Can this be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Confirm exceptions such as wills or certain court filings that are excluded from e-signature coverage.

Is notarization required?

Most declarations do not require notarization. If a state or funding source requires notarized acknowledgement or witness attestation, follow that jurisdiction’s rules and consider RON where permitted.

How do I correct errors after signing?

Do not alter signed copies. Prepare an amendment or corrected declaration, have all required parties sign the amendment, and retain both documents in the record.

Who must sign the declaration?

The participant and authorized employer representative typically sign. Where authority is limited, an officer or delegated signer should execute on behalf of the employer.

How should I store executed copies?

Keep a tamper-evident PDF with complete audit trail in a secure HR system or document repository with access controls and regular backups.

What if a signer cannot sign electronically?

Use in-person signing with a witnessed or notarized paper copy, then scan and store the executed document with a signed transmittal record.

Electronic Signature
Templates
Legal
Professional Employment Program Declaration

Professional Employment Program Declaration

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

PROFESSIONAL EMPLOYMENT PROGRAM DECLARATION

This Professional Employment Program Declaration (this Declaration) is made and entered into on this day of , by and between Employer Name: with principal place of business at (hereinafter "Employer"), and Participant Name: with mailing address (hereinafter "Participant").

RECITALS

WHEREAS, Employer operates a Professional Employment Program designed to provide specified training, mentorship, placement assistance and performance oversight to eligible participants; and

WHEREAS, Participant seeks enrollment in the Program and acknowledges that participation is subject to the terms, conditions and obligations set forth in this Declaration; and

WHEREAS, the parties desire to set forth their mutual rights and obligations with respect to Participant's enrollment and participation in the Program.

NOW, THEREFORE, in consideration of the promises and mutual covenants contained herein, the parties agree as follows:

1. Definitions

1.1 "Program" means the Professional Employment Program administered by Employer as further described in Section 2 and in the Program Description. "Confidential Information" means any non-public business, technical, financial, client or personnel information disclosed in connection with the Program.

2. Program Description and Term

Program Overview

2.1 Program Start Date: . Program End Date (expected): .

3. Enrollment; Eligibility; Background Checks

3.1 Participant represents and warrants that all information provided to Employer in connection with enrollment is true, complete and accurate. Participant authorizes Employer to conduct background checks and to verify education, employment and credentials as reasonably necessary to determine eligibility. Participant acknowledges that enrollment is conditioned upon satisfactory results.

Acknowledgements

Participant consents to background and credential verification.

4. Duties, Training and Performance

4.1 Participant agrees to participate in scheduled training, mentorship and evaluation activities and to comply with Employer policies and reasonable directions. Participant shall use commercially reasonable efforts to complete assignments, attend required sessions and meet performance standards established by Employer. Failure to meet such standards may result in suspension or termination from the Program.

5. Compensation, Benefits and Reimbursement

5.1 Participant's compensation, if any, and eligibility for benefits shall be set forth in a separate employment agreement or offer letter where applicable. Where Employer pays certain Program-related costs, Participant may be required to reimburse a portion of such costs if Participant voluntarily withdraws prior to completion. The amount subject to reimbursement is: .

6. Confidentiality; Intellectual Property

6.1 Participant shallhold in strict confidence and shall not disclose or use any Confidential Information except as required to perform duties in the Program. Participant shall promptly disclose to Employer any inventions, discoveries or works of authorship conceived or developed in the course of Program activities and hereby assigns all right, title and interest in such works to Employer to the extent permitted by law. Participant shall execute further instruments reasonably requested by Employer to effectuate such assignment.

7. Compliance with Law and Policies

7.1 Participant shall comply with all applicable laws, regulations and Employer policies while participating in the Program. Any violation may result in immediate termination from the Program and, where applicable, disciplinary action under Employer policy.

8. Termination

8.1 Either party may terminate Participant's enrollment in the Program for material breach, misconduct, failure to meet performance standards, or other lawful reason upon written notice. Termination shall not relieve Participant of obligations that by their nature survive termination, including confidentiality and assignment obligations.

9. Indemnification

9.1 Participant shall indemnify, defend and hold harmless Employer and its officers, directors and employees from and against any claims, losses, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of Participant's willful misconduct or breach of this Declaration.

10. Notices

Employer Notice Address Participant Notice Address

10.1 All notices required or permitted under this Declaration shall be in writing and delivered to the addresses set forth above by personal delivery, certified mail, or nationally recognized courier, and shall be deemed given upon receipt.

11. Amendments; Waiver; Counterparts

11.1 No amendment or waiver of any provision of this Declaration shall be effective unless in a writing signed by both parties. The failure of either party to enforce any provision shall not constitute a waiver of that provision. This Declaration may be executed in counterparts, each of which shall be deemed an original but all of which together shall constitute one instrument.

12. Governing Law; Entire Agreement; Severability

12.1 Governing Law. This Declaration shall be governed by and construed in accordance with the laws of the state specified here:

12.2 Entire Agreement. This Declaration, together with any separate employment agreement or program addendum expressly incorporated herein, constitutes the entire agreement between the parties with respect to the Program and supersedes all prior understandings and agreements.

12.3 Severability. If any provision of this Declaration is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect and the parties shall negotiate in good faith to replace the invalid provision with a valid provision that achieves, to the extent possible, the original economic, legal and commercial objectives.

13. Miscellaneous Provisions

13.1 Survival. Sections addressing confidentiality, intellectual property, indemnification and any other provisions that by their nature should survive termination shall survive termination or expiration of this Declaration.

Additional Terms (optional)

Employer Printed Name:

By:

Date:

Participant Printed Name:

By:

Date:

What the Professional Employment Program Declaration Is

The Professional Employment Program Declaration is a formal employment document used to record an individual's participation in a defined professional employment program, internship, fellowship, or employer-sponsored training. It establishes eligibility, role and responsibilities, program start and end dates, compensation or stipend terms, reporting requirements, confidentiality and IP provisions, and any conditions tied to continued participation. Organizations use it to set clear expectations, coordinate payroll and benefits, and create an auditable record for compliance, hiring, and human resources processes in the United States.

Why a Declaration Matters for Employers and Participants

A clear declaration protects both parties by documenting terms, supporting payroll and tax reporting, and providing evidence for audits or disputes. When executed electronically under ESIGN or UETA, it maintains legal validity while simplifying distribution and retention.

Who Typically Prepares and Signs This Declaration

Several roles interact with this document during hiring, onboarding, and program administration.

Human resources managers responsible for onboarding, payroll setup, and benefits coordination.
Hiring managers or program directors who define role responsibilities and performance expectations.
Participants or employees who confirm acceptance, provide identifying information, and sign to indicate consent.

Proper completion and filing reduce administrative delays and support regulatory compliance across departments.

Step-by-step: Completing the declaration

Follow these steps to prepare, review, and finalize the Professional Employment Program Declaration with consistent records.

01

Prepare document: Populate fixed fields and attach exhibits
02

Add signers: Assign roles and signing order
03

Authenticate signer: Choose appropriate verification method
04

Execute and archive: Capture audit trail and store copy

How to configure an online workflow

Set these standard settings when distributing the declaration electronically to ensure consistency and auditability.

Field	Configuration
Signing Order	Sequential or parallel based on approvals
Authentication	Email link, SMS code, or higher assurance
Reminders	Automated reminders at set intervals
Retention	Automatic archival to HR system

Where to send the completed declaration

After signature, route copies to the systems and stakeholders that need them to support payroll, compliance, and personnel records.

Human Resources: Add to the employee personnel file
Payroll: Provide payroll with compensation schedules
Program Office: Deliver to program director for oversight
External Funders: Share copies where funding requires documentation

Digital signing and system integration considerations

Confirm platform capabilities and integrations before electronic distribution.

File formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, KBA available

Typical timing and internal deadlines to observe

Establish internal cutoffs to allow time for review, signature collection, and downstream payroll or benefits processing.

Pre-program submission:

Submit at least 30 days before start

Payroll cutoff:

Meet payroll entry deadlines two pay periods prior

Renewal/extension:

File amendments 15 days before expiration

Reporting:

Provide program reports per sponsor terms

Record retention:

Archive immediately after execution

Key milestones from draft to completed record

Use a milestone view to track progress and responsibilities across departments leading to a finalized declaration.

01

Draft Completed

Legal and program owner produce final text

02

Internal Review

HR and finance verify compensation terms

03

Signatures Collected

All required parties execute the declaration

04

Archive and Notify

Store in HRIS and notify stakeholders

Common preparation mistakes to avoid

Using inconsistent program names across documents, which prevents correct linking to payroll and reporting systems and causes reconciliation delays.
Failing to confirm the signatory's legal authority or correct legal entity name, which can invalidate the declaration for administrative or legal purposes.
Neglecting to set an explicit effective date or using ambiguous phrasing, creating disputes over when obligations begin and end.
Not retaining an auditable copy with metadata (timestamp, IP, signer identity), which weakens evidence in disputes and audits.

Consequences of inaccurate or missing declarations

Payroll Errors: Misapplied pay codes

Benefits Denial: Coverage not applied

Tax Penalties: Withholding issues

Contract Disputes: Enforceability challenges

Invalid Signature: Rejected due to consent issues

Data Breach: Exposure of PI

Recommended security and compliance controls

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3

Certifications: SOC 2 Type II, ISO 27001

HIPAA BAA: Available where required

Audit Trail: Comprehensive signer metadata

21 CFR Part 11: Supported for regulated records

Real-world examples of electronic declarations in practice

Organizations often adopt e-signatures and templated declarations to reduce turnaround and improve compliance across programs.

Optica Ventures LLC — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Used signNow to streamline participant onboarding and record retention.
The result was faster turnaround and consistent documentation across multiple regional offices, reducing manual filing burdens.

Fertility Centers of Illinois — Founder

The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Implemented e-signed declarations for clinical staff programs.
This allowed the clinic to maintain compliance, accelerate staff credentialing, and keep secure records accessible to authorized personnel.

Core elements typically included in the declaration

A complete declaration groups essential legal, operational, and administrative elements so all parties understand duties, timelines, and remedies.

Program Description

Concise summary of the program scope, objectives, expected deliverables, and any milestones that define successful participation.

Eligibility Criteria

Specific qualifications, residency or certification requirements, and any screening processes required before enrollment begins.

Compensation and Benefits

Clear statement of pay, stipends, reimbursements, and how benefits or taxes will be handled during participation.

Duration and Termination

Defined start and end dates, renewal terms, and conditions for early termination by either party.

Confidentiality and IP

Clauses addressing proprietary information, work product ownership, and permitted use of program materials.

Compliance and Reporting

Required reports, audit access, and obligations to comply with sponsor, funding, or legal requirements.

Practical tips for accurate and efficient completion

Adopt standardized templates, consistent naming conventions, and clear routing to reduce errors and speed execution.

Use a standard template

Maintain a controlled template library for declarations to ensure legal review is captured and language is consistent across programs.

Pre-fill known data

Auto-populate employer and program fields from HRIS to reduce manual entry errors and accelerate signer completion.

Choose appropriate authentication

Match signer verification (email, SMS, KBA) to the risk level of the document and any regulatory requirements.

Preserve audit records

Store signed copies with metadata (timestamps, IP, certificate) and backup in secure, access-controlled systems.

eSignature vendor comparison for completing declarations

Compare common product criteria and pricing models to select an eSignature provider that meets security, compliance, and volume needs for declaration workflows.

	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	Yes, 7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs — execution, validity, and common problems

Answers to frequent questions about electronic execution, notarization, updates, and recordkeeping for the declaration.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Confirm exceptions such as wills or certain court filings that are excluded from e-signature coverage.
Is notarization required?
Most declarations do not require notarization. If a state or funding source requires notarized acknowledgement or witness attestation, follow that jurisdiction’s rules and consider RON where permitted.
How do I correct errors after signing?
Do not alter signed copies. Prepare an amendment or corrected declaration, have all required parties sign the amendment, and retain both documents in the record.
Who must sign the declaration?
The participant and authorized employer representative typically sign. Where authority is limited, an officer or delegated signer should execute on behalf of the employer.
How should I store executed copies?
Keep a tamper-evident PDF with complete audit trail in a secure HR system or document repository with access controls and regular backups.
What if a signer cannot sign electronically?
Use in-person signing with a witnessed or notarized paper copy, then scan and store the executed document with a signed transmittal record.

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