This Work from Home Policy template can be tailored to your company’s needs and is designed as a starting point for establishing employment policies on working from home. Now, individuals who normally come into an office and use the resources there to conduct business may be using their own laptops, Internet, and carving out office space in their apartments and homes. Communicate the new or updated policy clearly and regularly to managers and employees, so everyone is on board with the changes. In the short term, organizations whose employees suddenly were forced to work from home can make these payments tax-free without substantiating business use, under IRS Code Section 139. Define any potentially confusing jargon so that employees won’t misunderstand the rules. BYOD, or bring your own device, policies are becoming more common in work environments. Finally, make sure you take a look at how this additional policy impacts any existing policies you have for staff who were remote workers long before COVID-19 remote worker situations began. Similarly in Lawson, the court dismissed plaintiff's claim for reimbursement of his home internet where the evidence showed he had been provided with a company-owned mobile hot spot. We live in unprecedented times. Mobile management overhead 3. For more information on SAP Concur, and our automated, mobile travel, expense and invoice management solutions, visit Concur.com. Policy Section 11.0 Business Functions II. The key to achieving a non-taxable reimbursement is to find out what the monthly expense of an employee is likely to be for each of the reimbursable categories. Reimbursement will be done by a supplemental pay stipend included in a qualified employee’s semi-monthly paycheck up to a maximum of $70.00 per month. This means that employees have no way to recover new business expenses outside of an employer reimbursement or stipend. This article addresses when and to what extent Labor Code § 2802 requires that employees be reimbursed for these sorts of remote-work expenses. It’s important to identify policy guidelines around these gift items, cost thresholds, regulatory issues, and any required pre-approvals upfront, so your employees stay connected to their customers, but also stay compliant during this unusual time. Len Green. How will you accommodate different space accommodations (someone working from an efficiency apartment in Brooklyn versus someone working from a designated office in a four-bedroom home in Atlanta?). work-from-home due to COVID-19), the employer likely does not have an obligation to reimburse the employee for costs associated with such an arrangement — even in states that have laws requiring reimbursement of certain expenses (see below). Consistent Internet access is a requirement for enrollment in the School. It is recommended that departments pay for pagers directly, therefore eliminating the need for reimbursement of these expenses. Is this standard practice to allow the expense? The plans and speeds they chose were based on availability, costs and family needs, not an eight-hour, work-from-home scenario. Exceptions. Will you provide a spend allowance or enable employees to order one kind of chair or one type of desk from a specific supplier? →. This amount will differ from employee to employee, but in the case of mobile devices, home internet, and home office expenses it is often easier to figure out than vehicle expenses, since those expenses tend to be less variable and more tied to a set of monthly payment plans. 2. An employee who is working from home will also use more electricity, gas, and water. 3 Steps to Calculate Your 2021 Car Allowance or Mileage Rate, Reimbursement of Employees for Mobile, Office, or Remote Work. Dress Codes ; Human Resources Employment Law Sample Human Resources Policies and Procedures Use These Sample HR Policies and Procedures for Employee Management. "IBM is updating its home … In its latest cost-cutting move, IBM plans to eliminate a program under which employees who work from a home office are allowed to claim Internet access as a business expense and obtain reimbursement from the company. Identify who these individuals are, and if you need to make any alterations to your existing policy going forward. Suite 625 Under federal law, employers are generally not required to reimburse employees for their business related expenses. In the case of expenses covered by agreements with … Full Bio. Voicemail, email, and internet usage assigned to an employee's computer or telephone extensions are solely for the purpose of conducting company business. Account managers may want to send all of their customers “quarantine survival kits,” or other small tokens to lift their customers’ spirits, add some levity and keep your company’s name top of mind. However, certain key parts of our labor laws are extremely clear. hbspt.cta._relativeUrls=true;hbspt.cta.load(2511299, '5884aa5e-c686-4f87-957f-6cd0ce524edc', {}); 1660 S. Albion Street Giving employees the opportunity to take pictures of the receipts and complete the request on their laptops or mobile devices will speed the process for them,  simplify things for your approvers and make  it easier for you to track these unexpected expenditures. If the employee lives in a more remote area, or somewhere where Internet is spotty, unreliable or unavailable, will you supply or reimburse a cellular hot spot? Make it as easy as possible for employees to create and submit the expense reimbursement requests. Office furniture: Some of your employees will already have a designated home office, while others will have to work from a bedroom, a barstool, or dining room table—a work environment that is not conducive to conducting business for weeks on end. The connectivity issue for many businesses may seem, at first glance, easy to resolve as many employees have internet capability and of course cell phones. Follow Twitter. These payments are referred to as mobile stipends. Because they are now required to use their home internet for work purposes, it is covered under CA labor code 2802 and similar state labor codes. 3.3.2 Home Internet Monthly Stipend Reimbursement will be done by a supplemental pay stipend included in a qualified employee’s semi-monthly paycheck up to a maximum of $55.00 per month. We will also describe what are those elements in detail to let you understand better. FP&A; Anonymous (Finance and Human Resources Manager) | Aug 6, 2015. Although, due to the rapid changes that go along with the pandemic, you may need to get an interim policy out quickly, do what you can to get buy-in from managers, approvers and the people who will have to communicate  and enforce the policy before distribution. Under some state labor codes, that could require employers to take on additional reimbursement of work expenses. Requirements . However, because the accounting procedures for non-taxable reimbursements can be tricky to manage, many employers just choose to pay a set monthly stipend or allowance, whether for vehicle expenses or mobile device expenses or home office expenses. IBM Cuts Internet Reimbursement For Home Workers. 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. Computer technology, peripherals and accessories: Working remotely requires the right mix of hardware and accessories—from laptops and printers to cameras, speakers, and headsets—in addition to those basic office supplies that, at the office, are a desk drawer away. A vehicle expense reimbursement policy letter is created by an employer to ensure that their employees will be reminded of the company policy with regards to the reimbursement for expenses should an employee use a company vehicle for business or work purposes. The university will not reimburse employees incidental use of home internet/data access as it is assumed employees already have internet access and are not incurring additional cost due to university business use. Today, you set the groundwork for the new world to come. Under federal law, there is no such requirement, as long as employees are making above the minimum wage when work expenses are deducted. This list would include phones, phone service, internet service, computers and/or tablets, and any communications or home office expenses that are required. © Copyright 2020 Concur Technologies, Inc. All rights reserved. Under the California labor code, section 2802, all business use of a personal cell phone must be reimbursed. Employers are also required to reimburse employees for vehicle expenses (i.e., mileage expense), the cost of providing a cellular telephone or “smartphone,” and any other costs the employee might incur. How does mileage reimbursement work? 303-357-2550 Employees Can’t Pay for the Cost of Doing Business. 888-658-2982, Reimbursement of Employees Working from Home, even if they would have had a home internet plan before, may no longer deduct unreimbursed business expenses, a car allowance is treated as taxable income, whereas a vehicle reimbursement is non-taxable, guidance on that set of challenges as well, ← 3 Questions to Ask about Your Car Allowance or Mileage Reimbursement, How Should You Track Mileage for Work and Taxes? Employees must have cell phones with data plans, home internet access and a laptop or similar device in order to meet these demands. During the current crisis, under IRS Code Section 139 employers can make tax-free "qualified disaster payments" to cover home internet, home office, and phone expenses that arose directly from the COVID-19 pandemic. However, when the national emergency is lifted, employers will need to pay close attention to the ordinary tax implications of these payments. Will your company pay a stipend or a percentage of this expense, as well? One such law is Labor Code section 2082. Connecteam allows you to make your employee expense reimbursement policy, or any policy, available for all employees anytime and anywhere!Employees can review the policy or can submit the expense straight on app AND they can add pictures, GPS location, a signature and can scan receipts so you can be sure nothing was missed. Thanks . Policy Subsection 11.1 Employee Reimbursement Policy III. When Internet verification provided by a student’s parent/guardian, a portion of the costs associated with Internet access is provided by a supplement for students enrolled in the School each semester. Designated employees who are required to perform these functions as part of their job duties will either be issued … Although the answers will be different for every company, one thing is certain: creating and publishing a “Business Continuity/Work from Home” expense policy will reduce confusion for employees, their managers, and your finance staff during a time when everything is challenging enough already. Introduction The objective of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and especially with the customers and to prevent them from the hassle of purchasing Sim Cards / Hand Sets. By. That’s a massive change, by anybody’s standards. | Privacy Policy |, Links to COVID-19 Business Assistance Programs in Every State, Navigating Your Business Through Turbulent Times: FAQ, How Companies Can Prepare for the Future of Business Travel, Keeping Employees Connected, Motivated and Supported In a Work-From-Home World, The “New Normal” of Business Travel: What to Expect and How to Get Ready. In a state like California with a strict labor code, employees could resort to taking their employers to court. What about office furniture, software updates, or the coffee and bottled water they used to get for free? Otherwise, you end up losing 30-40% of the payment to taxes. Policy … An employee who wants to get paid back for the internet service would be eligible for only 50 or 100 percent reimbursement for ISP connection depending on the amount of monthly business use of the service. Follow Linkedin. Section 2802 applies to every kind of expense an employee might incur in performing a job and includes the cost of home internet service where work from home is required. 4. Sample Internet and Email Policy for Employees . Furthermore, in January 2020 California's Assembly Bill 5 expanded the definition of "employee" under the labor code to include many contractors as well. Find out if they’ve gotten questions on other types of expenses from their work-from-home employees that you may not have thought of and include policies on these. 3. Form an ad hoc team of stakeholders and let them review and offer input into your policy. Will you supply or reimburse the purchase of a desk, an office chair, a monitor stand or lamp? Employee Home Internet and Phone Reimbursement California labor laws are complex, voluminous, and often confusing. Employees would have to attest to the amount of time they used the internet for personal and business use and submit a copy of the bill from their internet service provider (ISP). 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. The court rejected plaintiff's contention that the superior speed and convenience of his home internet plan created an obligation to reimburse under Section 2802. Sample Accountable Plan for Business Expense Reimbursement Purpose: This document can be used as a guide to draft an accountable plan for expense reimbursements However, it is merely an example, and it is not meant to be adopted or adapted without consulting appropriate legal counsel. Profile. Android, iPhone, etc. I have attached Sample Cell Phone Reimbursement Policy. As we have often pointed out with vehicle expense payments, a car allowance is treated as taxable income, whereas a vehicle reimbursement is non-taxable. The plans and speeds they chose were based on availability, costs and family needs, not an eight-hour, work-from-home scenario. As we have reported over the past several years, California's labor code in Section 2802 requires employers to reimburse all "necessary expenditures and losses" incurred as a part of an employee's job responsibilities, including all "reasonable costs." If that employee requires more bandwidth or a transition from a limited to an unlimited data plan, will you pay for that upgrade? This policy is only a sample. Working from home has recently become the new normal, leaving office buildings empty and employees, at all levels, seeking out new ways to connect, collaborate and get their jobs done. This sample policy should be modified according to your company’s specific values. Read on to learn more about this powerful law. SAP Concur is the world’s leading brand for travel, expense and invoice management solutions. Internet, cellular plans, and utilities: Chances are, many of your employees have some sort of connectivity at home—be that broadband, cable or fiber optics, as well as a specific cellular plan with their carrier of choice. While some organizations supply a company phone, others opt to pay a mobile device stipend or reimburse some portion of an employee's personal phone bill under a "Bring Your Own Device" plan (BYOD). Under newly enacted section 9.5 of the Illinois Wage Payment and Collection Act (“Act”) (effective January 1, 2019), employers are obligated to reimburse employees for all necessary expenses incurred within the scope of their employment. Employees. While this change may have a long-term effect on commercial real estate, the near-term fallout affects an organization's work-from-home reimbursement policy, especially with regard to network technology … We urge you to carefully review the language and provisions and revise them to conform to your organization's specific needs and circumstances and, if appropriate, seek the advice of competent legal counsel. She has covered HR for The Balance Careers … Sample Human Resource Policies; Policy Template Samples; This article will help you understand what is a Reimbursement Policy and what are the necessary elements it should generally compose of. Work-From-Home-Jobs Search Go. With the COVID-19 pandemic forcing the majority of Americans to stay home, much of our workforce has gone remote. Will you be supplying an “office in a box” or will employees be supplementing what they have with new purchases? Devices and services that add convenience but are not necessitated by job responsibilities would be excluded. Employers — not employees — bear the cost of doing business in … Proper documentation and implementation are the keys to policy success. This is somewhat like the discussion we had last year on the subject of cell phone reimbursement - Given the near universal access to wifi at home, on mobile device, and at the coffee shop I don't see much justification for anyone claiming reimbursement for their internet expenses these days. Work from Home Policy Sample. The purpose of this policy is to provide clear directive regarding the permission of reimbursements for cell phones and home internet. This list would include phones, phone service, internet service, computers and/or tablets, and any communications or home office expenses that are required. If you have been paying a car allowance or vehicle reimbursement but are not sure whether to continue doing so while employees work remotely, here is a helpful guide to that decision. Overview. California's Proposition 22 Passes - Implications for Other States? Since most organizations had to pivot so quickly to respond to state and local government work-from-home mandates, very few had a chance to think through how the change would impact their current expense policy. This is a new one for me. Take this as an opportunity to step back review the policies you have and adjust to position for what could be a very changed future. In some cases the employer can even deduct employee reimbursements, but under normal circumstances a stipend or allowance to cover costs is taxable to both employee and employer unless they have an accounting procedure that substantiates business use of the entire payment. Employment Law. Policy Statement GRCC shall reimburse employees for reasonable out-of-pocket expenses incurred while traveling on authorized College assignments or while engaged in authorized College business. A mileage reimbursement policy is usually not a standalone document, but instead it is part of a company’s corporate travel policies. You can do this by: Making your company’s expense reimbursement policy clear and specific. Whatever the case, it is important to know the labor laws governing the states where your employees work and to ensure your organization's compliance with those laws. It is a framework within which to develop your own policy. Keep employees in the loop on workplace policies. This figure varies depending on the company and the agreed-upon policy. Our must-haves cover everything from overtime and social media to how your firm handles harassment. Employee Reimbursement Policy I. Policies: Cell Phones and Home Internet Reimbursement. Only) _____ (“the Company”) recognizes that certain designated employees may occasionally be required to make business telephone calls and send and receive business e-mail and text messages. Carrier fees 2. Having this document is very important as it allows the proper understanding of the regulations about vehicle expense reimbursement. A Work from Home Policy may also be referred to as a Telecommuting Policy or Home-Based Work Policy. Expense reimbursement for office chair at home office. As in the case of a car allowance versus a vehicle reimbursement, it is generally preferable to choose a non-taxable approach. Answers. Objective This policy has been introduced to: […] INTERNET REIMBURSEMENT POLICY . Will employees be reimbursed for broadband, Internet expense, or hotspots? A Peeriosity member recently commenced custom research to gather information regarding expense reimbursement policies for team members who work from home either full-time or part-time … Company Cell Phone/Personal Cell Phone Reimbursement Policy (Designated . Denver, CO 80222 But there is also the issue of fairness to employees who may incur a new set of expenses as a result of working from home rather than from an office or from their vehicle. Client and prospect gifts and entertainment: One of the biggest challenges for your salespeople and account managers is continually building relationships with customers and prospects at a time where face-to-face meetings are out of the question. Why Consolidating Spend Management Tech Enables Business Resiliency, Six Ways for Enterprises to Close Spend Loopholes with Tech, Procurement Executives: How to Plan for a Return to Travel. Will your organization reimburse a portion of the existing monthly plan? Whether payments to an employee to offset work expenses is taxable  depends on whether it's an actual reimbursement or just a bump in salary in order to generally cover costs. Creating a reimbursement policy for out-of-pocket expenses is half the battle for a finance team. Ne… So, they may want to get creative—have a virtual lunch meeting with an out-of-town customer, and have their favorite lunch delivered; send a pizza or toys to the customers’ kids, or dog biscuits for the pet they hear barking in the background. Susan Heathfield is an HR and management consultant with an MS degree. Expense Reimbursement for Full and Partial Time Home Based Shared Services Employees With increased frequency, Shared Services organizations are giving employees the flexibility to work from home. Employees working from home may incur any number of expenses – home computers, printers, Internet service, WiFi connections, smartphones and even paper, pens and other office equipment. Learn more about creating a viable expense policy with our expense policy template. For example, employers are forced to tackle the challenge of connectivity for home workers, as nearly all home workers use telephones and the internet. Approved Mobile Communication Reimbursement Options .....7 a) Nontaxable Allowance for Employee-owned Device and Service Plan .....7 b) University-owned Device and Service Plan .....8 c) Taxable Allowance … Employers consider several factorswhendrafting these policies and determining stipend amounts.Here are just a few: 1. Reimbursement for Telecommunications/Telework Expenses Reimbursement for state use of personal cellular phone, smartphone, and internet services. Big Blue employees based out of home offices must now pay for their own broadband connections. Standard mileage reimbursement covers work-related car travel beyond an employee’s commute from home to the office and back. A "necessary” expense is defined in section 9.5 as all reasonable expenses that: (a) are required by the employer in the discharge of the employees’ duties; and (b) are primarily for the benefit … And now that many employees are using their home internet, the business portion of their internet bill is reimbursable, even if they would have had a home internet plan before. Are you providing a spend allowance, or providing a standardized list of allowable purchases, brands and suppliers? Mobile Communications and Home Computing Policy .....6 Additional Pay Request for Nontaxable Allowances .....6 Preferred Vendors for Mobile Communication Devices and Plans.....6 1. We had an employee, who works out of his home and travels, request reimbursement for a new office chair for his home office. What happens to the new purchases if, and when, employees return to their offices? Pagers. Or if you face a situation in which some employees are working from home and some are on the road or in the office, depending on what state they work in, we have guidance on that set of challenges as well. If a plan change requires a semi-annual/annual commitment, will you continue to pay for the upgrade for the duration, even after those employees return to work? The remote work expenses that must be covered by employers in states with strict reimbursement laws includes mostly communications devices and plans. Internet, cellular plans, and utilities: Chances are, many of your employees have some sort of connectivity at home—be that broadband, cable or fiber optics, as well as a specific cellular plan with their carrier of choice. Here are some expense types, considerations, and tips to get you started: 1. State agencies may reimburse an employee for personal cellular phone, smartphone, (i.e. Expenses associated with maintaining a home office could also be reimbursable since it is now required to have a physical space at home devoted to company work, until the COVID-19 restrictions are lifted. While we have in the past emphasized the importance of adhering to state reimbursement laws when it comes to vehicle expenses, we are now advising employers to find out what additional expenses they may need to reimburse now that so many workers are conducting their responsibilities from home. Under the Tax Cuts and Jobs Act, individual taxpayers may no longer deduct unreimbursed business expenses. Forward the form to the accountant to track the status. Under these policies, many employers are paying anywhere from $30 to $50 per month toward employee cell phone bills. Testing it out on employees. However, in the long run, if those employees continue to work at home, employers will need an IRS-accountable procedure to prove business use. Last updated Tuesday, Nov. 5, 2019, at 9:34 a.m. 10/31/2019. Several other states have similar labor laws, including Illinois, Massachusetts, Iowa, New Hampshire, and South Dakota, so it is important for employers to know what the law requires in the jurisdictions where their employees live. Employees be supplementing what they have with new purchases if, and water Act, taxpayers. An “ office in a state like California with a strict labor code § 2802 requires that employees won t... 2020 Concur Technologies, Inc. All rights reserved stakeholders and let them review and offer into! A standalone document, but instead it is recommended that departments pay the! Learn more about this powerful law the regulations about vehicle expense reimbursement policy clear specific. 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