Employers in these states need to reimburse remote employees for a computer or laptop, although upgrades to home internet and additional monitors wouldn’t be reimbursable, she said. It is also included with Basic, Portal and platinum memberships. What follows is a plan for best practice organizations to use to achieve that goal. Include your policy in your employee handbook so employees have easy access. “In-office workers who travel are usually provided with laptops, so it stands to reason an organization would do the same for remote workers,” says Hastings. Health insurance, PTO and other individual or group benefits are not altered by a remote working agreement. Expense Reimbursement for Employees Working Remotely Employers requiring employees to work from home during COVID-19 quarantines should promptly review and update their expense reimbursement policies. According to Upwork, though, nearly two-thirds of employers are utilizing remote workers, but more than half (57%) don’t have a formal policy in place. Do not overlook the state requirements. This Yale policy is still in effect and applies to individuals working remotely due to COVID-19.  For employees working from home, the University will not reimburse mileage between the employee’s home and their Yale University work location. Do not overlook the state requirements. Expense reimbursement policies detail when and how employees will be repaid for company expenses, and they generally outline the proper procedure for reimbursement. Many Yale employees continue working remotely due to COVID-19.  Yale is deeply appreciative of the adaptability and resiliency of its employees.  As remote work continues, the University wishes to clarify the types of items that are generally acceptable for purchase to support effective telework.  This interim policy establishes the rules and guidelines pertaining to such purchases.  As always, employees are expected to spend Yale funds prudently and for valid business purposes. As more employees become remote, this inefficiency only multiplies. Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. All equipment items purchased with University funds are the property of the University and must ultimately be returned to Yale.  If these items need maintenance/repair while being used at home, employees should notify their Distributed Support Provider (“DSP”) or the IT Department (helpdesk@yale.edu). This means involving both HR and legal. The Illinois Wage Payment and Collection Act has been amended to require reimbursement of employees expenses, which may include higher ticket items like cellular phones, cellular data service fees, home computers and internet provider fees for employees who are expected to work remotely and more travel expenses. Scope. Purchases of the above items are permitted only for medical necessity or disability.  Employees must obtain prior approval for purchase of the above items through Yale’s Accommodations Program and attach the approval to the applicable expense report.  If approved, all equipment and furniture items purchased with University funds are the property of the University and must ultimately be returned to Yale. E-commerce company Shopify announced in …  Under IRS Reg. What's more, we suspect there was sometimes inconsistency in the manner expenses from different employees were reimbursed. office furniture and décor (e.g., desks, chairs, stand-up desks (e.g., Varidesks), etc. Even if your policy is something like, “we will not reimburse any WFH expenses,” go ahead and put it in writing. Absent such a requirement, expense reimbursement may be necessary to satisfy the FLSA minimum wage and overtime requirements for non-exempt employees. Instructional faculty and members of the President’s Council, whose job responsibilities include an expectation of teleworking, are not required to have an agreement on file. The policy should clearly delineate which expenses are reimbursable, but also provide an avenue for employees to submit reimbursement requests for additional necessary business expenses, even if those expenses are not delineated in the policy. The following items are not approved for purchase, and the University will not reimburse, or otherwise pay, for their purchase: * Note: for the above, starred items, employees should consider the feasibility of bringing existing equipment home for temporary use.  Items retrieved from Yale should be used for business purposes only and maintained and returned in the same condition in which they were obtained.  Lead Administrators should notify employees of the appropriate process for retrieving items and for tracking their home location. ew policy conforms to both Federal laws (The Fair Labor Standards Act) AND State laws. Since we already know what is reimbursement in the business travel setting, let us try now to take a look and understand the Employee Reimbursement Policy itself. The potential obligation to reimburse employees for remote work expenses is not limited to California, however. The remaining 8 stepes appeared in an article in the November 2020 issue of the Accounts Payable Now & Tomorrow newsletter. Even if your policy is something like, “we will not reimburse any WFH expenses,” go ahead and put it in writing. Companies are paying for their remote employees ’ desks, chairs and computers and are instituting regular allowances for WiFi and phone costs. Policy brief & purpose. Companies need to … This article provides employees with analysis and tips related to expense reimbursement of remote workers in California, with a focus on the present Coronavirus/COVID-19 pandemic. For a company whose budget can stretch, th… It quickly became clear that every organization should have a policy for reimbursing expenses related to remote work. The following items, if needed to support effective telework, are generally approved for purchase: Employees may purchase approved items via a purchase requisition through Workday/SciQuest (see Procedure 3201 PR.01 Purchase Requisition Process for detailed process).  Departments are encouraged to designate a point-person (or point-persons) to aggregate employee requests for approved items into bulk purchases for the department.  Purchases through Workday/SciQuest can only be shipped to the Yale office location. Employee Reimbursement Policy and its Elements. If it is unfeasible to retrieve equipment or an employee requires additional equipment to support effective telework, purchases of the above items require prior approval from the employee’s Lead Administrator.  If prior approval is granted, employees must purchase tablets, computers, and laptops and may purchase other approved items via a purchase requisition through Workday/SciQuest (see Procedure 3201 PR.01 Purchase Requisition Process for detailed process), which will only ship items to a Yale office location.  If an approved purchase cannot be made through Workday/SciQuest and an employee wishes to make the purchase elsewhere, such purchase requires additional prior approval from the employee’s Lead Administrator, who must also obtain an exception from the Controller’s Office. 1. Provide a date by which reimbursable expenses and any required documentation or certification must be submitted. Remote work can help organizations recruit new employees with hard-to-find skillsets, or retain current employees who move due to spouse relocation or other life events. What's more, once the pandemic is dealt with and not an issue (fingers crossed: sometime next year), experts predict that somewhere between 20-35% will ultimately work remotely all or most of the time. As more companies turn to remote work, they're finding it difficult to support their off-site team with the same level of care as their on-site team. Only with an explicit request from a supervisor should a staff member return to campus. Employees cannot be reimbursed for commuting expenses even if employees work during the commute.” This Yale policy is still in effect and applies to individuals working remotely due to COVID-19. electricity and rent.) 26. A remote work policy is an important piece of having a successful work flexibility program. University Policy 1109 Internet Access from Home states: “The University will not reimburse or pay directly for home internet charges for faculty, postdoctoral associates/fellows, or staff, regardless of the source of funds. What is included in our Remote Work Reimbursement rates? A signed telework or remote work agreement must be included in an employee’s Human Resources & Payroll personnel file before such costs may be reimbursed. Employees forced to use their personal equipment, such as cell phones, computers, printers, and vehicles, without reimbursement have claims. § 1.262-1(b)(5), costs of commuting to the place of business or employment are personal expenses.  In general, this also applies to travel between multiple work locations…. All staff who can work at home should continue to do so. Reimbursable expenses for remote work The remote work expenses that must be covered by employers in states with strict reimbursement laws includes mostly communications devices and plans. Our Employee Expense company policy outlines how we’ll reimburse employees for work-related expenses. Reimburse for a percentage of voice and/or data fees that accurately reflects the amount of mandatory business usage, and if a percentage or flat monthly amount is used, then allow employees to seek reimbursement for any additional costs incurred over the percentage or flat amount if the actual costs of business use exceed those amounts (this can be hard to determine given the number of … . Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. This means involving both HR and legal. Prior to the pandemic, there was not much remote working and where it did exist, it was frequently only one or two days a week. Further information and detailed scenarios are available in the University’s Mileage Reimbursement Matrix.Â, University Policies, Procedures, Forms, and Guides, Policy Reminder on Internet Access from Home, Policy Reminder on Commuting and Mileage Reimbursements, Coronavirus (COVID-19) Operational Guidance, Office of the Provost: Appropriate Use of University Research Funds. . Purchases of generally approved items do not require additional authorization (Note: employees making purchases on sponsored awards must continue adhering to applicable allowability guidelines).  Employees are cautioned, however, that purchases are expected to be reasonable.  Overly frequent purchases or purchases in excessive quantities or dollar values may be disallowed and deemed personal expenses, at the discretion of the employee’s Lead Administrator.  Lead Administrators are encouraged to notify employees that existing supplies in department storerooms should be used before additional purchases are made, if those supplies can be efficiently distributed. We were paying existing remote employees internet bills in full that they would put in through Concur for reimbursement. If you’re a remote worker, you’re likely wondering if your company should pay for the supplies, tech and otherwise, that you use to get your job done, just like it would if you worked in the office. Remote work arrangements raise various policy issues, including reassignment of official worksite, pay, and reimbursement for travel. Equipment Motus provides reimbursement rates for mobile devices, internet and home office expenses unique to each employee… To support a tax-free reimbursement program, employers should leverage data that accounts for each individual’s regionally-specific costs. How to create your work-from-home reimbursement policy. While many companies have plans to return to the office, many others -- like Dell and Twitter -- have said work from home would be a permanent component of their workforce accommodation. Most experts estimate that approximately 50% have still not returned to the office full time and another 25% have only returned part-time. (E.g., for every $100 of taxable stipend, $38 is lost to taxes employee and employer.) Stipend, $ 38 is lost to taxes employee and employer. to create your work-from-home reimbursement policy put! 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