Work From Home Request Form Template

Who this template is for

Remote work requests have evolved from the 2020-2021 ad-hoc emergency arrangements into a structured workflow with real regulatory implications. Spain passed Ley 10/2021 de Trabajo a Distancia (the TRD Law) which requires a written agreement for any employee working remotely more than 30 % of the time over a 3-month reference period, mandates employer compensation for remote-work expenses, establishes right-to-disconnect provisions under LOPDGDD Art. 88, and creates Inspección de Trabajo enforcement authority. Brazil passed Lei 14.442/2022 (the Teletrabalho Reform) which regulates teletrabalho as a distinct contract regime with productivity-based compensation options (artigo 75-A et seq. of the CLT), requires eSocial S-2206 contract change events for transitions, and creates specific employer-employee obligations around equipment, ergonomics, and time control. US has state-by-state remote work tax-nexus rules — when an employee works from a state where the employer is not registered, the employer often triggers state tax registration obligations (varying by state) and may face Convenience of Employer rule application (New York, Connecticut, Massachusetts, Pennsylvania, Delaware, Nebraska) which complicates the employee's state income tax filing. California has specific reimbursement requirements under Labor Code §2802 (employer must reimburse necessary business expenses including portion of home internet, phone, electricity for remote work). The EU has right-to-disconnect rules in multiple jurisdictions (Spain LOPDGDD Art. 88, France's El Khomri law, Belgium's 2023 deconnection law). This template structures the request itself — employee identity, request type (single day, multiple days, permanent WFH, hybrid schedule), start and end dates, reason for request (medical accommodation, caregiving, productivity preference, life event, geographic relocation, ergonomic needs), home office setup status (fully equipped, need some equipment, need help setting up), and manager name. It is the structured intake your HR business partner, manager, and (for Spanish/Brazilian employers subject to the TRD/teletrabalho laws) compliance team use before the formal written agreement is drafted — not the casual Slack message that creates regulatory exposure if the arrangement crosses the legal thresholds.

From remote work request to approved arrangement in one structured flow

Employee submits the request with their identity (name + work email, cross-validated against the active-employee directory), request type (which determines the downstream regulatory routing). 'Single Day' or 'Multiple Days' (occasional remote work) typically falls below regulatory thresholds in most jurisdictions and routes to manager approval only. 'Permanent WFH' or 'Hybrid Schedule' often crosses regulatory thresholds — under Spanish Ley 10/2021 the 30 % over 3 months threshold triggers the written agreement requirement; under Brazilian Lei 14.442/2022 the teletrabalho regime requires the eSocial S-2206 event and the contract modification. Start and end dates capture the duration — temporary arrangements (e.g., medical recovery for 6 weeks) have different downstream implications than open-ended arrangements. Reason for request captures the qualifying circumstances — medical accommodation (which triggers ADA reasonable-accommodation analysis in US, Lei 13.146/2015 LBI in Brazil, Real Decreto Legislativo 1/2013 LGDPD in Spain), caregiving responsibilities (which may trigger FMLA in US, Ley 14.457/2022 in Brazil for parental flexibility, Estatuto Art. 34.8 in Spain for work-life balance), productivity preference (the most common reason in tech, requires policy alignment), life event (relocation, partner's job change), or geographic relocation (which has the highest regulatory complexity as it may cross state/country tax boundaries). Home office setup status drives the equipment-provisioning workflow — 'Fully equipped' means no employer expense; 'Need some equipment' triggers the equipment-request workflow (monitor, chair, desk, internet allowance, phone allowance); 'Need help setting up' triggers the IT-provisioning workflow with the standard remote-work bundle (laptop, monitor, keyboard, mouse, webcam, headset, ergonomic chair, desk). For Spanish employers, the equipment provisioning has explicit legal requirements under Ley 10/2021 Art. 11 — the employer must provide, install, and maintain the equipment necessary for remote work, including expense compensation. For Brazilian employers under Lei 14.442/2022, the equipment provisioning and expense reimbursement is governed by the written teletrabalho agreement and the company policy. For US employers, California Labor Code §2802 requires expense reimbursement; other states have their own rules. On submission, the workflow routes to the appropriate approval chain. Manager approves the arrangement (for occasional remote work) or recommends approval (for permanent WFH / hybrid). HR business partner reviews for policy compliance and triggers the regulatory documentation generation if the arrangement crosses regulatory thresholds (Spanish acuerdo de trabajo a distancia, Brazilian aditivo contratual de teletrabalho, US state tax registration if needed). Compliance team (where applicable) reviews for the regulatory thresholds. The audit trail captures the full progression — request submission, manager recommendation, HR review, compliance review, formal approval, equipment provisioning, and the start date.

What's included

Every field exists because some HR team has been burned by its absence — usually at the Inspección de Trabajo audit where a Spanish remote-work arrangement exceeded the 30 % threshold without the required written agreement, or at the Receita Federal review where a Brazilian teletrabalho arrangement was misclassified for tax purposes, or at the New York state tax audit where the Convenience of Employer rule caught an unregistered employer with employees working remotely from out of state.

Employers using work-from-home request forms

• Spanish employers under Ley 10/2021 de Trabajo a Distancia

  Spanish employers managing remote work under Ley 10/2021 (the TRD Law, passed July 2021) which establishes the framework — the law applies to employees who work remotely for at least 30 % of their working day over a 3-month reference period, requiring (1) a written acuerdo de trabajo a distancia signed by employer and employee covering the specific terms (location, schedule, equipment, expenses, work-time control, right-to-disconnect, training, occupational health and safety, return to in-office); (2) employer responsibility for providing, installing, and maintaining the equipment necessary; (3) employer compensation for the expenses derived from remote work (a fija plus may be agreed in collective bargaining); (4) right-to-disconnect under LOPDGDD Art. 88 (the employee has the right not to be reached outside working hours); (5) occupational health and safety obligations including home office ergonomic risk assessment; (6) reversibility — the arrangement can be ended with notice by either party. The form captures the data needed for the acuerdo de trabajo a distancia and triggers the document generation when the threshold is crossed. Inspección de Trabajo enforces the law with multas under the LISOS — typically 626-6.250 € for leve infringements, 6.251-187.515 € for grave, 187.516-983.736 € for muy grave.

• Brazilian employers under Lei 14.442/2022 teletrabalho regulado

  Brazilian employers managing teletrabalho (remote work) under Lei 14.442/2022 which reformed the CLT (Articles 75-A through 75-F) — the law establishes teletrabalho as a distinct contract regime with specific provisions: (1) the regime may be predominantly remote (more than half the time remote) or hybrid; (2) the regime must be agreed in writing (aditivo contratual de teletrabalho); (3) compensation may be based on productivity rather than hours worked, with explicit waiver of the time-control obligation under CLT Art. 62 §III for productivity-based arrangements; (4) the employer's equipment, expense, and ergonomic obligations are governed by the written agreement and company policy; (5) eSocial S-2206 (Alteração de Contrato de Trabalho) must be generated for the regime change; (6) the transition from in-office to teletrabalho or back requires 15-day notice. The form captures the regime type and triggers the aditivo contratual and eSocial event generation. Lei 14.442/2022 also clarified the LGPD-driven privacy considerations for teletrabalho — the employer may not surveil the home office without explicit employee consent and proportionate justification. For Brazilian companies running structured teletrabalho programs, integration with Convenia, Sólides, Senior Sistemas, TOTVS RH for the HRIS-side updates and eSocial event generation.

• US employers with multi-state remote workforce

  US employers managing remote workers across state lines face significant compliance complexity. Each state where an employee works can trigger employer tax registration obligations (state income tax withholding, unemployment insurance, workers compensation, paid family leave, paid sick leave registration depending on state). The Convenience of Employer rule applies in New York, Connecticut, Massachusetts, Pennsylvania, Delaware, Nebraska — meaning if a New York employer has an employee working remotely from another state for the employee's convenience (not for the employer's necessity), the income is still treated as New York-sourced for state income tax purposes, creating a double-taxation risk. California has specific reimbursement requirements under Labor Code §2802 (necessary business expenses, including portion of home internet, phone, electricity for remote work). The Fair Labor Standards Act (FLSA) creates wage-and-hour considerations for remote workers — particularly around tracking hours for non-exempt employees and the 'continuous workday' principle that can extend overtime liability. The form's request-type and geographic-location fields capture the data the employer needs to navigate this complexity. Multi-state employers often work with payroll platforms (Gusto, Justworks, Rippling, ADP, Paycom, BambooHR Payroll) that handle the per-state registration and reporting.

• EU right-to-disconnect compliance

  EU employers operating in jurisdictions with right-to-disconnect laws — Spain LOPDGDD Art. 88 (the digital rights chapter, applies to all Spanish employees), France's El Khomri law (Loi Travail, 2016, applies to companies 50+ employees with mandatory negotiation), Belgium's right-to-disconnect law (2023, applies to public sector and most private sector), Italy's Smart Working law (Legge 81/2017 with right-to-disconnect provisions), Portugal's amended Labor Code (2021 telework chapter with right-to-disconnect), Slovakia, Ireland's Right to Disconnect Code of Practice (2021). The right-to-disconnect framework requires that employees not be required to answer communications outside their normal working hours and that the employer establish policies and technical measures to support this. For employees working remotely, the right-to-disconnect is particularly important because the boundary between work and personal time blurs. The form's reason-for-request and start/end-date fields capture the data needed to align the remote work arrangement with the right-to-disconnect policy. Pairs naturally with tools that support the policy — Slack do-not-disturb hours, Microsoft Teams quiet hours, Google Workspace working-hours integration, calendar tools with auto-blocking outside working hours.

• Hybrid work scheduling and desk-booking integration

  Employers running hybrid work programs (typically 2-3 days in-office, 2-3 days remote) where the WFH request integrates with the desk-booking and team-coordination workflows. Pairs naturally with hybrid work platforms — Robin (Robin Powered, the leading hybrid work platform with desk booking, meeting rooms, neighborhood maps), Envoy (workplace experience platform with visitor management, desks, rooms), Tactic (modern workplace platform), OfficeRnD (workplace management), Skedda (desk and resource booking), Joan (room and desk booking with hardware integration), Condeco / Eptura (enterprise workplace management). The form captures the WFH schedule which then drives the desk-booking system to release the employee's desk on remote days and reserve it on in-office days. For companies running team-coordination policies (e.g., 'engineering team in office Tuesday-Wednesday-Thursday'), the form respects the per-team policy and validates the request against the team's anchor days.

• Geographic relocation requests (move while keeping job)

  Employees requesting WFH as part of a geographic relocation — they want to keep their current role but move to a different city, state, country, or time zone. This is the highest regulatory complexity of the WFH request types because it crosses tax-nexus boundaries and may trigger employment law jurisdiction changes. For US employers, the form's geographic field triggers the multi-state compliance analysis (where the employee will work determines the employer's state-tax registration obligations, the Convenience of Employer rule application for NY/CT/MA/PA/DE/NE, the state-specific expense reimbursement requirements). For Spanish employers, a move to another autonomous community is typically a Estatuto Art. 40 movilidad geográfica change (requires justification and procedure if not employee-initiated). For Brazilian employers, a move to another município or estado may trigger CLT Art. 469 transferência issues and the eSocial S-2206 event. For cross-border moves (employee moves from US to Spain, from Brazil to US, etc.), the form triggers the full global mobility / Employer of Record (EOR) analysis — Deel, Remote.com, Oyster, Velocity Global, Multiplier, Globalization Partners are typical EOR platforms that handle the cross-border employment compliance.

Tailor it to your remote work policy

Every employer has a different remote work policy. Configure the request-type options to match your policy — most employers use Single Day / Multiple Days / Permanent WFH / Hybrid Schedule; some add Sabbatical-WFH, Workation (work-from-vacation-location), Caregiving-WFH; some restrict to specific categories based on role or seniority. Configure the geographic-restriction field — many companies maintain an approved-list of states/countries where employees can work remotely (based on the employer's tax registration footprint and employment law compatibility); requests outside the approved list trigger the multi-state/multi-country compliance review. Add the team-anchor-day field if your company runs hybrid work with required in-office days — the form validates the request against the team's anchor days and surfaces conflicts. Configure the equipment-provisioning workflow — most employers offer a remote work setup allowance (typically $500-$2,500 one-time + monthly stipend for internet/phone), some provide explicit equipment (Apple-standard laptop, monitor, chair, desk via a vendor like Firstbase, Reverb, or directly through Amazon Business); the form's home-office-setup field drives the equipment workflow. For Spanish employers subject to Ley 10/2021, configure the acuerdo de trabajo a distancia template generation that the form triggers when the 30 %-over-3-months threshold is crossed. For Brazilian employers subject to Lei 14.442/2022, configure the aditivo contratual de teletrabalho template generation and the eSocial S-2206 event creation. For US employers with multi-state workforces, configure the per-state compliance routing — California L§2802 expense reimbursement, New York/CT/MA/PA/DE/NE Convenience of Employer rule consideration, the specific state PFML / paid-sick-leave registration triggers. Integrate with hybrid work platforms — Robin, Envoy, Tactic, OfficeRnD, Skedda, Joan, Condeco/Eptura — for the desk-booking coordination. Integrate with HRIS — Workday HCM, BambooHR, Personio Spain, Factorial HR, Holded, Convenia, Sólides, Senior Sistemas, TOTVS RH — for the policy-compliant work arrangement record. For the right-to-disconnect compliance under LOPDGDD Art. 88 (Spain), Loi Travail El Khomri (France), and similar EU rules, configure the working-hours-and-disconnect-policy acknowledgment that the employee signs as part of the request.

Work from home FAQs

Related templates