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. 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. Creating a Remote Work Expense Reim . Whether you choose to provide reimbursements for remote expenses or are required to, your policy should spell out everything to employees. Do not overlook the state requirements. 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. Policy brief & purpose. § 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…. An expense reimbursement policy is used in a business to repay employees for any out-of-pocket expenses that they have incurred on behalf of their employer. 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. Many employees are still working from home and some of them will likely never return to their physical offices although they will continue working remotely. In most cases, under the FLSA, any work-related expense incurred by an employee that would bring their pay below the minimum wage (or cut into overtime pay) must be reimbursed. It is also included with Basic, Portal and platinum memberships. Explain the process for employees to submit necessary expenses for reimbursement, including those expenses necessary for the performance of remote workers’ job duties even if those expenses are not otherwise listed 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. office furniture and décor (e.g., desks, chairs, stand-up desks (e.g., Varidesks), etc. Occasionally, we may pay for our remote employees to visit our offices. 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. What follows is a plan for best practice organizations to use to achieve that goal. For a company whose budget can stretch, th… 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. Filed to: remote employees. Below, we have stated the various parts of the said policy. 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. There are two common options for reimbursing employees for cell phones. Step 1: Update the policy to address WFH expenses. Remote employees will also receive [$100] per month as a remote-working allowance to cover office-related costs (e.g. Include your policy in your employee handbook so employees have easy access. Information about the Accounts Payable Now & Tomorrow newsletter or purchase an annual newsletter membership here. Do not overlook the state requirements. In response to the COVID-19 pandemic and state and local quarantines, many employers directed employees to work from home. Only with an explicit request from a supervisor should a staff member return to campus. As more employees become remote, this inefficiency only multiplies. It quickly became clear that every organization should have a policy for reimbursing expenses related to remote work. 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. Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. The Company may reimburse a portion of homeowners’ insurance coverage when required by the Company to protect equipment. For more information, review COVID-19 Workplace Guidance. The first is for the employee to submit their monthly bill highlighting business related calls and the AP department will then analyze and reimburse accordingly. Step 2: Make sure the new policy conforms to both Federal laws (The Fair Labor Standards Act) AND State laws.  The cost of accessing the internet from home will be considered a personal expense.”. 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. 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