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reimbursing home office expenses
Benefits & Compensation
reimbursing home office expenses
Exchange ideas about health plans, retirement, work/life benefits, and employee assistance.
Reimburse home office expenses? An employee is moving 2 hrs. from our office. He has asked to continue working for us out of a home office. He is a valued senior person; we said yes.
So, who pays for
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Forums » Topic Forums » Benefits & Compensation » reimbursing home office expenses
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reimbursing home office expenses
posted at 8/19/2010 6:30 AM EDT
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Posts: 1
First: 8/19/2010 Last: 8/19/2010 |
Reimburse home office expenses? An employee is moving 2 hrs. from our office. He has asked to continue working for us out of a home office. He is a valued senior person; we said yes.
So, who pays for a printer/scanner and related supplies? Who pays the monthly fee for his broadband access? Does IT dept. support any printer issues? I'd like IT to recommend a certain printer and have the employee pay for it. I expect he'll have personal use also. I also think he should pay for his internet access. He chose to move; he should pay at least some of the homeoffice setup costs. Do you all agree? How have you handled these situations? This is our first, so thinking about precedent also. |
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reimbursing home office expenses
posted at 8/19/2010 6:46 AM EDT
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Posts: 562
First: 11/12/2009 Last: 9/14/2011 |
Whatever it is you decide to do, put it in writing and have it signed by both parties.
I'd ask the employee what his expectations are first. You might find that they're either minimal to none, or that he wants top of the line everything to be paid for (there's usually no in-between in these situations). Discuss with your management what they're willing to pay for. Once you have that info, then you can decide. Legally, you're under no obligation to really pay for anything. If there was some very specialized equipment unique to doing his job, perhaps he'd have a case to claiming reimbursement for an office set-up. If he does make an issue of it, you could issue him equipment with the proviso that he return it upon termination. |
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reimbursing home office expenses
posted at 8/19/2010 8:01 AM EDT
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Posts: 464
First: 6/30/2004 Last: 11/22/2010 |
I think there are other considerations to throw into the agreement, as long as you are doing one.
Is there business specific software? Is the speed of the internet connection important to the job outcomes you are trying to achieve? Will IT support be needed? At my employers request, I need to be accessible just about any time or place. This often includes having to access company software and files. My employer gives me a cell phone and an internet allowance. These amounts do not cover the whole bill, just a ratio based on 3 months of usage tracking. IT had to set up a VPN (Virtual Private Network) access capability for me, which is like a PC anywhere access that remotely puts me into my work desktop and allows me to get into the software and database files I often need to respond to requests. The technical access issues and IT trouble shooting are way beyond my skill set so if the company wanted viable work product, these things had to be taken care of. If your employee is going to meet the goals the company wants, then make sure you provide the proper tools. |
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reimbursing home office expenses
posted at 8/19/2010 5:09 PM EDT
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
I also VPN into the office -- now more that I moved this week. My IT person has a way of remotely getting to my computer as long as I have internet access...including checking it and diagnosing issues.
I am getting a new printer/scanner once I get into my new office at the new house. My employer has agreed to pay for the printer and I expect to split the costs of the cartridges unless I manage to only use it for business uses. I don't have them pay for phone/internet becuase that is something I have already and use for both business and personal. I suspect I will ask for reimbursement of some office supplies -- but only things I would have asked for in the office. I already had my (personal) Dell laptop and the office supplied me with an extra desktop both of which are loaded with VPN, so I guess you could say we split those. Personally I think of it as a perq and try to keep my expenses minimal. |
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reimbursing home office expenses
posted at 8/31/2010 5:30 AM EDT
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Posts: 3
First: 12/13/2007 Last: 9/7/2010 |
All of the previous comments boil down to: determine what is required for employee to be able to do his job.
Then determine what he needs that he doesn't already have. And if you recommend a particular item, you are arguably now assuming more responsibility for providing that item. If you purchase anything, determine what percentage will be personal vs. business use (if you really think that's important). Remember that you are saving the expense of office space and don't be too picky if this is a valuable employee....everything is negotiable at a senior level. |
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reimbursing home office expenses
posted at 8/31/2010 8:37 AM EDT
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Posts: 5
First: 5/16/2006 Last: 8/31/2010 |
There are some other considerations. Is the employees home office conducive to a safe work environment? Is the employees workspace ergonomic? If not, you may be risking a workman's comp case. Who will be responsible for any company owned equipment in the case of a fire or theft? How will you reclaim any company property if the employee leaves the company? Will company intellectual property be adequately protected? What safeguards will be in place?
What about equity? Are you ready to field the inevitable "so and so works from home so why can't I" questions? My company pays a monthly stipend to help defray costs like high speed internet, phone, miscellaneous office supplies, etc. and they provide either a limited home worker package (ergo chair, printer/fax/scanner, shredder) or a full package (all of the above, plus an ergo desk) depending on the equipment the employee already has available. |
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