Moonlighting policy template

1. Purpose

This policy explains when employees of [Company Name] may take up work outside their employment, so that outside activities do not conflict with their duties, the Company's business or its confidential information.

2. Scope

It applies to all full-time employees, including those on probation or serving notice. It covers any outside work, paid or unpaid: a second job, freelancing, consulting, gig work, a directorship, running a business, and creating online content for payment. Part-time staff and consultants follow the terms of their own contracts.

3. Definitions

• Moonlighting: taking up work for another employer, client or own business while employed full-time by [Company Name].
• Working time: the employee's rostered hours, including hours worked from home, on-call duty and approved overtime.
• Competitor: any business that offers products or services similar to those of [Company Name], or bids for the same customers.

4. Policy

• Full-time employment with another employer while employed by [Company Name] is not permitted.
• Other outside work needs prior written approval. It will be approved only if it does not compete with the Company or serve its customers, suppliers or competitors, takes place outside working time, uses no Company equipment, software, data, code, designs or contacts, and does not affect attendance, performance or availability for shifts.
• Unpaid community, religious, charitable and academic activities that meet the same conditions need only a declaration, not approval.
• Anything created in the course of employment, or with Company resources, belongs to the Company as set out in the appointment letter.
• No outside paid work may be done while on leave from the Company, including sick leave.

5. Procedure

• Before starting, submit the outside work form below to your reporting manager and HR.
• HR and the manager decide within [Number] working days. They may approve, approve with conditions or decline, and will give reasons.
• Approvals are valid for [12] months and are renewed through the annual declaration.
• Undisclosed outside work that breaches this policy is handled under the Disciplinary Action Policy. Undisclosed full-time employment elsewhere, or work for a competitor, is treated as major misconduct.

Outside work form
Name of organization or activity: [Name]
Nature of work: [Description]
Hours per week and timing: [Number] hours, [Days and Times]
Paid or unpaid: [Paid or Unpaid]
Any link with Company customers, suppliers or competitors: [Yes or No, with details]
Employee signature: [Signature] Date: [Date]

6. Responsibilities

• Employees: disclose outside work before starting it, and keep it within the approved conditions.
• Managers: decide requests fairly, and raise concerns about performance or availability with HR.
• HR: keep approvals and declarations on file and run the annual declaration round.

7. Exceptions

Passive investments, rent from property, and up to [Number] paid talks or guest lectures a year with no link to competitors need no approval.

8. Review

[HR Head Designation] reviews this policy every [24] months, and sooner if the Company changes its remote work arrangements or sees a pattern of undisclosed outside work.