Remote Work Equipment Policy: Clauses to Include

State a standard package by role, so nobody negotiates one-off. A typical policy lists a company laptop for everyone, then adds items by role, such as a monitor, keyboard, headset or a second display for design and finance staff. Say how often equipment is refreshed.

Then decide between three approaches for the rest of the home office:

• Provide everything: you buy and ship, and you keep ownership. Simple to control, more work to run.
• Stipend: you give a fixed amount for setup, and the employee chooses. Less work, less consistency, and the tax treatment may vary, so ask your accountant.
• Reimburse on request: the employee buys approved items and submits receipts.

Whichever you choose, write down who approves exceptions and what's the limit without approval. For the device setup process, follow your laptop provisioning process, and compare logistics services in this equipment provider comparison.

Say plainly that company-provided equipment belongs to the company, is for business use and must be returned at the end of employment. Then list what employees can and can't do:

1. Use the device for incidental personal activity only, if you allow it.
2. Never share the device with family members or friends.
3. Install only approved software and don't disable security tools.
4. Keep it in a safe place and not leave it in an unattended car.
5. Report loss, theft or damage right away, ideally the same day.

Add a line on personal devices: whether employees may access company systems from them, and under what conditions, such as device management and encryption. Many small companies allow it for email and chat but not for downloading customer files. If you use AI tools on company data, cross-reference your shadow AI policy guidance.

Keep these to the non-negotiables, and enforce them with settings, not hope:

• Full-disk encryption and a screen lock on every device that touches company data.
• Multi-factor authentication on company accounts.
• Automatic updates enabled, with a stated window for applying critical ones.
• Use of a password manager, and no storing of passwords in browsers on shared machines.
• A secure home network, such as a changed default router password, and no use of public wifi without a VPN or equivalent protection.
• Immediate reporting of a lost device, since remote lock or wipe only works if IT knows quickly.

State who provides the tools for each item. A rule the employee can't follow without buying software is a rule you should fund.

Set out what happens when something breaks or is lost. A workable rule: the company repairs or replaces equipment that fails through ordinary use, while damage from negligence is reviewed case by case. State the process: whom to contact, how quickly to expect a response, and whether a loaner is provided.

Expense reimbursement rules vary. Some states require employers to reimburse necessary business expenses, including some remote work costs, so a policy that says employees pay for everything may not hold up. Ask an employment attorney to review this section for the states where your people work. For broader policy structure, see the employee handbook outline, and for how approvals should work when a purchase is above the limit, see the procurement policy template.

Set a return deadline in days from the last working day, describe how equipment is returned (prepaid box, courier pickup or drop-off) and what condition is expected. Say the company will send a return kit and the employee should keep the packaging.

Add what happens if equipment isn't returned. Some employers state that they may pursue recovery of unreturned equipment, but rules on deductions from final pay are strict in many places, so don't include a wage deduction clause without legal advice.

Finally, tie the policy to your offboarding steps: the device is collected, wiped and logged, and access is removed, with a clear deadline. Ask employees to sign an acknowledgment when they receive equipment, listing each item and serial number.