Remote Work Needs

Based on the feedback from our recent remote work survey, we have created a process to help make sure that approved tools and services are paid for. Funding will cover any approved expenditure, as well as any valid purchases made since the start of the remote working order on March 24. 

Process to Request Funding Assistance

IT Services & Devices

Employees with Internet/connectivity issues or equipment needs can submit a form to request funding assistance in order to successfully perform their job duties in a remote work environment.

Employees who have self-funded prior related purchases contact ATUS for assessment and possible reimbursement.

  • Typical reimbursements are from purchases made between March 15, 2020 – November 06, 2020 (when the new remote working process was implemented).

  • Employee/supervisor contacts Information Technology Specialist (departmental or ATUS) for internet and technology assessment for viable solutions. 
  • Department Chair/Director submits esign form to Information Technology CIO with IT/ATUS Specialist recommendation attached.
  • Information Technology CIO routes reviewed form to Department Chair/Director with FYI to employee.
  • If department can fund, Department Chair/Director to lock form and work with supervisor to purchase tools/equipment for employee.
  • If department unable to fund, Department Chair/Director routes form to Dean for college funding.
  • If college can fund, Dean to lock form and work with Chair/Director to purchase tools/equipment for employee.
  • If college cannot fund, Dean to submit form to Associate Vice Provost for Academic Affairs.
  • If Provost office cannot fund, route to Executive Director, Budget and Financial Planning.
  • Executive Director, Budget and Financial Planning to lock form and confirm funding with Associate Vice Provost to purchase tools/equipment for employee.

  • Employee/supervisor contacts Information Technology Specialist (departmental or ATUS) for internet and technology assessment for viable solutions. 
  • Supervisor submits esign form to Information Technology CIO with IT/ATUS Specialist recommendation attached.
  • Information Technology CIO routes reviewed form to supervisor with FYI to employee.
  • Supervisor submits form to Director/Assistant Vice President for funding review.
  • If department can fund, Director to lock form and notify supervisor to purchase tools/equipment for employee.
  • If department unable to fund, Director route form to Vice President for purchasing approval and funding source determination.
  • If division can fund, Vice President to lock form and notify director to purchase tools/equipment for employee.
  • If division cannot fund, Vice President to submit form to Executive Director, Budget and Financial Planning.
  • Executive Director, Budget and Financial Planning to lock form and confirm funding with Vice President to purchase tools/equipment for employee.

Office Furniture & Equipment

Employees in need of funding support for home workspaces can request the purchase or transportation of work-space equipment to assist them with successfully performing their job duties ergonomically and safely in a remote work environment.

Employees who have purchased office furniture in support of remote work, contact Environmental Health and Safety for assessment and possible reimbursement.

  • Typical reimbursements are from purchases made between March 15, 2020 – November 06, 2020 (when the new remote working process was implemented).

  • Employee/supervisor contacts Environmental Health and Safety for ergonomic assessment before purchasing any equipment or furniture.
  • Employee submits esign form to Department Chair/Director with “Ergonomics – Office Worksite Analysis” attached (if appropriate).
  • If department can fund, Department Chair/Director to lock form and work with employee to purchase or transport equipment and/or furniture.
  • If department unable to fund, Department Chair/Director routes form to Dean for college funding.
  • If college can fund, Dean to lock form and work with Chair/Director to purchase or transport equipment and/or furniture for employee.
  • If college cannot fund, Dean to submit form to Associate Vice Provost for Academic Affairs.
  • If Provost office cannot fund, route to Executive Director, Budget and Financial Planning.
  • Executive Director, Budget and Financial Planning to lock form and confirm funding with Associate Vice Provost to purchase tools/equipment for employee.

  • Employee/supervisor contacts Environmental Health and Safety for ergonomic assessment before purchasing any equipment or furniture.
  • Employee/supervisor submits esign form to Director/Assistant Vice President with “Ergonomics – Office Worksite Analysis” attached (if appropriate).
  • If department can fund, Director/Assistant Vice President to lock form and notify supervisor to purchase or transport equipment and/or furniture for employee.
  • If department unable to fund, Director/Assistant Vice President route form to Vice President for purchasing approval and funding source determination.
  • If division can fund, Vice President to lock form and notify Director/Vice President to purchase tools/equipment for employee.
  • If division cannot fund, Vice President to submit form to Executive Director, Budget and Financial Planning.
  • Executive Director, Budget and Financial Planning to lock form and confirm funding with Vice President to purchase tools/equipment for employee.

FAQs

Q. Can I be reimbursed for internet service?

A. Yes, if you did not previously have internet service at your remote work location or it has been determined that increased service is necessary to perform your work.

Q. What is covered under "IT Services and Devices"?

A. Internet bandwidth/connectivity issues (e.g., slow Internet, service bandwidth cap), home network hardware (e.g., home wifi router or signal extender, ethernet cable), or mobile connectivity (e.g., cellular hotspot/jetpack, laptop, or headset).

Q. What is covered under "Office Furniture and Equipment"?

A. Desk, chair, printer, monitor, monitor arms/stands, ergonomic keyboard, keyboard trays.

Q. Where can I find some basic information on making my workstation better?

A. Please see Tips for Healthy Teleworking.

Q. What’s the process for getting equipment to my remote work location?

A. See Western's Workplace FAQs.  

Q. Can I get whatever item I choose?

A. Requests will be reviewed as part of this process, and in some cases will not be supported if items do not meet safety or quality standards.

Q. Can I keep items that are funded or reimbursed by Western?

A. Items funded or reimbursed with University resources will become University property, so if you would prefer to keep items you have purchased you should not file a claim. Under state law, items funded by Western cannot be converted to employee-owned property.

Q. If a Pcard is used to purchase equipment do I need an ergonomic evaluation form?

A. Yes--employees still need to follow the evaluation/request process outlined above.

Q. If I still have questions, who should I contact?

A. For any questions that are not answered on this page, please reach out to your HR consultant.