Control of Equipment
NACCAS_VA
9 Posts
Our organization assigns laptop computers to travelling staff. Now the boss wants to "give" the laptops to the staff and make them responsible for the upkeep. The concept is similar to requiring a carpenter to supply his own tool box even though he's an employee rather than an independent contractor. What are other companies doing with laptops? Who's responsible if they are returned broken? Policies for other types of tools or equipment are welcome.
Comments
Our company is considering implementing a policy/agreement that all laptop users will be required to sign, stating that the employee agrees to be responsible for the portable equipment that we issue to them. To be very specific, the laptop, a keyboard, docking station, mouse, 2-batteries, power cord, ethernet/modem card, swappable 3 1/2" disk drive and CD ROM drive, carrying case, MS Office 2000 Small Business Edition and Window 98, port replicator. Unless we return the exact items to the leasing company, our company will be charged. We see this as potentially a large and costly problem.
Is anyone aware of such an agreement currently in place for laptops or other equipment regardless of whether it is purchased or leased? Would appreciate any feedback.
Ed from Boston
>boss wants to "give" the laptops to the staff and make them
>responsible for the upkeep. The concept is similar to requiring a
>carpenter to supply his own tool box even though he's an employee
>rather than an independent contractor. What are other companies doing
>with laptops? Who's responsible if they are returned broken? Policies
>for other types of tools or equipment are welcome.
I had viewed your posting and at first decided not to comment, then I noticed your wording "give" and realized there is another downside to this idea. If you give the equipment to the employee, you must include the fair market value of the equipment as income on their W-2 form. This means the employee will be taxed for the "gift." If you wanted to be true to the carpenter/skilled tradesman example, you would specify in the job offer that the employee is responsible for providing a laptop computer, of specific model, speed, and features. If the company wants to allow employees to purchase the unit they currently use, you could avoid the inputed income issue.
I see this as a lose-lose-lose situation. Your company losescontrol over its data (maybe even ownership), your company loses the loyalty of its employees, and eventually your company loses good employees. I would rate this as a legal/legitimate idea, but a bad idea all the same.
As an alternative, I would have employees sign a receipt for the computer and peripherals checked out to them. It should specify that the employee is responsible for protecting both the equipment and the software/data on the system. I would include an acknowledgement that "should the equipment be damaged, or data security be compromised due to the employee's negligence, or willful acts, they employee will be subject to discplinary action up to and including termination of employment." This all should be developed in conjunction with a company wide policy on "Information Technology and Its Use."
You have to assume that there are going to be a certian number of maintanence issues with putting laptops into the field. I would do some "basic training" with the users to be sure they know and understand how to treat the equipment. Include such user maintenance issues a 1) cleaning the floppy drive, 2) maintaining/unclogging print heads, 3)avoiding food and drink while using the computer, etc.. This will also establish that the employee has the basic knowledge of equipment use and care to establish when they may have been negligent and disciplinary action is warranted.