Remote employee equipment agreement template
In a hybrid world where employees may be on-premise or remote, managing equipment can be a balancing act. HR and IT teams must come together to coordinate how those devices get to employees’ hands while also setting expectations for their care and use.
An employee equipment agreement helps HR and IT teams set those expectations and outline clear steps for how company equipment should be used, and how employees should return the device when they leave the company.
This article will guide you through the necessary steps to create an employee equipment agreement for your company, including key sections and the benefits of having such a document.
Click on the image below to download our essential IT equipment templates, which include five documents that will help you manage your IT devices successfully.
What to include in an employee equipment agreement
A solid employee equipment agreement protects both the employer and the employee from liability if the worker leaves the company or is terminated. It also makes onboarding and offboarding easier as it lays out responsibilities and compliance conditions for remote employees, contractors, independent contractors, or in-office employees. Overall, this document should cover five key elements:
Ownership and liability: Your equipment agreement should clearly state that the equipment belongs to your company and what the employee’s responsibilities are regarding usage, care, and reporting of issues. Make sure to include details about the make and model of the device to which the agreement applies. The agreement should cover not only laptops but also other equipment such as monitors, keyboards, and mobile devices.
Usage and maintenance: The document must detail that the device should only be used for work-related purposes and outline steps for what employees should do in case of malfunctions, repairs or maintenance. Additionally, it can include who employees can contact to report issues.
Data security and privacy: Data breaches are expensive. That’s why your equipment agreement should include guidelines for how data should be stored and handled on company-owned devices. You should also mention security measures and protocols that you expect employees to follow.
Return and exit procedures: The agreement needs to set instructions for how the equipment must be returned when the employee departs your organization. There should be a clear process for what workers must do with their devices when they leave your company and the consequences of not returning company equipment.
Legal and acknowledgment: Your document should cover the legal framework governing the agreement, and include an acknowledgment section for the employee to sign, indicating they understand and accept the terms.
How to write an employee equipment agreement
Anticipate unforeseen circumstances
When writing your employee equipment agreement, you want to cover all the unforeseen circumstances that may occur when employees handle your equipment. Include specific conditions that represent your laptop management and company values, so both your employees and yourself know what to expect if a device is damaged.
The most common way of anticipating those unforeseen circumstances is by holding the employee financially responsible for lost or damaged property if done purposely. Employees will be held financially responsible for any damage or loss of company equipment. However, each device should also come with insurance or a warranty for accidents or theft.
This way, the employee isn’t held accountable for events outside their control. For maintenance, the employee should be given remote access software so that the IT department can resolve any issues without the remote worker having to bring it to a physical location.
Outline usage instructions
The next conditions you want to stipulate are the actual use. If the device contains sensitive company or client data, it would make sense to stipulate in the agreement that it can only be used for work-related purposes. Personal use would be prohibited.
Be clear on consequences
Finally, you want to make very clear the consequences if a remote team member does not return the equipment after leaving the company. One way is to give the ex-employee the option to buy the device after it has been wiped clean.
Another option is withholding final compensation until the equipment has been returned. However, this can be a somewhat dicey legal situation, so we recommend delaying the final paycheck for a certain amount of weeks if the device is not returned on time.
The last point is to clearly state that failure to return equipment will be considered theft and may lead to criminal prosecution by the company.
What do you do if an employee does not sign an agreement for equipment?
If you have a remote employee who will not sign an agreement for equipment, you are really only left with two options:
- Have them use their own equipment for their jobs, and don't offer any type of work-from-home stipend.
- Do not proceed with the contract offer.
Benefits of an employee equipment agreement template
The main purpose of having an employee equipment agreement is to protect your company’s resources. You can look at the benefits of this document from three angles:
It protects company equipment
Employee equipment agreements ensure that your equipment is handled carefully by stating usage guidelines, maintenance procedures, and return instructions. This way, there are fewer chances of machines getting damaged or lost because employees know exactly what they should (and shouldn't) do with the equipment from their first day.
It protects company data
Keeping company data safe is just as important as taking care of physical devices. Employee equipment agreements are great tools to minimize data security risks because they inform employees of your data security policies and warn them of installing unauthorized software. They also set expectations for reporting security incidents or suspicious activity.
It improves onboarding and offboarding
Usually, equipment agreements simplify the onboarding and offboarding processes as they set expectations for employees. New employees get a clear idea of their responsibilities with company equipment right away, and those leaving know exactly how to return their equipment.
Remote employee equipment agreement template
Agreement
I understand that:
- The equipment that I will be using is [Company Name] property and will be used for work-related purposes only.
- I will adhere to [Company Name]’s data security policies, ensuring that all company data on company equipment is safe from unauthorized access.
- I will not install applications or software that has not been previously approved by my manager or supervisor. In case of a data breach or security issue, I will immediately report it to my supervisor.
- I will take proper care of all company equipment that is given to me and will be responsible for reporting to my supervisor should any damages or issues that may occur during its use.
- In the event that the equipment is lost or damaged due to my own fault, then I shall be solely responsible for the cost of replacement.
- In the event that an accident occurs, the device is stolen, or stops working under reasonable wear and tear conditions, I shall immediately notify my supervisor and IT department.
- Additionally, I understand that upon the termination of my employment, I will return all [Company Name] property and that each piece of equipment will be returned in its correct working order.
- If the equipment is not returned within the time given by my supervisor, the company has the right to delay my final payment until it is proven to have been successfully returned.
- Failure to return equipment will be considered theft and may lead to criminal prosecution by the Company.
By signing below, I acknowledge that I have reviewed each point of this agreement and agree to all the conditions above.
_____________________________
Employee Name
_____________________________
Employee Signature
_____________________________
Supervisor Signature
___________________
Date
| Item | Model | Serial Number | Initial Status |
| Macbook Pro | 13-inch, M1, 2021 | xxxxxxxxxxxx | Small scratch on cover |
Safely manage your equipment with GroWrk
GroWrk supports your onboarding and offboarding processes with seamless device setup across 150 countries. You can pre-select equipment and assign them to your current team or new hires. Employees can also choose their devices if you wish to give them options. In both cases, you can easily set up the process on the Dashboard and include an equipment agreement for your new hires to sign.
Our platform helps you manage your devices at every stage of their lifecycle. From IT procurement and shipping to maintenance and end of lifecycle, the GroWrk platform gives you real-time visibility into your device fleet, ensuring your teams have the tools they need regardless of location.
Schedule a call today to learn more about how GroWrk can help you with global IT device lifecycle management.
