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Flexible Work Equipment and Expense Guidelines

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Updated Feb. 8, 2022

Hybrid Work Arrangements: Home Office Equipment Guidelines

Employees working in an approved hybrid work arrangement are eligible to purchase or be reimbursed up to $250 for basic necessary office equipment to augment their telecommuting/home worksite. Ergonomics training and an ergonomic self-assessment through the University EH&S Ergonomics Program must be completed prior to purchasing or being reimbursed for home office equipment. The assessment will identify items that need correction to achieve a proper workstation setup and may benefit from ergonomic equipment.  

If an ergonomic self-assessment results in recommendations, the employee should consult with their supervisor who will follow departmental purchasing procedures and either purchase or provide reimbursement for basic ergonomic equipment from the EH&S Pre-Approved Computer Ergonomics Product List, up to a maximum of $250 per employee.

Eligibility:

All employees, including contingent (casuals and temporary) who are in an approved hybrid work arrangement, are eligible. 

SLAC employees: Policies may differ from those stated here due to our regulatory environment; please view the policies posted in the SLAC Intranet.

Other details:

  • In hybrid work arrangements, the individual’s Primary Stanford Work Location is already fully equipped. The individual’s telecommuting/home worksite may be augmented with basic home office equipment that may be recommended, including an external keyboard, mouse, free-standing monitors, monitor risers, docking stations, headsets, web cameras, footrests and chairs. Note: any special equipment necessary to conduct business such as printers, special monitors, file cabinets, etc. are provided at the individual’s Primary Stanford Work Location.
  • Any recommended equipment exceeding $250 requires supervisor/local HR Manager review, and approval from the Dean/Vice Provost/Vice President or their designee.

    • All home office equipment purchased or reimbursed by Stanford is Stanford-owned property and must be tracked by the department and returned by the employee when the approved hybrid work arrangement ends, or as soon as possible following the date employment ends, whichever is sooner.

  • When home office equipment is returned, if the department does not have use for the equipment, the Department Property Administrator (DPA) should initiate an excess property request for potential sale by Surplus Property (Administrative Guide 5.2.4 Surplus Property Sales). The employee may be able to purchase the excess equipment at the current fair market value of the item in this situation.

Office Equipment Taken Home During COVID-19 Pandemic

Individuals who were approved to work from home or an alternate location under a Temporary Hybrid/Remote Work Agreement during the COVID-19 pandemic and received approval from their school/unit to take basic office equipment home (such as external keyboard, mouse, free-standing monitors, monitor risers, docking stations, headsets, web cameras, footrests and chairs), may be eligible to continue to use the equipment for their home workspace if certain conditions outlined below are met and upon approval from the school/unit Dean, Vice Provost, Vice President or assigned designee:    

  • For employees whose Temporary Hybrid/Remote Work agreements are approved for continuation as hybrid work arrangements, office equipment taken home may continue to be used provided your school/unit has the ability to provide a fully equipped workspace at the Primary Stanford Work Location.  
  • All equipment taken home from work is Stanford-owned and must be returned following the end of the Temporary Hybrid/Remote Work arrangement. When the Temporary Hybrid/Remote Work arrangement ends, employees must make arrangements with their school/unit to return all Stanford-owned equipment.

Remote Work Arrangements: Home Office Equipment Guidelines

Employees on approved remote work arrangements are eligible to receive a one-time taxable payment of $750, included as a part of the employee’s paycheck, to purchase basic home office equipment to ensure a productive and safe home work environment. Ergonomics training and a self-assessment are requirements prior to receiving the one-time payment for home office equipment.   

Employees approved or designated by their department to work under a remote work arrangement are responsible to ensure that their remote workspace is ergonomically appropriate by completing the steps outlined by the University EH&S Ergonomics Program.

If additional equipment or replacement items are needed beyond what can be purchased with the $750 payment, the employee should consult with their supervisor and/or local HR Manager who will follow departmental expense procedures and either purchase or provide reimbursement for the additional needed equipment. 

Eligibility:

All employees, including contingent (casuals and temporary) who are in an approved remote work arrangement, are eligible. 

SLAC employees: Policies may differ from those stated here due to our regulatory environment; please view the policies posted in the SLAC Intranet.

Other details:

  • Basic home office equipment includes an external keyboard, mouse, free-standing monitors, monitor risers, docking stations, headsets, web cameras, footrests and chairs. 
  • All home office equipment purchased by the remote employee using the $750 payment is considered their personal property and would not need to be returned to Stanford at the end of their remote work assignment. 
  • Any equipment that exceeds the $750 stipend requires review by the supervisor or local HRM, and approval from the Dean/Vice Provost/Vice President or their designee.

    • Any home office equipment needed in excess of the $750 stipend will be purchased or reimbursed by Stanford. Stanford purchased/reimbursed equipment is Stanford-owned property and must be tracked by the department and returned by the employee when the approved Remote work arrangement ends, or as soon as possible following the date employment ends, whichever is sooner.

    • When home office equipment is returned, if the department does not have use for the equipment, the Department Property Administrator (DPA) should initiate an excess property request for potential sale by Surplus Property (Administrative Guide 5.2.4 Surplus Property Sales). The employee may be able to purchase the excess equipment at the current fair market value of the item in this situation.

Home Equipment Purchase Process Overview

Below is a high-level summary of the process for requesting home office equipment support.  Consult with your local HR manager for the process specific to your school/unit.

  1. Complete EH&S training 3400 in STARS (upon hire or when an individual changes physical work location and every two years thereafter).
  2. Complete computer workstation self-assessment; if you would like additional assistance, please submit an Ergonomics Services Request form.
  3. Work with manager and/or local HR manager to identify the equipment needed using the EH&S Pre-Approved Computer Ergonomics Product List.
  4. For equipment purchased/reimbursed by Stanford, submit equipment requests to the local finance/expense team.  
  5. The manager and or/local HR manager will inform the local Department Property Administrator of the equipment purchased/reimbursed by Stanford. The Department Property Administrator is responsible for maintaining a log of equipment purchased and when an individual leaves Stanford, will follow up with the local HR manager to work with the employee to retrieve Stanford-owned equipment and follow the property disposition process outlined in Administrative Guide 5.2.4 Surplus Property Sales.

 

Travel Reimbursement Guidelines

Guidelines specifically related to Remote and Hybrid Work Arrangements and travel to a Stanford Work location are described below.  In addition, standard expense guidelines apply pertaining to business travel and the related definitions of reimbursable expenses - see AGM 5.4.2 Business and Travel Expenses for details. 

Hybrid Roles & Travel to Stanford Work Location

For approved Hybrid work arrangements, travel between an employee’s telecommuting worksite and their Primary Stanford Work Location1 is considered part of an employee’s normal commute and associated expenses are not reimbursable.

Remote Roles & Travel to Stanford Work Location

For Remote employees whose residence is within a defined 10-county2 area, travel to a Stanford Work Location1 will not be reimbursed because the remote arrangement is at the employee’s request and there is space available for the employee to work on campus. 

For Remote employees outside of the designated 10-county area, Stanford will reimburse expenses for occasional, required travel to a Stanford Work Location as long as the travel is necessarily incurred and the employee receives prior approval from the employee’s department/manager.

1 Stanford Work Location includes any Stanford Campus, Stanford Satellite Office or Hub, or Stanford Alternative Worksite

2 The 10-county area includes all of the following counties: Santa Clara County, San Mateo County, San Francisco County, Alameda County, Contra Costa County, Marin County, Napa County, Sonoma County, Solano County, or Santa Cruz County 

 

Expense Guidelines Summary

 

ON-SITE ARRANGEMENT

HYBRID ARRANGEMENT

REMOTE ARRANGEMENT

Primary Workspace

Primary Stanford Work Location

Primary Stanford Work Location

Non-Stanford Work Location

Equipment for Off-Site Workspace

N/A

Department may provide or reimburse employee for up to $250 for home office equipment.1

This equipment is Stanford property and is to be tracked by the department and returned by the employee if the arrangement or employment ends. See Administrative Guide 5.2.4 Surplus Property Sales

Employee paid $750 (taxable, one-time) to purchase basic home office equipment beyond that which is typically provisioned by the school/unit.  

Equipment directly provisioned by the school/unit is Stanford property and to be returned.

Equipment purchased with the $750 payment is the employee’s personal property. 

Equipment for On-Site Workspace

Fully provided, with assigned workspaces where appropriate for position.

Fully provided, with designated workspaces (individual or shared).

Generally no equipment provided on-site; employees may bring laptops and use hoteling spaces when on-site.

Travel Expenses from Home to a Stanford Work Location

Standard commuting expense, no reimbursement.

Standard commuting expense, no reimbursement.

Reimbursed if the remote employee lives outside of the 10-county area2 defined in AGM 2.1.21 and travel on-site is necessarily incurred and employee receives prior approval from their department/manager.

If an employee self-elects to come to a Stanford Work Location, no reimbursement is required.

See  AGM 5.4.2 Business and Travel Expenses for details.

Travel from Home to Non-Stanford Location for Stanford Business

Follows standard Stanford Travel Guidelines 

Business Expense Desk Guide

 

Cell Phone or Home Internet Connectivity

Determined by business necessity. 

See AGM 8.1.3, Provision of Mobile Equipment and Related Services

1 Ergonomic self-assessments should be completed before purchasing.  

2 The 10-county area includes all of the following counties: Santa Clara County, San Mateo County, San Francisco County, Alameda County, Contra Costa County, Marin County, Napa County, Sonoma County, Solano County, or Santa Cruz County

Supporting policies or resources