Home Office Policy

Georgia Institute of Technology

Enterprise Innovation Institute

Home Office Reimbursement Policy

Effective: July 1, 2022

Home Office Reimbursement Program Policy

The purpose of the Home Office Reimbursement Program Policy is to define the terms under which the Enterprise Innovation Institute (EI2) will provide reimbursement and equipment to employees, whose designated primary work location is their home residence, for select business expenses (outlined below) incurred on behalf of EI2. 

The EI2 reserves the right to modify or amend this Policy at any time, at its sole discretion.  Any change to this Policy will become effective at the time designated above. This Policy does not constitute an express or implied contract between EI2 and any past, present, or prospective employee.

1. Cell Phone Reimbursement – Designated home office EI2 staff are eligible for cell phone reimbursement.   EI2 will pay employees the price differential to boost their current airtime package on their personal cell phone by an amount sufficient to cover the addition of business calls and email.  This amount is determined annually based on a review of the leading cell phone provider plans.  Cell phone provider must provide adequate and reliable coverage to ensure availability as it relates to job responsibilities. EI2 will not authorize reimbursement for reduced or limited coverage.  

Please see the current EI2 Cell Phone Reimbursement Policy for more details.

Available to all employees regardless of primary work location.

2. Internet Service Reimbursement (maximum amount $50.00) – Designated home office EI2 staff are eligible for internet service reimbursement.  EI2 will reimburse employees a set monthly amount to offset the cost of using their home internet to conduct Georgia Tech (GT) and EI2 business.  This amount is determined annually based on a review of leading internet provider service rates.  The reimbursement is a percentage of the total cost based on the expected hour workload for a fiscal year.   

Please review GT Current Broadband policy.

Only available to staff who have designated their primary work locations as their home residence.    

3. Office Equipment - Designated home office EI2 staff are eligible to utilize equipment owned/managed by the Institute provided the following criteria are met:

• The equipment is used for Georgia Tech business and in compliance with the Acceptable Use Policy.
• Use of the equipment will not interfere with the operational needs of EI2.
• Home use is approved by the appropriate Supervisor/Director/Cost Center Head.

Equipment to meet ergonomic/medical needs will be reviewed on a case-by-case basis.  The request should be initiated through their direct supervisor.

All requested equipment is approved and purchased through EI2’s Extension Services team.  Direct reimbursement to employees for equipment purchases is not available or reimbursable.

Please review the current GT Equipment policy.

4. Office Furniture - EI2 will not provide office furniture (i.e. desks, chairs, lighting) for home office staff.   

Requests for Reimbursement: 

All employees seeking reimbursement must first have an approved Home Office form on file with the EI2 Finance team.  Home Office reimbursements must then be submitted via the Workday system with supportive documentation detailing the expenses incurred (ex. monthly cell phone or internet bill) within 45 days of the bill due date.  

Reimbursements submitted to the Finance office with expenses more than 45 days of a bill’s due date may not be reimbursed. However, if a bill or other supporting documentation is missing, lost, or nonexistent, please contact the Finance office to discuss whether reimbursement may still be available.

To avoid a taxable transaction for an employee, the reimbursement shall not exceed the actual cost of the service fees incurred.

Finance Office: The Finance Office shall:

1. Have overall responsibility for the management and enforcement of this policy.
2. Review all expenditures to ensure compliance with this policy and that expenditures are being properly processed and paid.

Division Leaders & Supervisors: University Division Leaders and other supervisors shall:

1. Authorize or deny authorization of requested reimbursements for employees within their departments before expenses are incurred.
2. Review, validate, and if appropriate, approve the expense reimbursement in accordance with this policy.
3. Ensure that employees under their supervision have the necessary equipment and tools necessary to conduct University business.  

Eligibility

To qualify for Home Office expense reimbursement, current full-time and bi-weekly employees must first designate their primary work location.  For the purpose of this policy, primary work location has been defined as followed: 

“The worksite (3 days or more in a work week) to which the employee is assigned and reports to when not performing job related travel.”

The workplace designation will provide documentation for the following:

1. Serve as the starting point for the new Home Office Policy and determine the eligibility to participate in the cell phone and internet reimbursement program. 
2. Will determine the starting point for all GT and EI2 work related travel (mileage calculations).

Please access the new Home Office Policy Form here: Home Office Policy Participation Request Form 2023

• Please designate your primary work location.
• Please confirm your understanding and participation in the cell phone and internet reimbursement policy.
• Please note, EI2 will be moving to a centralized reporting of these expenses.  Effective 9/1/22, please use only worktag DE00018698 for all home office (cell and Internet) reimbursements.

Please note: Retired-but-working staff, students, and Tech Temps are not eligible for any of the provisions of the EI2 Home Office Reimbursement Policy.