Remote Work Expense

Policy Statement

Adelphi University is deeply appreciative of the adaptability and resiliency of its employees.  As remote work continues, the University wishes to clarify the types of items that are generally acceptable for purchase to support effective remote work arrangements.

Reason for Policy

The purpose of this policy is to establish the rules and guidelines pertaining to purchases required to work remotely.  As always, employees are expected to spend University funds prudently and for valid business purposes.

Who is governed by This Policy?

This policy applies to all members of the University Community who work remotely. Only full-time employees who work from home 100% of the time will be permitted to submit purchases for home use. Employees who work one or more days in the office are not be eligible, as needed supplies are provided in the office.

Policy

Generally Allowable Purchases

The following items, if needed to support effective remote work, are generally approved for purchase:

• basic office supplies, including but not limited to, pens, pencils, highlighters, sticky notes (e.g., Post-It), paper, notebooks, printer ink
• small computer accessories, including but not limited to, mouse, keyboard, batteries for wireless mouse or keyboard, laptop charger, printer
• office furniture, including but not limited to desk chairs

Employees may purchase approved items via a Purchase Order Requisition. Office supplies should be purchased through the Purchasing department.  IT-related purchases should be purchased through the IT department.

Expenses will be limited to a maximum of $150 per year per employee, and will be funded by the employee’s departmental operating budget.

Purchased items that require shipment (e.g., from an online order) may be shipped directly to the employee’s home.

Purchases of generally approved items do not require additional authorization (Note: employees making purchases on sponsored awards must continue adhering to applicable allowability guidelines).  Employees are cautioned, however, that purchases are expected to be reasonable.

For questions and assistance interpreting these guidelines and appropriate limits, please contact the Controller’s Office.

All equipment items purchased with University funds are the property of the University and must ultimately be returned to Adelphi.

Communication Costs

The University will not reimburse or pay directly for home internet or phone charges for faculty, postdoctoral associates/fellows, or staff, regardless of the source of funds.  The cost of accessing the internet from home will be considered a personal expense. “Home internet or phone charges” include, but are not limited to, monthly plan costs for cellular or landline phones, individual call charges, data charges, routers, modems, hotspots, internet access fees/charges, service/ bandwidth upgrades, and other related equipment and/or service expenses.

If reliable internet service is not accessible at an employee’s personal location and at their personal expense, remote working arrangements may not be deemed appropriate for the individual.

Forms

Purchase Order Requisition Form

Related Information

Procurement Policy & Procedures

Document History

• Last Reviewed Date: March 28, 2023
• Last Revised Date: March 28, 2023
• Policy Origination Date: June 24, 2021

Who Approved This Policy

Michael Rhattigan, Chief Financial Officer