Can this be e-signed?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met. Exceptions for wills and certain court filings do not apply here.

What about I-9s and immigration records?

This document does not replace Form I-9. Employers must complete and retain I-9 forms per DHS rules; retain for three years after hire or one year after termination, whichever is later (8 CFR §274a.2). Coordinate changes with I-9 compliance.

Is notarization required?

Not typically. Changes to commencement date are employment record adjustments and rarely require notarization. State-specific rules or contractual provisions may require notarized acknowledgment; confirm with counsel if the change affects legal status or visa sponsorship.

How long should I retain the document?

Keep the executed document for the active employment period plus at least three years post-termination. Follow IRS recordkeeping minimums (IRC §6501(a)) and industry-specific retention such as HIPAA six-year rules where applicable.

What if system dates conflict?

Document the correction, secure signatures from both parties, update payroll and benefits records promptly, and maintain a versioned audit trail showing when and why the change occurred to resolve audits or disputes.

Can vendors or auditors rely on the form?

Yes. Third-party payroll vendors, benefits administrators, and auditors commonly accept executed commencement change documents. Provide certified copies or electronic records with full audit trails; obtain releases if the record contains PHI.

Electronic Signature
Templates
HR
Employment Change of Commencement

Employment Change of Commencement

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

EMPLOYMENT CHANGE OF COMMENCEMENT

This Employment Change of Commencement (the "Change") documents agreed changes to the commencement date and related terms of employment between the parties identified below.

Parties and Identifying Information

Employer Name:

Employer Address:

Employee Name:

Employee Address:

Employee ID / Badge Number:

Position Information

Current/Proposed Job Title: Department:

Reporting Manager:

Original Commencement Date: New Commencement Date:

Work Location:

New Salary / Rate: $ Salary Frequency:

Full-Time Equivalent (FTE): Exempt Status: Exempt Non-exempt

Work Schedule / Hours: Benefits Commencement Date (if different):

Statement of Amendment and Terms

Recitals: The parties entered into an Employment Agreement dated (the "Agreement"). This Change is intended to amend the Agreement solely as set forth below and is effective as of the New Commencement Date unless otherwise specified.

Amendment: Effective as of the New Commencement Date, the Agreement is amended to reflect the new commencement date and the revised position, compensation, work location, and related terms expressly stated in this Change. All other terms and conditions of the Agreement remain in full force and effect unless explicitly modified herein.

No Waiver; No Other Modifications: No act, omission, or course of dealing by either party shall constitute a waiver of any provision of this Change. Any other modification to the Agreement must be in writing and signed by authorized representatives of both parties.

At-Will Employment: Employee acknowledges that, unless otherwise provided in a separate written agreement signed by an authorized representative of Employer, employment remains at-will and may be terminated by either party at any time with or without cause.

Equal Opportunity: Employer is an equal opportunity employer and does not discriminate on the basis of protected characteristics. Employee acknowledges receipt of Employee Handbook policies where applicable and agrees to comply with Employer policies as of the New Commencement Date.

Acknowledgment, Authorizations and Consents

Payroll and Benefits Authorization: Employee authorizes Employer to make any payroll or benefits adjustments necessary to effectuate the changes in compensation and benefits described above, including retroactive adjustments if applicable.

Background Check and Prior Employer Contacts: Employee expressly authorizes Employer to contact prior employers, references, and appropriate third parties and to obtain background checks, verification of education, and other pre-employment or continued-employment inquiries as permitted by law. Consent to Contact Previous Employers: Consent to Background Check:

Employment History (Provide most recent employers)

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 / Certification: Institution: Graduation Date:

References (Professional)

Reference 1 - Name:

Phone: Email:

Relationship: Reference 2 - Name:

Phone: Email:

Relationship: Reference 3 - Name:

Phone: Email:

Relationship:

Employee Certification and Acknowledgement

By signing below, Employee certifies that all information provided in this document is true and complete to the best of Employee's knowledge and that Employee accepts the changes set forth herein. Employee acknowledges that this Change is supplemental to the Agreement and that, except as expressly amended, all terms of the Agreement remain in effect.

I acknowledge and accept the changes described above:

Additional Comments (optional):

Employee:

By:

Date:

Employer Representative:

By:

Date:

What an Employment Change of Commencement is and when it’s used

An Employment Change of Commencement records a change to an employee's start date, job classification, or initial terms that affect when employment and associated benefits begin. Employers use this document to correct clerical errors, reflect mutually agreed changes, or document delayed or early starts. The form typically notes the original and revised commencement dates, reason for the change, affected pay or benefit eligibility, and signatures from the employee and authorized employer representative. Proper documentation supports payroll accuracy, compliance with tax and labor rules, and clear records for audits or disputes.

Why documenting a commencement change matters

Documenting an Employment Change of Commencement reduces disputes about pay and benefits, creates an auditable record for payroll and tax purposes, and demonstrates mutual consent. It also helps employers meet notice and documentation requirements under federal and state employment laws.

Who prepares and relies on this document

Employers, HR teams, payroll administrators, and hiring managers prepare or request this document when an employee's start date or initial terms change.

Employers and HR departments use it to correct records, set benefit eligibility, and document consent.
Employees sign to acknowledge revised start dates, pay changes, or modified job classifications.
Payroll and benefits vendors receive it to update systems and avoid tax or withholding errors.

Keep a signed copy in the personnel file and share with payroll and benefits administrators to ensure consistent implementation across systems.

Step-by-step: completing an Employment Change of Commencement

Complete these sequential steps to record a commencement change clearly and to update payroll and benefits.

01

Prepare Form: Gather original offer, current contract, and supporting documentation.
02

Enter Details: Record original and new commencement dates and reason for change.
03

Obtain Signatures: Have employee and authorized employer representative sign and date.
04

Distribute Copies: Send to payroll, benefits, and personnel files; retain audit copy.

Recommended electronic workflow settings

Suggested workflow settings when configuring an electronic Employment Change of Commencement in an eSignature platform.

Field	Configuration
Signature Field	Required field; visible and timestamped
Authentication	Email link default; use SMS or KBA for higher assurance
Reminders	Automated reminders at set intervals until completion
Storage	Save signed PDF with audit trail to HR folder or cloud

How the electronic signing process flows

High-level workflow from document preparation through distribution and archival for an Employment Change of Commencement.

Prepare Document: Upload form and set required fields
Assign Signers: Add employee and employer signers with roles
Authenticate Signers: Use email, SMS, or stronger methods
Complete and Archive: Capture signed copy and audit trail

Platform and integration considerations

Platform capabilities affect how you collect, authenticate, securely store, and audit Employment Change of Commencement documents.

Formats Supported: PDF, DOCX, and fillable forms supported
Integrations: Connectors for HRIS, payroll, and cloud storage
Authentication: Email, SMS, SSO, and advanced options

eSignature pricing and feature snapshot for Employment Change of Commencement

Feature comparison to evaluate eSignature options for processing an Employment Change of Commencement; signNow appears first per table requirements.

	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 card)	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium+)	Available on plans	Available on plans	Available on plans	Available on plans
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Security and compliance elements to preserve integrity and confidentiality

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: ISO 27001, SOC 2 Type II, PCI DSS

Privacy Laws: GDPR and CCPA compliance frameworks supported

Healthcare: HIPAA-compliant with BAA available

Regulatory: ESIGN and UETA electronic signature compliance

Access Controls: Two-factor auth and audit trails retained

Key penalties and legal risks from incorrect documentation

Incorrect Tax Reporting: 1099 penalty ranges: $60 to $660+ per form

I-9 Violations: $281–$2,789 per violation

Data Exposure: HIPAA breach exposure; civil penalties possible

Backup Withholding: Triggers 24% backup withholding

Missing Signatures: May invalidate change; cause liability

Late Record Updates: Late changes can affect tax filings and benefits

Common preparation mistakes to avoid

Failing to obtain written or electronic acknowledgment from the employee can create disputes about effective date and salary adjustments.
Not updating payroll systems before the next cycle can result in incorrect pay, taxes, and benefit enrollment errors.
Using inconsistent or ambiguous date formats (e.g., DD/MM vs MM/DD) can cause misinterpretation and payroll processing delays.
Using unsigned scans or images without an audit trail may weaken legal enforceability of an electronic signature in dispute.

Timing and reporting deadlines to consider

Key timing considerations for processing an Employment Change of Commencement and related payroll and tax reporting obligations.

Payroll Update:

Update before the next payroll run to avoid pay errors

Benefits Enrollment:

Submit changes before open enrollment deadlines or eligibility cutoffs

Form W-2 Timing:

Employers must issue W-2 by Jan 31 to employees

Form 1099-NEC Timing:

Provide 1099-NEC to recipients by Jan 31

I-9 Records:

Maintain I-9s per 8 CFR §274a.2 retention rules

Frequently asked questions and practical answers

Common questions about completing, signing, and submitting an Employment Change of Commencement, with practical answers and references to electronic signature and record retention rules.

Need help? Contact support

Can this be e-signed?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met. Exceptions for wills and certain court filings do not apply here.
What about I-9s and immigration records?
This document does not replace Form I-9. Employers must complete and retain I-9 forms per DHS rules; retain for three years after hire or one year after termination, whichever is later (8 CFR §274a.2). Coordinate changes with I-9 compliance.
Is notarization required?
Not typically. Changes to commencement date are employment record adjustments and rarely require notarization. State-specific rules or contractual provisions may require notarized acknowledgment; confirm with counsel if the change affects legal status or visa sponsorship.
How long should I retain the document?
Keep the executed document for the active employment period plus at least three years post-termination. Follow IRS recordkeeping minimums (IRC §6501(a)) and industry-specific retention such as HIPAA six-year rules where applicable.
What if system dates conflict?
Document the correction, secure signatures from both parties, update payroll and benefits records promptly, and maintain a versioned audit trail showing when and why the change occurred to resolve audits or disputes.
Can vendors or auditors rely on the form?
Yes. Third-party payroll vendors, benefits administrators, and auditors commonly accept executed commencement change documents. Provide certified copies or electronic records with full audit trails; obtain releases if the record contains PHI.

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