Can the RAFF be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and reproducible records to meet legal validity.

When is notarization required?

Notarization is generally not required for routine personnel requests. If a specific state law or the document’s legal effect demands notarization, follow that jurisdiction’s notary rules.

What makes an e-signature valid?

A valid e-signature demonstrates intent to sign, consent to transact electronically, clear attribution to the signer, and the ability to retain and reproduce the signed record.

How should attachments with PHI be handled?

Treat attachments containing protected health information under HIPAA. Use a HIPAA-compliant platform and execute a Business Associate Agreement before transmittal or storage.

How long must completed RAFFs be kept?

Retain RAFFs per applicable rules: IRS rules (3 years) or industry-specific retention such as HIPAA (6 years). Check state law for longer mandatory periods.

How do I correct an accepted RAFF?

If changes are needed after approval, create an amendment or a new RAFF referencing the original. Document corrections with approver initials and dates for auditability.

Electronic Signature
Templates
HR
Employee RAFF Form

Employee RAFF Form

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

EMPLOYEE RAFF FORM

Purpose: This Employee RAFF Form documents an applicant's personal, employment, education, and reference information and provides the necessary authorizations and certifications required to process the application, initiate pre-employment checks, and evaluate suitability for employment. Completion of this form authorizes the employer to verify the information provided and to initiate lawful background and reference checks as described below.

Personal Information

Full Legal Name Current Address

Primary Phone:

Email:

Date of Birth

Position Information

Position Applied For / Requested Department

Reporting Manager:

Proposed Start Date:

Proposed Salary / Wage

Employment Type (check all that apply) Full-Time Part-Time Temporary/Seasonal Contract

Business Justification / Primary Duties

Employment History

Employer 1 — Company Name

Job Title:

Dates Employed: From To

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Job Title:

Dates Employed: From To

Primary Responsibilities Reason for Leaving

Education

Highest Degree / Credential Institution Graduation Date Additional Training / Certifications

Professional References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Legal Disclosures and Authorizations

At-Will Employment: If employed, the employment relationship is at-will, which means either the employee or employer may terminate the employment relationship at any time, with or without cause or notice, except as may be provided by applicable law or written agreement signed by an authorized representative of the employer.

Equal Opportunity: The employer prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by law.

Authorization to Verify: I authorize the employer and its agents to investigate and verify any and all information provided on this form, including but not limited to my employment history, education, driving record, criminal history, and references. I understand that false or misleading statements may be grounds for denial of employment or immediate dismissal if discovered after hire.

I authorize verification and background checks as described above.

Drug and Health Screening: If required for the position, I consent to drug screening and, where lawful and necessary, medical examinations related to the essential functions of the position. Such results will be used in accordance with applicable law.

I consent to drug screening and job-related medical examinations if required.

Applicant Certification

I certify that all information provided in this Employee RAFF Form is true, accurate and complete to the best of my knowledge. I understand that omission of relevant information or submission of false information may disqualify me from consideration for employment, or may be grounds for termination if discovered after hire. I acknowledge that this form will be relied upon by the employer in making employment decisions.

I certify that the information provided is true and complete.

Background Check and References Authorization

By signing below, I expressly authorize the employer and its agents to contact prior employers, references, educational institutions and other third parties, and to obtain and review consumer and/or investigative consumer reports, criminal records, motor vehicle records, and other background information as permitted by law. I understand that a separate consumer disclosure and authorization may be provided where required by law and that adverse action based on a report will follow applicable notice requirements.

I authorize background, criminal, motor vehicle, and reference checks as described above.

Applicant Printed Name:

Signature:

Date:

What the Employee RAFF Form Is and when it’s used

The Employee RAFF Form is a standardized human resources document used to request, authorize, and record formal approvals related to role changes, adjustments, or administrative actions for an employee. It provides a consistent, auditable record of the request, required approvals, effective dates, and any financial or benefit impacts tied to the action. Organizations use the form to ensure approvals follow policy, to track processing stages, and to create a permanent record for payroll, benefits, and personnel files.

Why a clear Employee RAFF Form matters

A well-prepared RAFF reduces administrative delays, creates an audit-ready approval trail, and helps payroll and benefits teams apply changes correctly. It supports consistent decision-making, minimizes disputes, and provides a documented basis for post-action reviews or audits.

Who completes and reviews the Employee RAFF Form

Role clarity speeds processing and reduces rework when each signer fills only their designated fields.

Employee or Requestor — Complete the request details and sign to confirm accuracy and consent.
Manager / Approving Supervisor — Review eligibility, enter approval decision and date, and sign.
HR / Payroll Reviewer — Verify policy compliance, calculate financial impact, and authorize implementation.

Core sections to include in a professional RAFF

Design the form so reviewers can find critical items quickly: request summary, approvals, effective dates, and required attachments. Keep language precise and fields discrete to enable digital automation.

Request Summary

Concise description of the requested action, including reason and expected impact; this provides context for approvers and later audits and should be searchable in records management systems.

Employee Details

Full legal name, employee ID, job title, department, and contact details so approvers and payroll can unambiguously identify the subject of the request and link to personnel records.

Action & Effective Date

Clear selection of the requested action type with a required MM/DD/YYYY effective date so timing-dependent payroll and benefits calculations are accurate and reproducible.

Approval Chain

Sequential sign-off fields for manager, HR, and finance with dated signatures and role labels so the form documents who approved what and when for compliance and audit trails.

Financial Impact

Fields for salary change, retroactive pay, budget code, and percent changes so finance can evaluate cost and post adjustments correctly without separate back-and-forth communications.

Attachments & Notes

Upload area for supporting documents (offers, memos, medical certifications) and a comments field to capture exceptions, special approvals, or follow-up tasks tied to the request.

Required data elements at a glance

Employee Name: Full legal name

Employee ID: HR system identifier

Effective Date: MM/DD/YYYY

Requested Action: Promotion, pay change, leave

Approver Name: Manager or HR approver

Signature / Consent: Signed and dated

Step-by-step: completing the Employee RAFF Form

Follow a linear flow: enter request details, attach docs, route to approvers, and confirm implementation with payroll.

01

Fill Request: Enter employee details and describe the requested action clearly.
02

Add Evidence: Attach supporting documents or approvals required by policy.
03

Route to Approvers: Send to manager, HR, and finance in the prescribed order.
04

Confirm Completion: HR or payroll records the action and stores the signed form.

Configuring the online RAFF workflow

Set up the electronic workflow to match internal approval steps, required fields, and automated notifications.

Field	Configuration
Requestor Field	Required; auto-populate from HR profile
Approval Order	Manager → HR → Finance; enforce sequential routing
Required Attachments	Set as mandatory for specific action types
Notification	Email and in-app reminders to pending approvers

Where to submit and how routing works

Submission is typically to HR; configured workflows route the form through each approver and return a signed copy to all parties.

Submit to HR: Employee or manager submits the completed RAFF to HR intake.
Manager Review: Manager verifies eligibility and signs or returns for clarification.
HR Verification: HR confirms policy compliance and attaches required documentation.
Finance / Payroll: Finance records budget impact and payroll updates the employee record.

Digital delivery and eSignature considerations

Verify the platform supports required compliance standards and produces an exportable certificate of completion for each signed RAFF.

Authentication: Email link, SMS code, or stronger methods
Document Formats: PDF and DOCX accepted
Integration: Integrates with HRIS and payroll

Typical timelines and internal deadlines to set

Establish internal deadlines to avoid payroll or benefits processing gaps and to meet policy SLAs.

Submission Window:

Submit RAFF at least two payroll cycles before effective date when feasible

Manager Response:

Manager should respond within 3 business days of receipt

HR Review:

HR review target: 5 business days after manager approval

Payroll Update:

Payroll applies changes by the next scheduled pay run after approval

Record Closure:

Store the final signed RAFF in personnel file within 7 business days

Key processing milestones for a RAFF request

A sequential milestone view helps teams monitor progress and trigger escalations if a step is delayed.

01

Request Filed

Employee or manager completes and submits the RAFF form.

02

Manager Approval

Manager reviews and either approves or requests more information.

03

HR Verification

HR checks policy compliance and supporting documents.

04

Payroll Implementation

Payroll enters changes and notifies stakeholders on completion.

Common mistakes to avoid when preparing a RAFF

Missing or inconsistent employee identifiers cause manual lookups and processing delays.
Incomplete supporting documentation leads to denials or returned requests for clarification.
Incorrect effective dates create retroactive pay calculations and reconciliation work.
Using free-text action descriptions instead of standardized codes prevents automation and accurate routing.

Consequences of errors or incomplete RAFF submissions

Payroll Errors: Delayed or incorrect pay

Benefit Misalignment: Loss of eligibility or incorrect deductions

Compliance Exposure: Internal audit findings or policy violations

Financial Impact: Unbudgeted salary adjustments

Operational Delay: Extended processing and rework

Recordkeeping Risk: Incomplete audit trail

Real-world examples of RAFF use

Two representative scenarios show how the RAFF streamlines approvals and preserves an audit record.

Internal Promotion Case

A manager requests a promotion for a high-performing analyst using the RAFF to document the new salary and title.

The RAFF includes approval by HR and budget sign-off.
The signed RAFF became the record authorizing the change, allowed payroll to apply retro pay correctly, and eliminated follow-up emails that previously delayed implementation.

Leave Accommodation Case

An employee requests an accommodation requiring temporary schedule change with supporting medical note attached.

Manager approves and HR confirms benefit impacts.
The RAFF captured consent, medical attachment, and approval timestamps, enabling benefits to adjust coverage and giving the employer a defensible record of the interactive process.

eSignature vendor pricing and capability snapshot for RAFF workflows

Compare platform starting prices and basic capabilities relevant to RAFF processing; signNow appears first per comparison conventions.

	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 trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Employee RAFF Form

Answers to common questions about validity, e-signing, notarization, retention, corrections, and privacy for RAFF submissions.

Need help? Contact support

Can the RAFF be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and reproducible records to meet legal validity.
When is notarization required?
Notarization is generally not required for routine personnel requests. If a specific state law or the document’s legal effect demands notarization, follow that jurisdiction’s notary rules.
What makes an e-signature valid?
A valid e-signature demonstrates intent to sign, consent to transact electronically, clear attribution to the signer, and the ability to retain and reproduce the signed record.
How should attachments with PHI be handled?
Treat attachments containing protected health information under HIPAA. Use a HIPAA-compliant platform and execute a Business Associate Agreement before transmittal or storage.
How long must completed RAFFs be kept?
Retain RAFFs per applicable rules: IRS rules (3 years) or industry-specific retention such as HIPAA (6 years). Check state law for longer mandatory periods.
How do I correct an accepted RAFF?
If changes are needed after approval, create an amendment or a new RAFF referencing the original. Document corrections with approver initials and dates for auditability.

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