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Workplace Work Location Agreement

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Workplace Work Location Agreement

This Workplace Work Location Agreement ("Agreement") is entered into by and between:

WHEREAS, Employer retains Worker to perform duties described herein and Worker desires to perform such duties under the terms set forth below; and

WHEREAS, parties wish to establish the permitted primary work location, any remote or hybrid arrangements, and the operational, confidentiality, and compensation terms associated with such arrangement;

WHEREAS, the parties agree that adherence to the designated work location, attendance expectations, and applicable workplace policies is essential to the performance of services under this Agreement.

Effective Date

Effective Date:

Work Location

Select the primary work location arrangement and provide specifics where required. The designated work location is a material term of this Agreement.

On-site at Employer premises located at:

Remote (work performed from Worker-designated home or other remote location)

Hybrid: expected on-site presence ; Remote on remaining days. If hybrid, primary remote location:

Worker must obtain Employer approval in writing prior to performing work at any location not identified above. Employer reserves the right to require on-site work for specified projects or meetings with reasonable notice.

Scope of Work

Payment Terms

Worker will be compensated as set forth below. All payments are subject to applicable withholdings and deductions as required by law unless Worker is engaged as an independent contractor and provides valid tax documentation.

All expense reimbursement must be pre-approved in writing. Reimbursement requests must be submitted with receipts within the agreed reimbursement period; Employer will not be liable for unapproved or late claims.

Term and Termination

This Agreement commences on Start Date: and terminates on End Date: unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon providing written notice to the other party at least days in advance. Employer may terminate immediately for cause, including but not limited to material breach, violation of workplace policies, fraudulent conduct, or failure to maintain required authorizations to work.

Upon termination Worker shall return all Employer property and confidential information and shall cooperate in the orderly transfer of duties. Final compensation will be paid in accordance with Payment Terms for authorized work performed through the termination date.

Confidentiality

Worker acknowledges that during the course of performing services under this Agreement Worker will have access to confidential, proprietary, or trade-secret information belonging to Employer ("Confidential Information"). Worker agrees not to use, disclose, or reproduce Confidential Information except as required to perform duties under this Agreement and shall take commercially reasonable measures to safeguard such information.

Confidential Information does not include information that: (a) is or becomes publicly available through no breach of this Agreement by Worker; (b) was rightfully known to Worker prior to disclosure by Employer; or (c) is independently developed by Worker without use of Confidential Information. Upon request or upon termination, Worker shall return or destroy Confidential Information as directed by Employer.

Compliance and Workplace Policies

Worker agrees to comply with all applicable Employer workplace policies, safety requirements, and data security protocols when performing work both on-site and remotely. Employer may periodically require verification of remote work environment to ensure compliance with safety and confidentiality obligations.

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. Venue for any dispute arising under this Agreement shall be in the state or federal courts located in that jurisdiction.

Entire Agreement and Amendment

This Agreement, together with any attached exhibits or written work location addenda signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior discussions, representations, or agreements. No amendment to this Agreement will be effective unless in writing and signed by both parties.

Severability; Remedies

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall continue in full force and effect. Remedies available to Employer for breach shall include injunctive relief and any other remedies available at law or in equity.

Acknowledgment

Worker acknowledges receipt of this Agreement, understands the work location expectations and related obligations, and agrees to abide by the terms herein.

Employer (Printed Name):

By (Signature):

Date:

Worker (Printed Name):

By (Signature):

Date:

Enter text✕

What the Workplace Work Location Agreement Is

A Workplace Work Location Agreement is a written contract between an employer and an employee that documents where the employee will perform work, whether on-site, remote, or in a hybrid arrangement. It clarifies expectations about primary work address, approved alternate locations, equipment and expense responsibility, hours and availability, reimbursement for business-related costs, tax and payroll implications tied to location, and any safety or security requirements tied to specific sites.

Why employers and employees use this agreement

The agreement reduces misunderstandings about worksite expectations, supports payroll and tax accuracy, protects confidential information tied to a location, and documents liability and expense responsibility. Clear location terms also help with compliance for wage, tax, and benefits administration.

Why employers and employees use this agreement

Who typically completes a Workplace Work Location Agreement

Use this form to create a clear, auditable record that can be retained with personnel files and referenced for payroll, benefits, and workplace safety decisions.

  • Human Resources teams drafting consistent location policies across departments and offices.
  • Managers documenting hybrid, remote, or temporary on-site arrangements for direct reports.
  • Employees confirming authorized remote work locations, equipment responsibility, and reimbursement terms.

Step-by-step: completing the agreement

Follow these sequential steps to prepare, review, and finalize a Workplace Work Location Agreement with minimal rework.

  • 01
    Prepare: Gather employee details and proposed locations before drafting.
  • 02
    Draft: Fill required fields and include payment/reimbursement terms.
  • 03
    Review: Manager and HR check tax, benefits, and safety impacts.
  • 04
    Execute: Sign, date, and distribute copies to all parties.

How the review and routing process typically flows

A standard routing sequence ensures approvals are obtained in order and records are stored for audit and payroll.

  • Employee: Completes form and signs first.
  • Manager: Verifies business need and initial approval.
  • HR: Validates payroll, tax, and benefits effects.
  • Records: Final copy retained in personnel file.

Common online workflow settings for digital completion

Configure a simple digital workflow to collect signatures, authenticate signers, and route completed agreements to HR and payroll.

Field Configuration
Signature Order Employee → Manager → HR
Authentication Email + optional SMS code
Retention Save PDF to HR folder and cloud storage
Notifications Auto-email copies to signers and HR

Technical requirements for e-signing and storage

Confirm platform compliance with ESIGN/UETA and any industry-specific rules before relying on electronic execution for legal or tax purposes.

  • File formats: PDF, DOCX supported
  • Integrations: Connects to HRIS and cloud storage
  • Security: AES-256 at rest, TLS in transit

Key clauses to include in a professional agreement

Include these six elements to make the Workplace Work Location Agreement operationally complete and legally useful across HR, payroll, and legal reviews.

Worksite Definition

A precise description of the primary worksite and any permitted alternate work locations, including geographic or jurisdictional limits and any client sites.

Hours and Availability

Clear expectations on core hours, on-call duties, availability for meetings across time zones, and procedures for schedule changes.

Equipment and Data Security

Who provides devices, responsibilities for secure storage, encryption requirements, and steps to report data incidents.

Expense Reimbursement

Which expenses are reimbursable, required documentation, reimbursement timelines, and caps if any.

Tax and Payroll Treatment

Statement about how work location affects state payroll taxes and any employee reporting obligations.

Termination or Relocation

Process for changing the work location, notice periods, and consequences for noncompliance with location terms.

Essential information to collect on the form

Employee Name: Full legal name
Employee ID: Internal HR identifier
Primary Address: Street, city, state, ZIP
Work Type: On-site, remote, hybrid
Effective Date: MM/DD/YYYY
Approvals: Manager and HR signatures

Penalties and risks of incomplete or incorrect agreements

Payroll Misclassification: State tax assessments and penalties
I-9 Violations: Civil fines under 8 CFR §274a.2
Tax Reporting Fines: Penalties under IRC §6721 for incorrect reporting
Data Breach Liability: HIPAA exposure if PHI involved
Workers’ Comp Issues: Claim disputes for off-site incidents
Contract Disputes: Enforceability risks without clear signatures

Common mistakes to avoid when preparing this agreement

  • Vague location descriptions that fail to identify state jurisdiction can create payroll tax and benefits compliance issues for employers.
  • Failing to specify who pays for and maintains equipment leads to disputes about repairs, data security responsibility, and expense reimbursement.
  • Omitting a clear effective date or failing to capture signatures and dates can create gaps for record retention and legal enforceability.
  • Not checking state remote-work rules or local tax withholding requirements when an employee moves across state lines creates audit and withholding risk.

Typical timelines and processing expectations

Set clear internal timelines so HR, payroll, and the employee complete steps in sequence and records are updated promptly.

Form Completion:

Complete and sign before the remote arrangement begins.

Manager Review:

Manager approval within 3 business days of submission.

HR Processing:

Update payroll and benefits within one pay cycle.

Tax Withholding Changes:

Employee location changes may require state withholding updates within 30 days.

Record Retention:

Store signed agreement in personnel file immediately.

eSignature pricing and capability comparison for signing this agreement

Comparing typical vendor starting prices and key features that matter when collecting and storing signed Workplace Work 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 Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently asked questions and troubleshooting

Answers to common questions about execution, enforceability, and digital signing of Workplace Work Location Agreements.


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