Can the Employee Work Location be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronically signed work-location records are legally enforceable if they show intent, consent, attribution, and are retained in a reproducible form.

When does the work location affect tax withholding?

An employee’s primary work location typically determines state tax withholding; employers must review state rules and update payroll promptly. Maintain records to support withholding decisions in case of audit (see IRC §6501(a) for retention context).

Is notarization required for this record?

Most Employee Work Location records do not require notarization; however, certain state filings, benefits forms, or affiliation documents may require notarized or witnessed signatures. Check state notary rules or agency guidance before assuming notarization is unnecessary.

How do I update a previously submitted location?

Submit a revised Employee Work Location form with the new address, obtain required manager and HR approvals, and push updates to payroll and benefits systems. Maintain version history and retain both original and amended records per retention policy.

How long must work location records be retained?

Retain records while employment is active and for at least three years after termination for tax purposes (IRC §6501(a)); healthcare-related records may require six years under 45 CFR §164.530(j). State law can require longer retention.

Will an electronic signature be admissible in court?

Electronic signatures are admissible and enforceable under ESIGN (15 U.S.C. ch. 96) and UETA. To support admissibility, the signature process should demonstrate signer intent, consent to electronic transactions, reliable attribution, and durable record retention.

Electronic Signature
Templates
Miscellaneous
Employee Work Location

Employee Work Location

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

EMPLOYEE WORK LOCATION AGREEMENT

WHEREAS

Employer Name: Employer Address:

Employee Name: Employee ID:

WHEREAS, Employer and Employee desire to set forth the agreed primary work location, remote work conditions (if any), schedule, and related terms governing performance of Employee's duties and compensation as set forth below.

SCOPE OF WORK

Scope of duties and responsibilities

WORK LOCATION AND SCHEDULE

Primary work location (designated) Remote work address (if applicable)

Work location type: Onsite Remote Hybrid

Expected onsite attendance (days per week): Regular work hours:

Equipment, access, and support responsibilities

Health and safety: Employee shall maintain a safe work environment at any remote location and shall comply with Employer's health and safety policies. Employer may request verification of a remote workspace to ensure compliance with applicable safety requirements.

PAYMENT TERMS

Salary / Compensation Payment schedule

Late payment: Any late payment of agreed supplemental payments or reimbursements shall accrue interest at or the maximum rate permitted by law, whichever is less.

Expense reimbursement: Employer will reimburse reasonable, documented business expenses incurred by Employee in connection with performance, subject to Employer's expense policy and prior approval where required.

TERM AND TERMINATION

Effective start date: Anticipated end date:

Termination without cause: Either party may terminate this Agreement without cause upon days' prior written notice to the other party.

Termination for cause: Employer may terminate immediately for cause for material breach, misconduct, failure to perform duties, or breach of confidentiality. Upon termination, Employee shall return all Employer property and confidential materials.

CONFIDENTIALITY

Employee acknowledges that in the course of employment Employee will receive or generate confidential and proprietary information of Employer. Employee shall hold such information in strict confidence and shall not disclose, use, or permit use of such information except as necessary to perform duties for Employer or as required by law. This obligation shall survive termination of employment for a period of three (3) years or for such longer period as necessary to protect trade secrets under applicable law.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflicts of law principles.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, together with any written policies or exhibits expressly incorporated herein, constitutes the entire agreement between Employer and Employee regarding the subject matter and supersedes all prior oral or written agreements. Any amendment or modification must be in writing and signed by both parties to be effective.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect.

Employer Printed Name:

Employee Printed Name:

By (Employer Signature):

By (Employee Signature):

Date (Employer):

Title (Employer):

Date (Employee):

Department:

What the Employee Work Location records

The Employee Work Location document specifies the primary physical or remote address where an employee performs job duties, and records any alternate or secondary sites used for work. It identifies whether the role is office-based, remote, hybrid, or field-based and lists necessary details such as street address, county, time zone, and tax jurisdiction. Employers use this record for payroll taxation, benefits eligibility, workplace safety, jurisdictional compliance, and insurance coverage. Accurate, up-to-date work location records support correct state tax withholding, workers' compensation assignment, and compliance with local labor rules.

Why a formal location record matters

Maintaining a formal Employee Work Location ensures correct tax withholding, benefits enrollment, and insurance coverage while reducing audit risk. Precise location records help determine applicable state and local laws, assign payroll taxes, and document eligibility for remote-work allowances or workplace safety protocols.

Teams and roles that rely on work-location records

Primary users include HR, payroll, legal, and operations teams coordinating location-based compliance and benefits.

HR administrators managing policies, onboarding, and work-location records for new hires and transfers.
Payroll teams calculating withholding, tax nexus, and multi-state payroll allocations.
Facilities and security teams planning office space, safety coverage, and local compliance.

Employees and managers should verify and update their work location whenever role or residence changes to maintain compliance.

Typical signers and their responsibilities

HR Manager

Responsible for collecting, validating, and storing Employee Work Location records. Typically reviews changes for policy compliance and initiates payroll system updates. Coordinates with legal or benefits teams when a change affects jurisdictional tax or coverage obligations.

Employee

Provides current home or primary work address, confirms remote or hybrid status, and signs the work location record. Should promptly notify HR of any address or status change to avoid payroll or benefits disruptions.

Step-by-step: complete and record a work location

Follow these steps to complete and record an Employee Work Location accurately in the HR system.

01

Gather Details: Collect legal name, address, start date.
02

Enter Information: Fill fields exactly per payroll records.
03

Verify With Employee: Confirm address and remote status by email.
04

Store Record: Save signed copy in secure HR repository.

Configure the online template and routing

Configure the online template and routing so location updates trigger required approvals and recording in payroll systems.

Field	Configuration
Routing Order	Primary manager, HR, then payroll approval.
Signer Authentication	Email link with optional SMS code.
Auto-Update Payroll	Push location to payroll via API.
Audit Trail	Capture timestamp, IP, and signer history.

Where to send completed records and how they flow

This section summarizes where to file, how to route, and how records are stored for the Employee Work Location.

Submit to HR: Upload signed form to HR document management.
Notify Payroll: Send updated location to payroll for withholding changes.
Benefits Carrier: Provide address to benefits administrators as needed.
Legal Retention: Store in secure archive with retention metadata.

Technical and security considerations for eSubmission

Use systems that support PDF, DOCX, and secure eSignature workflows for reliable recordkeeping and integration.

File Formats: PDF, DOCX, and Excel supported.
Integrations: Salesforce, Microsoft 365, NetSuite integrations available.
Authentication: Email, SMS, SSO, and optional KBA.

Timing and typical processing expectations

Key dates and typical processing windows for work-location notices, updates, and required verifications are listed below.

Effective Date After Employee Change:

Applies from the date entered on the form.

Payroll update deadline after location change:

Submit before next payroll cutoff to change withholding.

I-9 Completion and Documentation Timing:

Follow federal rules for document retention and completion.

Notify benefits carriers within required timeframe:

Timing varies by carrier; notify promptly to avoid coverage gaps.

Record retention and employee access requests:

Retain per company policy and legal retention schedules.

Common mistakes to avoid

Failing to record the correct county or tax jurisdiction can trigger incorrect state withholding and expose the employer to back taxes, interest, and administrative penalties.
Using a P.O. box or incomplete address for a work location may invalidate insurance coverage determinations and complicate workers' compensation claims after workplace incidents.
Not updating the work location after an employee moves or transitions to remote work creates audit risk and may produce inaccurate benefits eligibility and payroll taxes.
Collecting signatures without documenting electronic-consent or retention procedures undermines ESIGN compliance and may weaken the enforceability of an electronically signed work location record.

Short-form risks and penalties

Tax Withholding Errors: Potential back taxes and penalties.

I-9 Violations: Fines under 8 CFR §274a.2.

Workers' Comp Gaps: Coverage disputes and claim denials.

Benefits Misclassification: Loss of eligibility and recoupment.

Audit Exposure: Increased regulatory scrutiny.

Record Invalidity: Missing signatures may be challenged.

Essential data elements to collect

Employee Name: Full legal name as on ID.

Work Address: Street, city, state, ZIP required.

Remote Status: On-site, hybrid, or remote.

Effective Date: Enter in MM/DD/YYYY format.

Payroll ID: Internal employee identifier for payroll.

Signature Date: Date of signing in MM/DD/YYYY.

Real-world examples of use

Examples show how different employers use an Employee Work Location record for compliance, payroll, and remote-work administration.

Optica Ventures — Brian Fitzgibbons

Optica Ventures used an electronic work-location form to capture remote and field addresses during onboarding across multiple states.

The interface is simple and easy-to-use for our team.
Using an e-form reduced manual address entry and enabled faster payroll updates across jurisdictions, reducing errors during onboarding and ensuring benefits and tax withholding matched each employee's work location consistently.

Martin Properties — Tim Martin

A mid-size real estate firm centralized tenant and agent work location records to streamline lease processing and remote property inspections.

I can process and execute all of these documents online.
Centralizing location data enabled automatic notifications to on-site contractors, more accurate insurance coverage determinations for property work, and faster scheduling of inspections without repeated phone calls or paper forms, thereby improving operational efficiency.

How this record differs from similar documents

Compare the Employee Work Location record with a Remote Work Agreement to clarify differences in purpose, approval, and legal effect.

Criteria	Employee Work Location	Remote Work Agreement
Purpose	record address	define remote terms
Employer Approval	typically required	contractually required
Notarization	rarely	sometimes advised
Tax Impact	withholding implications	comprehensive tax clauses

Comparison: signNow and alternative eSignature providers

Compare starting prices and key eSignature features across vendors; signNow is listed first for direct feature and pricing comparison.

	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, no credit card required	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

Frequently asked questions about Employee Work Location

Answers to common legal, technical, and retention questions about creating, signing, and storing Employee Work Location records.

Need help? Contact support

Can the Employee Work Location be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronically signed work-location records are legally enforceable if they show intent, consent, attribution, and are retained in a reproducible form.
When does the work location affect tax withholding?
An employee’s primary work location typically determines state tax withholding; employers must review state rules and update payroll promptly. Maintain records to support withholding decisions in case of audit (see IRC §6501(a) for retention context).
Is notarization required for this record?
Most Employee Work Location records do not require notarization; however, certain state filings, benefits forms, or affiliation documents may require notarized or witnessed signatures. Check state notary rules or agency guidance before assuming notarization is unnecessary.
How do I update a previously submitted location?
Submit a revised Employee Work Location form with the new address, obtain required manager and HR approvals, and push updates to payroll and benefits systems. Maintain version history and retain both original and amended records per retention policy.
How long must work location records be retained?
Retain records while employment is active and for at least three years after termination for tax purposes (IRC §6501(a)); healthcare-related records may require six years under 45 CFR §164.530(j). State law can require longer retention.
Will an electronic signature be admissible in court?
Electronic signatures are admissible and enforceable under ESIGN (15 U.S.C. ch. 96) and UETA. To support admissibility, the signature process should demonstrate signer intent, consent to electronic transactions, reliable attribution, and durable record retention.

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