Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in adopted states, provided intent, consent, attribution, and retention are satisfied.

Is notarization required for the offer?

Typically no for internal per diem offers. Notarization is rarely necessary unless state law or specific contracting rules require it for the particular agreement.

How should tax treatment be documented?

State whether per diem is paid under an accountable plan or is taxable; maintain records to substantiate tax treatment for IRS review and reporting obligations.

What if the worker declines the offer?

If declined, document the refusal, withdraw the offer in writing, and retain the record. Consider a rescission clause and a defined expiration date on the form.

How can I revoke or modify the offer?

Modifications should be issued as a written amendment signed by both parties. Revocation prior to acceptance is generally permitted; after acceptance, follow amendment or termination clauses.

Where should executed forms be stored?

Store executed forms in the HRIS or document management system with secure access controls, audit trails, and retention consistent with IRS and HIPAA requirements where applicable.

Electronic Signature
Templates
HR
HR Per Diem Offer Form

HR Per Diem Offer Form

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

HR Per Diem Offer Form

Personal Information

Full Legal Name Home Address

Phone

Email

Position and Offer Details

Position Title: Department:

Reporting Manager: Assignment Location:

Anticipated Start Date: Expected End Date (if known):

Per Diem Compensation

Per Diem Rate (gross): $ Rate Applies: Billing/Payment Frequency:

Work Schedule / Hours Classification

Per Diem Employee Independent Contractor
If Independent Contractor, provide business name (if applicable):

Terms and Conditions (Offer Specific)

This offer is for per diem services as described above. The per diem arrangement is temporary and intermittent; no guarantee of a minimum number of hours or days is made. If classified as an employee, the Company will withhold required taxes and deductions. If classified as an independent contractor, the individual is responsible for all taxes and benefits unless otherwise required by law.

Compensation will be made upon submission of authorized time records or invoices in accordance with Company procedures. The individual must maintain accurate time records and submit any required documentation by the stated deadlines. The Company reserves the right to adjust assignments, schedules, and locations, and may terminate services at any time for any lawful reason.

This offer is contingent upon satisfactory completion of identity verification, background check, reference checks, and any required licensing or credential verification. The Company may also require drug screening where applicable.

Employment History

Employer 1 — Company

Primary Responsibilities

Employer 2 — Company

Primary Responsibilities

Education

Professional References

Reference 1

Reference 2

Reference 3

Legal Disclosures

At-Will Employment Statement: If this offer results in an employee relationship, employment is at-will. Either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, except as otherwise required by law or by a signed written agreement between the parties.

Equal Opportunity: The Company is an equal opportunity employer and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or other protected characteristic under applicable law.

Authorizations and Certifications

By signing below, I certify that all information provided in this document is true, complete, and accurate to the best of my knowledge. I understand that false or misleading information may result in withdrawal of this offer or termination of assignment.

I hereby authorize the Company and its agents to contact prior employers, references, educational institutions, and licensing bodies to verify information contained herein and to obtain background screening reports, including criminal history and employment verification, where permitted by law. I consent to drug screening if required by the Company as a condition of assignment.

Consent to Background and Reference Checks: I consent

Applicant Certification: I certify that all information provided is true and complete and understand that acceptance of an offer is conditioned on satisfactory verification of credentials and other pre-assignment requirements.

Additional Notes / Special Instructions

Applicant Name:

By:

Date:

Company Representative:

By:

Date:

What the HR Per Diem Offer Form Is and When It’s Used

The HR Per Diem Offer Form documents a temporary assignment offer that includes a daily allowance for lodging, meals, and incidental expenses. It specifies per diem rates, assignment dates, eligibility criteria, reporting and reimbursement procedures, and acceptance terms. Employers use it to formalize short-term placements, travel assignments, and temporary relocations while creating an auditable record for payroll, tax reporting, and compliance. The form helps HR, finance, and hiring managers align on payment method, tax treatment, and required documentation before the assignment begins, reducing ambiguity and downstream disputes.

Why a Clear Per Diem Offer Form Matters

A well-crafted HR Per Diem Offer Form reduces payment disputes, clarifies tax treatment, and creates a trackable acceptance record. It ensures consistent treatment of temporary workers and supports payroll and expense controls while documenting terms that affect withholding and reporting.

Who Prepares and Who Receives the HR Per Diem Offer Form

The form is prepared by HR or workforce planning teams and routed to hiring managers, finance, and the worker for review and acceptance.

HR managers and recruiters — create offer terms, verify policy compliance, and maintain records.
Hiring managers and project leads — confirm assignment scope, duration, and approve per diem values.
Contractors or temporary employees — review rates, confirm availability, and sign to accept assignment.

After signature, completed forms become part of the employee or contractor personnel file and feed payroll and expense workflows.

Core Sections Every Professional HR Per Diem Offer Form Should Include

A complete form groups offer details, per diem calculation, eligibility, schedule, payment terms, and compliance notes so all parties can review a single authoritative record before work begins.

Offer Summary

Concise description of the assignment, position or role, location, reporting manager, and work purpose so the recipient understands the scope before accepting.

Per Diem Rate

Daily allowance expressed as a dollar amount or per-diem category (GSA locality rates or custom rate), with formula for partial days and rounding rules.

Eligibility

Criteria confirming who qualifies (employee classification, full-time vs contractor, travel distance threshold) and any HR approvals required.

Assignment Dates

Start and end dates, scheduling expectations, and procedures for extensions or early termination of the per diem arrangement.

Payment & Taxes

How per diem is paid (payroll vs expense reimbursement), tax treatment note, and documentation required for accountable plans.

Acceptance Terms

Signature block, deadline to accept, rescission rights, privacy notices, and a statement on record retention and dispute resolution.

Step-by-Step: Prepare, Send, and Complete the Per Diem Offer

Follow these sequential steps to create, approve, and obtain acceptance of a per diem offer with minimal delays.

01

Draft the offer: Populate form fields with assignment, rate, and duration details.
02

Internal approvals: Route to manager and finance for sign-off before sending to the worker.
03

Send for signature: Deliver via eSignature or secure email with a clear acceptance deadline.
04

Record and process: Store executed form in HRIS and trigger payroll or expense workflow.

Recommended Digital Workflow Settings for Online Completion

Configure the digital workflow to enforce data quality, capture audit trails, and route approvals automatically for consistent processing.

Field	Configuration
Authentication	Email link and optional SMS code for signer identity verification.
Notifications	Auto-notify HR, manager, and finance on signature and when overdue.
Conditional fields	Show tax or expense fields only for contractors versus employees.
Document locking	Prevent edits after final signature; enable versioning.

Typical Routing and Submission Flow

A clear routing path reduces delays and ensures each stakeholder receives the form at the right stage.

Submit to HR: HR uploads completed draft and attaches policy references.
Manager approval: Hiring manager reviews and approves assignment specifics.
Finance review: Finance validates per diem budget and tax treatment.
Worker signature: Worker signs electronically and receives a copy.

Technical Capabilities to Support eSubmission and Signatures

Use a signing platform that captures audit trails, supports conditional fields, and integrates with HRIS or payroll systems.

Audit Trail: Capture IP, timestamp, and action history.
Field Logic: Conditional fields and calculations for per diem totals.
Integrations: Connectors for HRIS, payroll, and document storage.

Ensure the platform supports ESIGN and UETA compliance, secure storage (AES-256), and optional HIPAA BAA if the form contains protected health information.

Key Timelines and Response Deadlines to Include

Specify clear dates for acceptance, start of assignment, reimbursement submission, and required documentation to avoid misunderstandings.

Offer Acceptance Window:

Number of days the worker has to accept the offer before it expires.

Assignment Start Date:

Date when per diem payments commence if accepted.

Per Diem Invoicing Cycle:

Frequency and cut-off for submitting expense statements.

Reimbursement Submission:

Deadline for expense receipts if required for accountable plan status.

Record Access Period:

How long the executed form will remain accessible in HR systems.

Common Errors to Avoid When Preparing the Form

Using inconsistent names or tax IDs between offer and payroll records, which can trigger backup withholding or delays.
Failing to state whether the per diem is part of an accountable plan, creating uncertainty about taxable income reporting.
Omitting exact assignment dates or start times, resulting in disputes over partial-day per diem calculations.
Not routing the form to finance before sending, which can cause funding or budget approval delays.

Potential Consequences of Incorrect or Incomplete Forms

Tax Misreporting: Inaccurate withholding or incorrect 1099/W-2 entries.

Backup Withholding: Possible 24% withholding if TIN is missing or incorrect.

Misclassification: Worker misclassified as contractor or employee, inviting audits.

Payment Delays: Payroll or reimbursement holds until documentation is corrected.

Contract Dispute: Disagreement over terms due to vague language.

Recordkeeping Gaps: Loss of audit trail or inability to substantiate expenses.

Brief Pricing and Feature Comparison for eSignature Platforms

Comparing entry-level pricing and core features helps select a solution that supports per diem offers, audit trails, and required compliance controls.

	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 trial	No trial	Trial available	Trial available
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 HR Per Diem Offer Form

Answers to common operational and legal questions about using, signing, and storing the HR Per Diem Offer Form are below.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in adopted states, provided intent, consent, attribution, and retention are satisfied.
Is notarization required for the offer?
Typically no for internal per diem offers. Notarization is rarely necessary unless state law or specific contracting rules require it for the particular agreement.
How should tax treatment be documented?
State whether per diem is paid under an accountable plan or is taxable; maintain records to substantiate tax treatment for IRS review and reporting obligations.
What if the worker declines the offer?
If declined, document the refusal, withdraw the offer in writing, and retain the record. Consider a rescission clause and a defined expiration date on the form.
How can I revoke or modify the offer?
Modifications should be issued as a written amendment signed by both parties. Revocation prior to acceptance is generally permitted; after acceptance, follow amendment or termination clauses.
Where should executed forms be stored?
Store executed forms in the HRIS or document management system with secure access controls, audit trails, and retention consistent with IRS and HIPAA requirements where applicable.

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