All staff who can work at home should continue to do so. If purchasing items through Workday/SciQuest is impracticable, employees may utilize one of the following alternative methods: Purchased items that require shipment (e.g., from an online order) may be shipped directly to the employee’s home (or other applicable remote work location). 1. The potential obligation to reimburse employees for remote work expenses is not limited to California, however. Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. Policy brief & purpose. 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. Hence, most reimbursement policies did not address the question of which expenses should be reimbursed and which should be borne by the employee personally. Even if your policy is something like, “we will not reimburse any WFH expenses,” go ahead and put it in writing. What's more, we suspect there was sometimes inconsistency in the manner expenses from different employees were reimbursed. However, with everyone working from home now and for the forseable future, we are considering moving to a stipend based plan. As with all established policies the goal of a remote reimbursement policy should be two-fold: (1) Fair and equitable treatment of employees, and (2) Ending-up with a policy that complies with state and federal laws and one that minimize the employer’s risk of facing adverse actions by employees. How to create your work-from-home reimbursement policy. 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. These are the most commonly provided items, with laptops/MacBooks more popular than clunky desktop computers that can’t be taken offsite or into the office if needed. remote employees freelance work from home week work from home. 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. It is also included with Basic, Portal and platinum memberships. A remote work policy is an important piece of having a successful work flexibility program. A remote work policy cannot treat employees differently on the basis of any protected characteristic, such as age, disability or perceived disability status, or national origin. Only with an explicit request from a supervisor should a staff member return to campus. What follows is a plan for best practice organizations to use to achieve that goal. 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. Remote work stipends solve this problem, and this ultimate guide gives you everything you need to know about them and set one up for your company. 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. This list would include phones, phone service, internet service, computers and/or tablets, and any communications or home office expenses that are required. 26. Even if your policy is something like, “we will not reimburse any WFH expenses,” go ahead and put it in writing. basic office supplies, including but not limited to, the following examples: small computer accessories, including but not limited to, the following examples: batteries for wireless mouse or keyboard; Yale PCard and accompanying expense report (see, Out-of-pocket purchase submitted for reimbursement (see. This means involving both HR and legal. We’ll define “work-related expenses” and set a procedure to authorize expenditure. § 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…. 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. Provide a date by which reimbursable expenses and any required documentation or certification must be submitted. Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. This Yale policy is still in effect and applies to individuals working remotely due to COVID-19.  “Home internet charges” include, but are not limited to, routers, modems, hotspots, access fees/charges, and other related equipment and/or service expenses. To support a tax-free reimbursement program, employers should leverage data that accounts for each individual’s regionally-specific costs. Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. The remaining 8 stepes appeared in an article in the November 2020 issue of the Accounts Payable Now & Tomorrow newsletter. 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. office furniture and décor (e.g., desks, chairs, stand-up desks (e.g., Varidesks), etc. Filed to: remote employees. 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. Employees cannot be reimbursed for commuting expenses even if employees work during the commute.”. This policy applies to all our employees that need to … Do not overlook the state requirements. If an employer pays a fixed amount in the form of a stipend, the employer's policy should allow employees to submit expenses for reimbursement if the employees believe the stipend was insufficient to cover their work-related expenses. 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. 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. 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. University Policy 3301 Travel on University Business states: “Business mileage does not include the normal commute to and from work. Information about the Accounts Payable Now & Tomorrow newsletter or purchase an annual newsletter membership here. 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