Is an e-signed form legally binding?

Yes. Electronic signatures are legally enforceable when they meet the ESIGN Act and UETA standards: intent, consent, attribution, and reliable record retention.

Do I need a notary for this form?

Usually no. Most employers do not require notarization for outside employment disclosures, though specific industry or state situations may require notarization.

Can this be submitted remotely with RON?

Remote online notarization depends on state RON rules. Where permitted, RON can notarize approvals that legally require notarization under state law.

What if the employee omits material details?

Omissions can trigger follow-up, delay approval, or lead to disciplinary action if nondisclosure breaches company policy or contract terms.

How long must we retain completed forms?

Retain per HR retention policy and applicable law: minimum three years commonly applies; HIPAA or tax contexts may require longer retention.

Which platform features matter most for HR use?

Prioritize audit trails, authentication options, secure storage, integration with HRIS, and a vendor that offers a BAA if processing PHI.

Electronic Signature
Templates
HR
Employee Outside Employment Form

Employee Outside Employment Form

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

Employee Outside Employment Form

Personal Information

Full Legal Name Home Address

Phone

Work Email

Position Information

Current Job Title Department

Reporting Manager:

Date of Hire:

Current Salary / Pay Rate:

Outside Employment Details

Name of Outside Employer Outside Employer Address

Position / Title

Start Date

Expected End Date (if applicable)

Typical Days / Hours Worked Per Week Supervisor at Outside Employer (Name & Contact) Describe outside duties, scope of work, and compensation arrangement

Conflict of Interest and Use of Company Resources

Will the outside employment involve or create any of the following? Check all that apply.

Employment with a company that competes with employer
Work for a current vendor, supplier, or client of employer
Access to or disclosure of confidential or proprietary information
Potential violation of existing non-compete or restrictive covenant
No conflict anticipated

Will any work for the outside employer be performed during your scheduled hours of work for this employer?

Yes No

Will you use company equipment, proprietary materials, facilities, or confidential information in the course of the outside employment?

Yes No If any of the above boxes are checked, describe the nature of the conflict or the company resources to be used and proposed safeguards

Employment History (Most Recent Two Employers)

Employer 1 — Company Name

Primary responsibilities Reason for leaving Employer 2 — Company Name

Primary responsibilities Reason for leaving

Education

Highest Degree or Certification Institution Graduation Date

Professional References

Provide three professional references who can verify your employment history and character.

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures and Company Policies

At-Will Employment: Employment with the company is at-will. Nothing in this disclosure, or any approval of outside employment, modifies the at-will nature of employment, nor does approval create a contract for continued employment.

Equal Opportunity: The company does not discriminate in employment decisions on the basis of protected characteristics. Approval or denial of outside employment will be based on legitimate business considerations and applicable policy.

Confidentiality and Proprietary Information: Employee must not disclose, use, or permit use of company confidential or proprietary information in connection with outside employment. Any use of such information is strictly prohibited and may result in disciplinary action up to and including termination.

Certification and Authorization

I certify that the information contained in this form is true and complete to the best of my knowledge. I understand that failure to disclose outside employment or material misrepresentation may subject me to disciplinary action, up to and including termination.

I authorize the company to contact the outside employer, listed references, and previous employers for the purpose of evaluating conflicts of interest and my ability to perform both positions without interference. I further authorize HR to review relevant documents and to take such administrative actions as necessary to mitigate conflicts.

Employee Comments (optional)

Manager / HR Review (For Completion by Approving Official)

Recommendation: Approve Deny Approve with Conditions

If conditions apply, specify required mitigations or restrictions

Employee Name:

By:

Date:

Approving Official Name:

By:

Date:

What the Employee Outside Employment Form Is and When It’s Used

The Employee Outside Employment Form documents an employee’s paid or unpaid work performed outside their primary employer. Organizations use it to identify potential conflicts of interest, verify that outside duties do not interfere with job performance, and record any required approvals or restrictions. The form typically collects employer and outside-employer details, job duties, hours, and requester attestation; it becomes part of HR personnel files and may trigger review under conflict-of-interest, noncompete, or moonlighting policies.

Why employers and employees rely on this form

The form clarifies expectations, protects company intellectual property and time, and creates a consistent approval record.

Who typically completes and reviews this form

Employers and HR teams use a standardized form to assess conflicts, while employees provide details about external work.

Employees seeking approval for part-time, freelance, or consulting work while employed.
Human resources or compliance officers reviewing conflicts, schedule impacts, or policy exceptions.
Direct managers who evaluate operational impact and approve or deny the request.

Signed forms are retained in employee personnel files and shared with payroll or legal if conditions affect compensation or confidentiality.

Core sections to include for a professional form

A complete Employee Outside Employment Form combines identification, work details, policy checks, approvals, confidentiality and signature fields so HR can make consistent decisions.

Employee ID

Unique identifier and employment details tying the request to personnel records and payroll systems for accurate tracking.

Outside Employer

Name and contact details of the outside employer to permit conflict checks and verify whether concurrent employment is allowed.

Job Description

Clear description of duties, client lists, and deliverables to help evaluate overlap with primary job responsibilities and IP risks.

Hours / Schedule

Estimated hours, days, and anticipated duration to assess impact on availability and potential overtime or scheduling conflicts.

Policy Checklist

Direct questions about competition, use of company resources, and confidentiality to trigger legal or managerial review when needed.

Approval Block

Manager, HR, and optional legal sign-off fields with dates and any conditions or restrictions attached to the approval.

Step-by-step: how to submit an outside employment request

Follow these steps to complete and route the form so approvals are documented and stored correctly.

01

Complete form: Fill every required field and attach any supporting agreements or client lists.
02

Attach documents: Include offer letters or NDAs from the outside employer when relevant.
03

Manager review: Manager evaluates operational impact and either approves, denies, or requests modifications.
04

HR record: HR logs the signed form into the personnel file and notes any follow-up monitoring steps.

Customizing the form for online workflows

Configure authentication, conditional logic, and retention so the digital form aligns with policy and security requirements.

Field	Configuration
Authentication	Email link \| SMS code \| SSO
Conditional Fields	Show approval reason only if 'Yes' to conflict question
Auto-Reminders	Send reminders at 3 and 7 days if unsigned
Retention Policy	Auto-archive to HR folder after approval

How routing and approvals typically flow

A clear routing sequence reduces delays and ensures required signers see the form in the right order.

Employee submits: Employee completes fields and submits via the HR portal or secure link.
Manager action: Manager reviews, requests clarification, or adds conditions to approval.
HR verification: HR checks policy compliance, tax withholding implications, and records the decision.
Final storage: Approved forms are stored in the employee file and relevant systems are updated.

Digital signing and technical requirements

Ensure the eSignature platform supports the required authentication, storage, and audit trail capabilities before using electronically.

Authentication Options: Email, SMS, and SSO
File Formats: PDF, DOCX supported
Integrations: HRIS and storage connectors

Supporting documents to collect with the form

Attach documents that clarify duties and legal obligations so reviewers have the full context during approval.

Offer Letter

Attach any offer letters from the outside employer that specify duties, schedule, or exclusivity terms which may conflict with primary employment.

Noncompete / NDA

Provide copies of relevant noncompete or confidentiality agreements to assess potential IP or client conflict risks before approval.

Client List

A client list or project description helps determine whether the outside work overlaps with company accounts or proprietary information.

Schedule Matrix

A weekly hours breakdown clarifies when outside work occurs and whether it will interfere with core responsibilities or overtime rules.

Typical timing rules and employer deadlines

Employers set deadlines for submission and reauthorization; standard timings below reflect common policy practice rather than statutory mandates.

At hire:

Disclose current outside employment when onboarding to avoid later conflicts.

Before starting outside work:

Submit the form prior to beginning any new outside engagement to permit timely review.

Annual reauthorization:

Many employers require yearly updates to capture changes in duties or hours.

Change reporting:

Report material changes within 30 days of occurrence unless policy states otherwise.

Policy exceptions:

Documented exceptions should include end dates and review triggers.

Key milestones in handling an outside employment request

A sequential milestone view helps HR and managers track progress from submission through final storage.

01

Submission Received

HR logs form and timestamps the receipt for auditability.

02

Manager Review

Manager assesses schedule and conflict issues, then records a decision or request for more information.

03

Compliance Check

HR or legal verifies policy, confidentiality, and any regulatory considerations.

04

Final Decision

Approval or denial is recorded and communicated with any attached conditions.

Common mistakes that slow approvals

Incomplete descriptions that omit client names or deliverables force follow-up and delay decisions.
Missing signatures or incorrect dates break audit trails and may invalidate the approval for compliance purposes.
Failure to attach contracts or NDAs increases legal review time and can cause denials due to unknown risks.
Using informal or inconsistent job titles complicates reconciliation with HRIS records and payroll systems.

Potential consequences of improper disclosure

Disciplinary Action: Policy violations can lead to warnings or termination.

Contract Breach: Undisclosed conflicts may breach employment agreements.

Confidentiality Risk: Unauthorized use of company IP can result in legal claims.

Tax Withholding: Unreported outside income can trigger payroll or tax complications.

Regulatory Exposure: Certain roles may raise agency or licensing compliance issues.

Reputational Harm: Undisclosed outside work can damage trust internally and externally.

Comparing common eSignature vendors for processing this form

Overview of starting prices and core capabilities to consider when selecting an eSignature provider for HR workflows.

	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	Yes, 7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Required information elements checklist

Employee Name: Full legal name

Employee ID: HR or payroll identifier

Outside Employer: Company name

Outside Role: Summary of duties

Hours/Duration: Weekly hours estimate

Signatures: Employee and approver

Frequently asked questions about Employee Outside Employment Forms

Answers to common questions about legal validity, timing, signatures, and storage for electronic or paper forms.

Need help? Contact support

Is an e-signed form legally binding?
Yes. Electronic signatures are legally enforceable when they meet the ESIGN Act and UETA standards: intent, consent, attribution, and reliable record retention.
Do I need a notary for this form?
Usually no. Most employers do not require notarization for outside employment disclosures, though specific industry or state situations may require notarization.
Can this be submitted remotely with RON?
Remote online notarization depends on state RON rules. Where permitted, RON can notarize approvals that legally require notarization under state law.
What if the employee omits material details?
Omissions can trigger follow-up, delay approval, or lead to disciplinary action if nondisclosure breaches company policy or contract terms.
How long must we retain completed forms?
Retain per HR retention policy and applicable law: minimum three years commonly applies; HIPAA or tax contexts may require longer retention.
Which platform features matter most for HR use?
Prioritize audit trails, authentication options, secure storage, integration with HRIS, and a vendor that offers a BAA if processing PHI.

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