Off-Duty Employment (Secondary Employment) Request and Tracking Form

Use this form for employees who need approval before taking a second job, side assignment, or other off-duty work. It is especially useful for roles where outside employment could affect scheduling, conflicts of interest, safety, or public-facing duties. Supervisors and HR or compliance reviewers can use the tracking fields to document the decision and any restrictions.

This template covers paid off-duty work, part-time second jobs, freelance assignments, and recurring outside work that may overlap with the employee’s primary role. It also works for short-term or seasonal work if the organization wants a formal review before the employee starts. The request type field helps distinguish new requests, renewals, and changes to an existing approval.

Submit it before the employee begins the outside job, and resubmit whenever the employer, schedule, location, or duties change. Many organizations also require an annual refresh so the approval record stays current. If the secondary work is ongoing, the tracking section can be used to record renewal dates and review status.

Collect only the fields needed to assess conflicts, schedule overlap, safety, and policy compliance, such as employer name, work hours, location, and any armed or law-enforcement-related duties. Avoid collecting unnecessary PII or personal details that do not affect the review. If your policy allows it, keep the form focused on minimum-necessary information and use conditional logic to show only relevant risk questions.

The employee’s supervisor usually performs the first review because they can assess scheduling impact and operational conflicts. HR, compliance, or a designated manager may need to review cases involving safety-sensitive duties, outside law-enforcement work, or equipment use. The approval tracking fields make it easy to record who approved the request and under what conditions.

A common mistake is approving a request without enough detail about the outside employer, schedule, or work location. Another is skipping risk questions for armed assignments, vehicle use, or law-enforcement-related duties, which can create avoidable conflicts. It is also important to record the approval outcome and any restrictions so the decision is auditable later.

Yes. You can add conditional logic for sworn personnel, security staff, healthcare workers, or other roles with special restrictions, and remove fields that do not apply. For example, some teams may need extra questions about equipment, uniform use, or on-call overlap, while others may only need schedule and employer details. Keep the form short by hiding non-applicable fields until they are needed.

The approval tracking fields can be connected to HR, scheduling, case management, or document storage systems so the request becomes part of the employee record. Many teams route submissions to a supervisor first, then to HR or compliance if the request triggers a policy review. An audit trail is helpful when approvals need to be revisited or compared against later schedule changes.