More and more employees are working from home. But who covers the cost of equipment for remote work? What expenses, equipment, or tools are covered by your employer?
In this article, we explain everything you need to know about the handling of equipment and expenses related to teleworking and the responsibilities of each party.
Employer's financial obligations towards employees working remotely
According to Article L1222-10 of the French Labour Code , the employer is required to cover the costs related to teleworking, such as equipment, subscriptions, software, communication tools…
Employees should not have to bear the costs themselves.
Legal framework for professional expenses when working remotely
The employer must take responsibility for the purchase of equipment for teleworking , as well as any teleworking-related expenses deemed essential .
This includes internet fees, software, and phone plans.
In accordance with regulations, these expenses must be reimbursed on a flat-rate or actual basis, depending on the supporting documents provided by the employee.
Collective agreements and internal charters
Companies can define the terms of support for teleworking equipment through collective agreements or internal charters .
These documents outline the terms of use, the type of equipment provided, and initiatives to compensate for the costs associated with teleworking.
Collective bargaining helps ensure fairness between employees and clarifies responsibilities.
Limits, ceilings and conditions
Although the employer is responsible for providing equipment for teleworking, this obligation is subject to conditions and limits set in internal agreements or legislation .
For example, certain professional expenses may be limited or reimbursed only upon presentation of supporting documents, such as invoices or subscription statements.
What equipment, essential for teleworking, is provided by the employer?
Computer equipment
Teleworking relies heavily on adequate computer equipment .
Computers, monitors, keyboards, mice, software and secure access must be provided or reimbursed by the employer.
These tools must be efficient to guarantee the effectiveness of the missions.
Similarly, the employer must provide its employees working remotely with access to all the communication tools necessary to stay connected with the rest of the team , such as instant messaging (Slack...), video conferencing platforms (Zoom, Teams...) and collaborative tools and clouds (Google Workplace...).
Ergonomic furniture
Ergonomics is essential for employees, both in the office and when working remotely .
If the employer is not explicitly required by law to provide or reimburse a teleworking office chair or an ergonomic desk, the employer must provide working conditions comparable to those in the company .
Even remotely, the employer remains responsible for the working conditions, safety and health of its employees during their working hours.
This is why we recommend that employers reimburse or contribute to the provision of an ergonomic teleworking workstation with:
- a teleworking office chair adapted for prolonged sitting , such as a Bloon exercise ball chair ,
- adjustable monitor mounts,
- an ergonomic keyboard and mouse,
- Other accessories may be necessary. Find the list of ergonomic accessories here.
Additional accessories and tools
In addition to essential equipment, accessories such as headsets for online meetings, lamps or USB hubs are among the must-haves to optimize teleworking.
These elements effectively complement the home workstation and are sometimes provided by the employer.
Additional costs related to teleworking: what can the employee request?
Electricity, internet and heating
The costs associated with teleworking also include energy consumption , such as electricity, heating, and internet subscription , necessary for professional activities.
The employer can reimburse these expenses provided they are justified and reasonable. Reimbursement is most often in the form of a fixed allowance . While internet subscriptions are systematically covered, partially or fully, by the company, energy costs are reimbursed by mutual agreement.
Office supplies
In addition to regular expenses, some employees incur additional costs such as office supplies .
These costs, when directly related to professional activity, must be reimbursed by the employer.
Insurance for equipment provided by the employer
Regarding equipment provided by the company , it must be insured by the employer . However, the employee must inform their private home insurance provider of the use of their home as a teleworking location and of the equipment stored there.
To ensure the proper functioning of the work tools provided, the employer must provide technical support and specific training .
Best practices for employees and employers
List the needs collaboratively
First and foremost, it is recommended to draw up a list of equipment needs and expenses related to remote work to avoid gaps or oversights. This allows you to anticipate expenses and ensure fair coverage.
This list must be drawn up in collaboration with employees before the implementation of the teleworking position and remains subject to change.
As an employer, stay attuned to the needs of your employees.
With active communication , employers can adjust their policies to respond to changes in teleworking practices.
Formalize the agreements
Employers and employees should rely on written agreements stipulating each party's responsibilities regarding remote work, including the provision of equipment. This ensures transparency and avoids misunderstandings.
Keep receipts and proof of expenses
Employees are required to keep receipts and proof of purchase to facilitate reimbursement of expenses related to teleworking.
In conclusion, providing equipment for remote work and related expenses is a legal obligation that guarantees an efficient and balanced work environment. Employers and employees must actively collaborate to create an environment conducive to well-being and performance.
