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Employment Location Agreement

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EMPLOYMENT LOCATION AGREEMENT

This Employment Location Agreement (the Agreement) is entered into by and between Employer Name: and Employee Name: .

WHEREAS

WHEREAS, Employer operates business operations and facilities at certain physical locations and has an ongoing requirement for services at one or more specified work sites; and

WHEREAS, Employee is engaged by Employer in the capacity of Position/Title: and will perform duties at the work location set forth below under the terms of this Agreement; and

WHEREAS, the parties desire to set forth their respective rights and obligations regarding the designated employment location, any alternate or remote location arrangements, and related terms of compensation and confidentiality.

LOCATION DETAILS

SCOPE OF WORK

Employee shall perform the functions, duties and responsibilities customarily associated with the title set forth above and additional tasks as reasonably assigned by Employer that are related to Employee's role at the designated location. Employee shall obey Employer's policies applicable to the worksite and follow directions of onsite supervisors.

WORK SCHEDULE AND CONDITIONS

Regular work schedule at the designated location shall be: . Any changes to the schedule shall be provided in writing or by electronic notice and shall be reasonable and consistent with operational needs.

Remote work permitted: Yes    If checked, remote work parameters and expected on-site attendance are set forth in the Scope of Work above and in any appended addendum.

PAYMENT TERMS

Compensation: Employer shall pay Employee compensation in the amount of $ per , subject to applicable withholdings and deductions required by law.

Payment schedule: Payments shall be made on the following schedule: . Employee shall submit invoices if required by Employer policy; invoices must reference the location and dates of service.

Late payment: Any undisputed payment not made within days after the due date shall accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law, plus reasonable collection costs.

TERM AND TERMINATION

Term: The term of this Agreement shall commence on the Effective Date: and shall continue until the End Date: , unless earlier terminated in accordance with this Section.

Termination without cause: Either party may terminate this Agreement without cause upon written notice to the other party delivered at least days prior to the intended termination date.

Termination for cause: Employer may terminate immediately for cause for material breach, gross misconduct, willful violation of Employer policies, or failure to maintain required certifications or clearances; Employee may terminate for Employer's material breach if Employer fails to cure within a reasonable cure period after written notice.

CONFIDENTIALITY

Employee acknowledges that in the course of performance at the designated location Employee may have access to confidential and proprietary information of Employer, its clients, or third parties. Employee shall not use or disclose such Confidential Information except as expressly authorized by Employer or as required by law. For purposes of this Agreement, Confidential Information includes trade secrets, client lists, pricing, operational procedures, and other non-public information disclosed or observed at the worksite.

This confidentiality obligation survives termination of this Agreement for a period of three (3) years or for such longer period as required by applicable law or contract with a third party.

COMPLIANCE WITH LAWS AND SITE POLICIES

Employee shall comply with all applicable laws, regulations, and Employer site rules, including health and safety procedures, site security requirements, and any credentialing or background checks required to access the work location. Failure to comply may result in discipline or immediate removal from the site.

INSURANCE AND INDEMNIFICATION

To the extent permitted by law, Employer and Employee shall each maintain appropriate insurance as required by law and industry practice. Employee shall indemnify and hold harmless Employer for losses arising from Employee's willful misconduct or gross negligence in performance at the worksite; Employer shall indemnify Employee for liabilities arising from Employer's willful misconduct.

GOVERNING LAW

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

ENTIRE AGREEMENT

This Agreement, together with any written appendices or addenda executed by the parties, constitutes the entire agreement between Employer and Employee with respect to the subject matter hereof and supersedes all prior oral or written agreements and understandings. Any amendment or modification of this Agreement must be in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect. The parties acknowledge that monetary damages may be inadequate to remedy certain breaches and that equitable relief, including injunctive relief, may be appropriate in such circumstances.

Employer:

By:

Date:

Employee:

By:

Date:

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What an Employment Location Agreement Covers

An Employment Location Agreement is a written contract that specifies the geographic location, site, or territory where an employee will perform work and sets related obligations for both parties. It typically records the effective date, defined work address or service area, duration or term, expense and travel reimbursement rules, equipment and safety responsibilities, confidentiality or access limitations tied to site access, and the process for changing or updating the work location. The agreement helps manage payroll, tax withholding, workers' compensation, and local compliance risks tied to where work is performed.

Why a Clear Location Agreement Matters

A clear Employment Location Agreement reduces uncertainty about payroll tax liabilities, workers’ compensation coverage, and local labor requirements; it allocates location-related costs and clarifies expectations for remote, hybrid, and relocated employees to reduce disputes.

Why a Clear Location Agreement Matters

Who Typically Prepares and Signs This Agreement

Employers, HR teams, operations managers, and employees complete this agreement when work location or territory needs formal documentation.

  • HR teams and in-house counsel managing onboarding and policy consistency across locations.
  • Operations managers documenting site-specific duties, equipment, and safety obligations.
  • Employees agreeing to location, reimbursement, and relocation terms before starting work.

Organizations use the signed agreement to support onboarding, remote-work programs, relocations, compliance audits, and cross-jurisdictional payroll decisions.

Primary Signers and Their Roles

HR Manager

The HR Manager reviews and approves location terms, confirms payroll classification and benefits eligibility, and ensures the agreement aligns with company policy and state employment regulations. They coordinate onboarding and retention of a signed copy for personnel records.

Employee

The employee accepts the specified worksite, travel expectations, and reimbursement terms. Signing documents creates consent to electronic records when allowed and establishes the employee’s accepted duties and location-based responsibilities.

Essential Security and Compliance Items to Record

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamps, IP, and action log retained
HIPAA Consideration: BAA required for PHI-related workflows
Authentication: Email, SMS, or advanced signer verification
Retention Policy: Retention tied to regulatory requirements
Access Controls: Role-based permissions and SSO options

Principal Risks of an Incorrect Agreement

Tax Exposure: Incorrect withholding or nexus
Workers’ Comp Gaps: Coverage may be invalid across states
I-9 Violations: Retention or completion errors
Breach Claims: Unclear duties increase litigation risk
Invalid Consent: Missing ESIGN disclosures can void e-consent
Data Privacy: Improper PHI handling triggers HIPAA fines

Common Preparation Mistakes to Avoid

  • Failing to specify the effective date or distinguishing between temporary assignments and permanent relocations, which complicates tax and benefits treatment.
  • Using vague location descriptions (e.g., 'near client site') instead of a street address or defined territory, creating enforceability and payroll issues.
  • Omitting expense or reimbursement rules tied to remote or travel work, resulting in disputes over mileage, per diems, or equipment costs.
  • Not checking state-specific employment laws and notary or witness rules when employee moves across state lines.

How to Complete an Employment Location Agreement

Follow these sequential steps to prepare, confirm, and finalize the agreement; adjust steps to match your internal approval and onboarding workflows.

  • 01
    Draft Location: Enter full work address or defined territory.
  • 02
    Set Effective Date: Use MM/DD/YYYY format and confirm start of obligations.
  • 03
    Expense Rules: Specify reimbursement amounts and invoicing process.
  • 04
    Signature Collection: Collect signatures and retain the audit trail.

Typical Routing and Approval Flow

This overview describes common routing steps for review and sign-off; adapt order to include legal or finance review as required.

  • Create: Draft agreement using template or contract generator.
  • Review: Legal and HR validate compliance and terms.
  • Sign: Employee and authorized manager sign electronically.
  • Store: Save signed copy in secure records system.

Key Clauses to Include in the Agreement

A comprehensive Employment Location Agreement should contain clear, enforceable clauses that address operational and legal aspects tied to where work is performed.

Scope of Location

Define the precise worksite, geographic radius, or territory covered, including whether the location is fixed, mobile, or client-site based and how changes are documented.

Effective Date

State the effective date and any probationary or temporary assignment periods, clarifying when payroll, benefits, and tax status take effect for the specified location.

Term and Termination

Specify the agreement term, renewal mechanics, and required notice for termination or relocation, including any severance or relocation cost allocation.

Expense Allocation

Detail which travel, relocation, or equipment expenses employer reimburses, the approval process, and documentation required for reimbursement.

Compliance Clauses

Address local tax withholding, workers’ compensation coverage, licensing requirements, and any site-specific safety or privacy obligations.

Amendment Procedure

Provide a mechanism for future location changes, required approvals, and documentation for ratifying amendments or temporary assignments.

Configuring an Online Signing Workflow

Set these fields when preparing the agreement for electronic distribution to ensure authentication and recordkeeping meet legal and company standards.

Field Configuration
Authentication Email link or SMS code; use stronger methods for sensitive records.
Conditional Fields Show reimbursement fields only when relocation equals 'Yes'.
Templates Save as reusable template with locked clauses.
Audit Trail Enable full action log capture and PDF certificate.

Technical Options for eSigning and Delivery

Choose a platform that supports secure authentication, reliable audit trails, and integrations with HR or document storage systems.

  • Integration: Salesforce, NetSuite, and HRIS connectors
  • File Formats: PDF, DOCX, and HTML supported
  • Security: AES-256 storage and TLS transmission

Ensure the chosen service can produce tamper-evident signed PDFs, capture signer attribution, and retain records to satisfy state and federal retention rules.

Timing and Deadlines to Track

Keep these timing items in your onboarding and document management checklist to stay compliant and reduce administrative risk.

Agreement Effective Date:

Set and record MM/DD/YYYY to determine rights and tax start.

I-9 Retention Rule:

Retain for 3 years after hire or 1 year after termination.

W-4 Update Timing:

Employee should provide updated withholding at relocation.

Relocation Notice:

Specify the notice period for relocation (e.g., 30 days).

Amendment Effective Date:

Record effective date for any later location changes.

How This Agreement Differs from Related Documents

Compare the Employment Location Agreement to similar documents to clarify when each is appropriate.

Document Type Employment Location Remote Work Policy
Primary Purpose defines location and obligations sets company-wide remote rules
Enforceability individual contractual terms policy may be unilateral
Signatures Required employee and employer employer acknowledgment usually sufficient
Use Case relocation or territory assignment broad telework eligibility

eSignature Vendor Pricing and Capabilities for Signing Location Agreements

Compare starting prices and feature indicators for common eSignature vendors when selecting a solution for executing Employment Location Agreements.

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 Trial available Trial available Trial available Trial available
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

Key Processing Stages for the Agreement

Follow these numbered milestones to prepare, execute, and archive the Employment Location Agreement from draft to retention.

01

Draft and Review

Legal and HR prepare and approve the template and terms.

02

Signatures Collected

Employee and authorized employer representative execute the agreement.

03

Record Storage

Signed documents stored in secure records management.

04

Ongoing Compliance

Monitor location changes and update taxes or benefits as needed.

Frequently Asked Questions about Employment Location Agreements

Answers to common questions about electronic signing, notarization, record retention, and cross-jurisdictional issues for location agreements.


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