Reimbursable Expenses for Remote Work

General Expenses

Remote and Hybrid-Remote employees who are working outside of the primary job location (typically UC Berkeley) at their own convenience are not on travel status as defined in Business and Finance Bulletin G-28, Travel Regulations, as “the period during which a traveler is traveling on official University business outside the vicinity of their headquarters or residence.” If an employee must travel to their job location that is considered a non-reimbursable commuting expense.

Reimbursement for work-related travel should be made from the employee’s job location (typically UC Berkeley), not from where the employee’s services are performed (for remote employees, the employee’s home or other work location).

Expenses related to work needs, such as internet connectivity or phone usage, are governed by Business and Finance Bulletin G-46: Guidelines for the Purchase of Cell Phones and Other Electronic Devices. Only business-related equipment that can be returned to the office at the end of the remote work arrangement should be reimbursed. If any item needs to be installed, charges related to the installation are the responsibility of the employee. Locations should evaluate on a case-by-case basis where reimbursement is necessary for employees with specific needs not already met with existing resources.

Employees should work with their departments for regular office supply needs. Such supplies may be shipped to remote employees if needed.

Equipment Expenses

For employees who work remotely pursuant to a Flexible Work Agreement, the University can provide a virtual ergonomic assessment of their remote workspace, if one has not already been performed. If an employee wants the University to purchase non-portable equipment such as a desk, monitor, docking station, or chair, for their remote workspace, and that employee works remotely at least three full days per week, the employee must arrange for a virtual ergonomic assessment of their remote workspace. The employee’s department will purchase non-portable equipment that is recommended by the ergonomic assessment for the remote workspace (if the employee does not already have adequate non-portable equipment available). A limited amount of matching funds are available for the purchase of ergonomic equipment. If an employee separates from the University within two years of receiving non-portable equipment such as a desk or chair, the employee must pay the cost of returning the equipment to UC Berkeley. If an employee is working less than three full days per week in a remote location, purchases of non-portable equipment are at the discretion of the department.