Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.

Is notarization required to make it enforceable?

Not typically for a service contract. Notarization may be required for specific credentialing or state rules; check the state notary commission and client procurement requirements before execution.

What if a license expires during the assignment?

Include an obligation to maintain valid licenses and require immediate notice of expiration. Failure to maintain licensure can be grounds for suspension or termination under the agreement.

How should expense receipts be submitted?

Require itemized receipts within the stated submission window and define acceptable formats; late or undocumented expenses can be denied under the agreement’s reimbursement policy.

Who signs on behalf of a company?

A person with authority to bind the legal entity should sign. Document signer name, title, and authority; corporate resolutions may be required for unusual arrangements.

Electronic Signature
Templates
Miscellaneous
Travel Assignment Agreement

Travel Assignment Agreement

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

TRAVEL ASSIGNMENT AGREEMENT

This Travel Assignment Agreement (the Agreement) is entered into on between the parties identified below.

Parties

Company Name: Company Address: Assignee Name: Assignee Address:

Recitals

WHEREAS, Company engages personnel to perform services at locations away from the Company's principal place of business and requires travel assignments from time to time; and

WHEREAS, Assignee has the experience, qualifications and availability to perform the travel services described in this Agreement and is willing to accept assignment on the terms set forth herein; and

WHEREAS, the parties desire to set forth the terms and conditions under which Assignee will undertake the assignment described below.

Assignment Details

Assignment Location:

Purpose of Assignment:

Scope of Work

Assignee shall perform the services and deliverables described below in a professional manner consistent with industry standards. Assignee shall report to Company-designated personnel and comply with site-specific rules and reasonable directions.

Travel and Expenses

Company will reimburse reasonable and necessary travel expenses incurred by Assignee in direct connection with the assignment, subject to Company’s expense policies. Reimbursable expenses include transportation, lodging, meals and other pre-approved expenses.

Per Diem (if applicable): Expense Reimbursement Limit (total):

All reimbursements require submission of itemized receipts and contemporaneous documentation within thirty (30) days of incurrence unless otherwise approved in writing by Company.

Payment Terms

Total Compensation: Payment Schedule: Invoice Frequency / Requirements: Late Fee:

Term and Termination

The Assignment shall commence on and shall terminate on unless earlier terminated in accordance with this Agreement.

Notice Period for Termination (days):

Either party may terminate this Agreement for material breach by the other party if such breach is not cured within the notice period specified above. Company may terminate immediately for cause including gross negligence, wilful misconduct, or breach of any obligation relating to safety or law.

Confidentiality

Assignee acknowledges that during the performance of this Agreement Assignee may receive Confidential Information of Company. "Confidential Information" means non-public information disclosed by Company that relates to Company’s operations, customers, pricing, processes and business plans. Assignee shall: (a) hold Confidential Information in strict confidence; (b) not disclose it to third parties except as required to perform the Assignment and only after obtaining written consent or under obligation of confidentiality; and (c) use Confidential Information solely for performance of this Agreement.

Confidentiality Period (years):

The obligations in this Section shall survive termination of this Agreement for the period set forth above or as otherwise required by law.

Independent Contractor; Compliance

Assignee is an independent contractor and not an employee, agent, joint venturer, or partner of Company. Assignee is solely responsible for all taxes, withholdings and other statutory or regulatory obligations arising from payments made under this Agreement. Assignee shall comply with all applicable laws, regulations and site safety requirements while performing the Assignment.

Insurance and Indemnification

Assignee shall maintain, at its expense, liability and other insurance appropriate to the Assignment, including commercial general liability and workers' compensation as required by law. Assignee shall indemnify, defend and hold Company harmless from and against any third-party claims arising out of Assignee’s acts or omissions in connection with the Assignment, except to the extent resulting from Company's gross negligence or willful misconduct.

Governing Law

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

Entire Agreement; Amendment

This Agreement, together with any exhibits or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. Any amendment or modification of this Agreement must be in writing and signed by authorized representatives of both parties.

Miscellaneous

Neither party may assign this Agreement without the prior written consent of the other, except that Company may assign to an affiliate or in connection with a merger, sale of assets or similar transaction. If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Company Name:

By:

Date:

Assignee Name:

By:

Date:

What the Travel Assignment Agreement Covers

A Travel Assignment Agreement is a written contract that allocates a temporary work assignment to an individual or contractor who will travel to perform services at a client site. Typical terms define the parties, scope of work, assignment location and dates, compensation, travel and lodging reimbursement, licensing and credential requirements, insurance and indemnity, confidentiality obligations, and termination rights. For many organizations this agreement governs expense submission, invoicing, payroll classification, and compliance requirements (for example, HIPAA in healthcare). The agreement may be executed electronically under applicable e-signature laws.

Why use a Travel Assignment Agreement

A clear Travel Assignment Agreement reduces disputes, aligns expectations on pay and expenses, and documents regulatory compliance such as licensure, background checks, and data protections. It specifies who pays for travel and lodging, how reimbursements are handled, and the process for termination or reassignment, which helps payroll, accounts payable, and risk teams manage cost and liability.

Which parties typically rely on this agreement

Common users include staffing agencies, hiring clients, and traveling professionals who need a documented assignment arrangement before travel begins.

Staffing agencies and recruiters coordinating travel professionals and client placements with defined billing and reimbursement rules.
Healthcare facilities and clinics onboarding travel nurses, therapists, or allied staff subject to credential and HIPAA obligations.
Corporate HR and procurement teams arranging short-term consultant or contractor assignments that require travel and expense policies.

The agreement centralizes responsibilities so each party knows invoicing, reporting, and compliance steps during and after the assignment.

Core elements every professional Travel Assignment Agreement should include

A robust agreement organizes responsibilities, payment terms, compliance items, and dispute resolution so the travelling party and the client can proceed with predictable obligations and minimal administrative friction.

Parties & Recitals

Names and roles of each contracting party, legal entity types, and background facts explaining why the assignment exists and who will authorize changes.

Scope of Assignment

Precise description of duties, deliverables, assignment location(s), expected schedule, and any milestones or performance metrics that define successful completion.

Term & Schedule

Start and end dates, expected shifts or hours, options for extension or early termination, and how schedule changes will be documented and approved.

Compensation & Expenses

Rates, pay schedule, per diem or lump-sum reimbursements, traveler-paid vs employer-paid items, and documentation required for expense reimbursement.

Licensure & Compliance

Requirement to maintain professional licenses and certifications, background checks, vaccinations, and sector-specific compliance such as HIPAA protections in healthcare.

Termination & Remedies

Grounds for termination, notice periods, payment obligations on early termination, and dispute resolution methods including governing law and venue.

Step-by-step: completing and executing the agreement

Follow these practical steps to prepare, approve, and sign a Travel Assignment Agreement efficiently.

01

Prepare draft: Populate parties, scope, dates, and rates.
02

Verify credentials: Confirm licenses, background checks, and eligibility.
03

Review and approve: Obtain internal approvals and reconcile cost centers.
04

Execute: Collect signatures and retain a final copy.

Configure an online workflow for this agreement

Setting up a repeatable digital workflow speeds approval and prevents lost paperwork; map fields, authentication, and notifications before sending.

Field	Configuration
Authentication method	Email link, SMS code, or ID check
Conditional fields	Show expense fields only when reimbursable
Template reuse	Save as a template for similar assignments
Notifications	Auto-notify finance, HR, and account manager

Where to send or file the completed agreement

After signatures, distribute the executed agreement to each stakeholder and store it in the organization’s records system for easy retrieval.

Client / Hiring Site: Send the fully executed copy to the site contact.
Staffing Agency: Retain one executed copy for placement records.
Payroll / Finance: Route invoice and expense attachments for processing.
Credentialing Files: Add license and background checks to personnel file.

Digital signing and delivery considerations

Choose a platform that supports secure e-signatures, audit trails, and the file formats your teams use.

Supported formats: PDF, DOCX, fillable forms
Authentication options: Email, SMS, KBA, or SSO
Integrations: HR, CRM, and cloud storage

Key dates and deadlines to track

Track assignment, invoicing, expense, and compliance deadlines to avoid late payment, missed credential renewals, or regulatory exposure.

Effective date:

Date the agreement becomes enforceable and obligations start.

Assignment start:

First day on site or first billable shift.

Travel booking cutoff:

Date by which travel must be arranged to qualify for reimbursement.

Expense submission deadline:

Number of days after expense incurred to submit receipts.

Invoice due date:

Payment net terms and expected payment date.

Milestones from offer to closeout

A sequential milestone view helps teams coordinate credential checks, travel arrangements, and payroll setup before work begins.

01

Offer Accepted

Confirmation of assignment and preliminary paperwork.

02

Pre-Assignment Checks

Licenses verified and background checks completed.

03

Assignment Commences

Traveler reports to site and begins work.

04

Closeout & Reconciliation

Final invoices, expense reconciliation, and feedback.

Common preparation errors to avoid

Omitting precise expense rules causes disputes over reimbursements, delays in processing, and unexpected out-of-pocket costs for the traveler.
Failing to verify license expiration dates before start leads to work stoppages or regulatory penalties at the client site.
Using vague scope language such as 'as needed' can create billing conflicts about hours, overtime, and deliverables.
Not collecting or retaining proof of consent for electronic signatures makes it harder to defend the agreement’s validity if contested.

Short list of legal and financial risks

Breach Liability: Contract damages possible

Tax Withholding: Misclassification risk

License Violation: Work suspension potential

Expense Disputes: Delayed reimbursements

HIPAA Risk: Protected data exposure

Payment Delays: Interest or penalties

Real-world scenarios for Travel Assignment Agreements

These examples show how a Travel Assignment Agreement coordinates logistics, pay, and compliance before travel begins.

Travel Nurse Placement

A hospital needs an ICU nurse for a six-week assignment

nurse provides license and health records
the agreement sets hourly rate, per diem, travel reimbursement, HIPAA obligations, and invoicing cadence to ensure prompt payment and regulatory compliance.

Field Consultant Engagement

An engineering firm hires a consultant for a two-month site evaluation

consultant furnishes insurance and credentials
agreement specifies daily rate, travel expense caps, equipment allowances, acceptance criteria, and final deliverable submission process.

Frequently asked questions about Travel Assignment Agreements

Answers to common questions on signing, notarization, compliance, and updating Travel Assignment Agreements.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA where adopted, provided intent, consent, attribution, and record retention requirements are satisfied.
Is notarization required to make it enforceable?
Not typically for a service contract. Notarization may be required for specific credentialing or state rules; check the state notary commission and client procurement requirements before execution.
What if a license expires during the assignment?
Include an obligation to maintain valid licenses and require immediate notice of expiration. Failure to maintain licensure can be grounds for suspension or termination under the agreement.
How should expense receipts be submitted?
Require itemized receipts within the stated submission window and define acceptable formats; late or undocumented expenses can be denied under the agreement’s reimbursement policy.
Who signs on behalf of a company?
A person with authority to bind the legal entity should sign. Document signer name, title, and authority; corporate resolutions may be required for unusual arrangements.
How can the agreement be amended?
Specify amendment mechanics—written amendments signed by authorized representatives of both parties preserve clarity and avoid disputes over oral changes.

eSignature vendor comparison for executing Travel Assignment Agreements

Basic pricing and capability distinctions to consider when selecting an eSignature provider; signNow is listed first per vendor comparison 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	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

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