HR Office Lease Allocation

HR OFFICE LEASE ALLOCATION

Purpose: To document and authorize the internal allocation of leased office space, associated costs, and responsibilities for the occupant named below. This allocation is administrative and does not amend the underlying lease between the organization and the lessor. All allocations are subject to the organization’s lease policies, budget controls, and insurance requirements.

Requestor Personal Information

Phone:    Email:

Position Information

Reporting Manager:    Position Start Date:

Employment History (Most Recent)

Title:    Dates Employed:

Employment History (Prior)

Title:    Dates Employed:

Education

References (Professional)

Phone:    Email:    Relationship:

Phone:    Email:    Relationship:

Phone:    Email:    Relationship:

Lease Allocation Details

Building / Facility Name:    Suite / Room #:

Allocated Square Footage: sq ft    Allocation Effective Date:

Lease Term Start:    Lease Term End:

Cost Allocation

Allocation Basis (select one or more): Square footage FTE Headcount Other

Space Configuration & Services

Number of Workstations:    Private Offices:    Conference Rooms (shared):

Security / Access Required: Yes No    If yes, access level/details:

Attachments Checklist

Floor plan / seating chart Lease excerpt identifying premises Budget approval or account custodian sign-off Proof of required insurance (if applicable)

Legal and Administrative Terms

Allocation is an internal administrative designation for budgeting and operational responsibility. It does not modify the legal rights, obligations, or parties to the underlying lease. The organization’s Facilities or Real Estate function retains responsibility for lease compliance, rent remittance, lessor communications, and any lease amendments. The allocating department accepts responsibility for payment of the allocated amounts to the extent approved by Finance and acknowledges that failure to fund allocated costs may result in reallocation or administrative action.

Cost adjustments: Allocated amounts are subject to periodic reconciliation. The organization may adjust allocations to reflect actual usage, lease escalations, or audited reconciliations. Any material change to allocation percentages or monthly charges requires written approval from HR, Facilities, and Finance.

Insurance and liability: The allocating department must ensure that any department-owned furnishings or equipment are insured as required by policy. The organization’s insurance and indemnity provisions under the master lease remain controlling for third-party claims related to the leased premises.

Access and security: Access privileges must be requested through Facilities and Security. Unauthorized modifications to leased premises are prohibited and may result in financial responsibility for restoration.

Authorization to Contact & Background Checks

By checking the consent box and signing below, the requester authorizes the organization to contact prior employers and references provided above for verification purposes and to conduct background checks where permitted by law and policy. Background checks will be conducted in accordance with applicable law and organizational procedures.

I authorize contact and background verification as described above.

Legal Disclosures

At-Will Employment: Nothing in this allocation or the act of allocating workspace alters the at-will employment relationship between the organization and any employee unless expressly set forth in a separate written agreement signed by authorized executive management.

Equal Opportunity: The organization is an equal opportunity employer. Allocation decisions shall be made in compliance with applicable non-discrimination policies.

Applicant Certification and Acknowledgment

I certify that the information provided in this HR Office Lease Allocation form is true, complete, and accurate to the best of my knowledge. I understand that knowingly providing false information may subject me to disciplinary action. I acknowledge that allocation of space and costs is subject to approval by authorized organizational leaders and that funding approvals must be in place prior to the effective allocation date.

I certify the above statements and acknowledge organizational terms.

Administrative Approvals (for office use)

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