This means involving both HR and legal. Whether you choose to provide reimbursements for remote expenses or are required to, your policy should spell out everything to employees. Employees cannot be reimbursed for commuting expenses even if employees work during the commute.” This Yale policy is still in effect and applies to individuals working remotely due to COVID-19. Employees forced to use their personal equipment, such as cell phones, computers, printers, and vehicles, without reimbursement have claims. Even if your policy is something like, “we will not reimburse any WFH expenses,” go ahead and put it in writing. A remote work policy is an important piece of having a successful work flexibility program. Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. 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. 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. 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. Information about the Accounts Payable Now & Tomorrow newsletter or purchase an annual newsletter membership here. ... they may in certain states be eligible for reimbursement for cell phone, internet or equipment used in furtherance of the employer’s business. In response to the COVID-19 pandemic and state and local quarantines, many employers directed employees to work from home. 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. Motus provides reimbursement rates for mobile devices, internet and home office expenses unique to each employee… Do not overlook the state requirements. (E.g., for every $100 of taxable stipend, $38 is lost to taxes employee and employer.) The Illinois Wage Payment and Collection Act has been amended to require reimbursement of employees expenses, which may include higher ticket items like cellular phones, cellular data service fees, home computers and internet provider fees for employees who are expected to work remotely and more travel expenses. However, with everyone working from home now and for the forseable future, we are considering moving to a stipend based plan. electricity and rent.) Some states have laws requiring the reimbursement of some or all expenses incurred by your employees. Companies need to … . 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 … There are two common options for reimbursing employees for cell phones. If you’re a remote worker, you’re likely wondering if your company should pay for the supplies, tech and otherwise, that you use to get your job done, just like it would if you worked in the office. § 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…. University Policy 3301 Travel on University Business states: “Business mileage does not include the normal commute to and from work. This policy applies to all our employees that need to … Equipment This list would include phones, phone service, internet service, computers and/or tablets, and any communications or home office expenses that are required.  The cost of accessing the internet from home will be considered a personal expense.”. These are the most commonly provided items, with laptops/MacBooks more popular than clunky desktop computers that can’t be taken offsite or into the office if needed. 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