Request for Outside Employment Approval

Creating an effective Request for Outside Employment Approval form is important as it allows employees to formally communicate their intentions while enabling HR to evaluate potential conflicts of interest. In this article, you’ll learn about the importance of having such a form in place and use the form template that you can easily implement to facilitate a smooth approval process.

Request for Outside Employment Approval Template

[Company Name]

Request for Outside Employment Approval Form

Employee Information

• Full Name: ________________________________________
• Job Title: __________________________________________
• Department: ________________________________________
• Supervisor's Name: __________________________________

Details of Outside Employment

1. Proposed Employer:

   Name of the company/organization: _________________________________________

   Address of the company: __________________________________________________

   Position Title: ____________________________________________________________

   Nature of Work/Responsibilities: ____________________________________________

2. Employment Start Date:

3. Working Hours:

   • Days: _______________________________________________
   • Start and End Times: __________________________________

4. Will this outside employment potentially interfere with your job duties or responsibilities at [Company Name]?

   • Yes ☐
   • No ☐
     If yes, please explain: ______________________________________________________

5. Does the proposed employment pose any conflict of interest with [Company Name]?

   • Yes ☐
   • No ☐
     If yes, please explain: ______________________________________________________

6. 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].

Why is a Request for Outside Employment Approval Important?

1. Avoid Conflicts of Interest: Employees’ outside work should not conflict with their responsibilities or create a conflict of interest with their primary employer. The approval form helps assess potential overlaps and ensure that employees' outside activities do not negatively impact their primary job.
2. Maintain Focus on Primary Responsibilities: By evaluating outside employment requests, organizations can ensure that employees remain focused on their primary duties and responsibilities, thus maintaining productivity and quality.
3. Protect Confidential Information: A structured approval process helps safeguard sensitive company information by preventing employees from working with competitors or engaging in activities that might compromise confidentiality.
4. Ensure Compliance with Company Policies: The form serves as a mechanism to ensure that employees’ outside employment aligns with company policies and does not violate any contractual obligations or company guidelines.

Key Components of a Request for Outside Employment Approval Form

1. Employee Information: This section should capture essential details such as the employee’s name, job title, department, and supervisor’s name. This information helps the review committee understand the context of the request.
2. Details of Outside Employment: Employees should provide comprehensive details about their outside employment, including the name of the employer, job title, nature of work, and working hours. This information is crucial for assessing potential conflicts and overlaps.
3. Impact Assessment: The form should include questions that help assess whether the outside employment will interfere with the employee’s primary job responsibilities or pose a conflict of interest. Employees should provide explanations if the answer is “Yes” to any of these questions.
4. Acknowledgment Section: Employees must acknowledge their understanding that outside employment should not interfere with their primary job and that any significant changes must be reported. This section also includes the employee’s signature and date.
5. Approval Sections: The form should have sections for the supervisor and human resources (HR) to review and approve or deny the request. This includes space for comments or conditions that may apply.
6. Final Approval: In some cases, additional approval from higher management may be required. The form should include space for this final review and approval.

Conclusion

The Request for Outside Employment Approval form is an essential tool for ensuring compliance with company policies while maintaining transparency and trust between employees and management. Use this template to streamline the process of evaluating outside employment requests, safeguarding the organization's interests, and supporting employees in their professional growth.