What is a Request Outside Employment Approval?
The Request Outside Employment Approval form is a crucial tool used by organizations to ensure that employees’ external job pursuits do not conflict with their primary responsibilities or create potential conflicts of interest. This formal request process allows employees to communicate their intentions clearly, while also giving HR the opportunity to evaluate and address any possible issues before they arise. Whether an employee is looking to take on a part-time job, freelance work, or any other form of outside employment, this form is essential for maintaining transparency and upholding company policies.
Template
Below is a template you can customize for your organization’s needs:
[Company Name]
Request for Outside Employment Approval Form
Employee InformationFull Name: ________________________________________
Job Title: ________________________________________
Department: _______________________________________
Supervisor’s Name: _________________________________
Details of Outside Employment
Proposed Employer:
Name of the company/organization: _________________________________________
Address of the company: __________________________________________________
Position Title: ____________________________________________________________
Nature of Work/Responsibilities: ____________________________________________
Employment Start Date: _________________________________________________
Working Hours:
Days: _______________________________________________
Start and End Times: __________________________________
Impact Assessment
Will this outside employment potentially interfere with your job duties or responsibilities at [Company Name]?
Yes ☐ No ☐
If yes, please explain: ______________________________________________________
Does the proposed employment pose any conflict of interest with [Company Name]?
Yes ☐ No ☐
If yes, please explain: ______________________________________________________
Duration of Outside Employment: ____________________________________
Acknowledgment
I understand that my primary employment obligation is to [Company Name] and that any outside employment must not interfere with my duties or present a conflict of interest. I acknowledge that any significant change in the nature of this outside employment or work hours must be reported immediately to my supervisor.
Employee’s Signature: ________________________________________
Date: _______________________________
Approval Section
Supervisor’s Review
I have reviewed this request and:
☐ Approve ☐ Deny
Comments/Conditions: ____________________________________________________
Supervisor’s Signature: _______________________________________
Date: _______________________________
Human Resources Review
I have reviewed this request and:
☐ Approve ☐ Deny
Comments/Conditions: ____________________________________________________
HR Representative Signature: __________________________________
Date: _______________________________
Final Approval (if required)
I have reviewed this request and:
☐ Approve ☐ Deny
Comments/Conditions: ____________________________________________________
Final Approver’s Signature: __________________________________
Date: _______________________________
Note: Approval of outside employment can be withdrawn at any time if it is found to interfere with job performance or poses a conflict of interest with [Company Name].
Purpose and Benefits
The Request for Outside Employment Approval form serves multiple purposes that benefit both the employee and the organization. Here are some key advantages:
- Prevent Conflicts of Interest: By assessing outside employment requests, you can ensure that employees’ external engagements do not negatively affect their responsibilities or compromise the integrity of the company.
- Maintain Productivity: This process helps keep employees focused on their primary roles, preventing distractions that could arise from conflicting job responsibilities.
- Safeguard Confidential Information: A structured approval process reduces the risk of sensitive company information leaking by preventing employees from taking jobs with competitors.
- Ensure Compliance: The form serves as a mechanism to confirm that outside employment aligns with your company’s policies and does not breach any contractual obligations.
Essential Components
When creating a Request Outside Employment Approval form, it’s important to include the following elements:
- Employee Information: Captures vital details such as the employee’s name, job title, and department, helping reviewers understand the context of the request.
- Details of Outside Employment: Requires employees to provide comprehensive information about the external job, which is essential for assessing potential conflicts.
- Impact Assessment: Includes questions designed to evaluate whether the outside work will interfere with the employee’s primary job responsibilities or create conflicts of interest.
- Acknowledgment Section: Ensures that employees understand their obligations and the importance of reporting any significant changes to their outside employment.
- Approval Sections: Clear areas for supervisor and HR reviews provide a structured process for approvals or denials, including comments and conditions.
How to Use This Form
Implementing and using the Request Outside Employment Approval form effectively requires some careful steps:
- Communicate Clear Policies: Ensure employees are aware of the outside employment policy and the need for approval before they seek additional work.
- Encourage Transparency: Foster an environment where employees feel comfortable disclosing their outside employment intentions without fear of repercussions.
- Review Regularly: Schedule regular reviews of the request forms to ensure compliance and address any potential issues proactively.
- Maintain Documentation: Keep all completed forms and correspondence related to outside employment on file for future reference and compliance checks.
Legal and Compliance Considerations
It’s essential to ensure that your process adheres to all relevant labor laws and regulations. Be mindful of contractual obligations and non-compete clauses that may affect an employee’s ability to take on outside work. Consulting with legal counsel to review your policies can help safeguard against potential legal complications.
Best Practices
To maximize the effectiveness of the Request Outside Employment Approval form, consider the following best practices:
- Provide Training: Offer training for supervisors and HR personnel on how to evaluate requests fairly and consistently, ensuring a transparent process.
- Follow Up: After approval, have regular check-ins with employees to discuss their outside employment and its impact on their primary job.
- Document Changes: If there are any significant changes to the outside employment circumstances, require employees to submit an updated request to maintain compliance.
