Employee Equipment Agreement Template

Employee Information

Name:[Employee.LastName][Employee.FirstName]

Address:[Employee.StreetAddress], [Employee.City], [Employee.State], [Employee.PostalCode], [Employee.Country]

Date Hired: (Day) (Month) (Year)

Designation:[Employee.Title]​

Employee ID:(Employee ID Number)

Department/Division: (Department/Division)

Immediate Supervisor:[Supervisor.LastName][Supervisor.FirstName]

Equipment Information

Item: (equipment type)

Item Quantity: (# of equipment requested)

Item Status:(New or Used)

Model Number: (model #)

Serial Number:(serial #)

Item Description: (item description)

Background

This Employee Equipment Agreement is a set of guidelines created by the employer for employees in properly handling company-owned equipment for work completed outside of office premises, e.g., work from home or out into the field.

Purpose

The purpose of this Agreement is to keep the use of company-owned assets such as, but not limited to, laptops, mobile phones, computers, and peripherals solely for the delivery of quality work to and for [Sender.Company]. This Agreement requires employees to abide by the organization’s rules while working outside the office. As the asset custodian, the employee is accountable and responsible for the equipment assigned to him/her.

Definition of Terms

Company-owned assets

Refers to the provided material asset, in this case, equipment, such as but not limited to laptops, mobile phones, and computers, along with peripherals, given to the employees solely for the delivery of quality work to the Company and for the Company.

Asset Custodian

Refers to any device being connected to the equipment such as keyboard, mouse, microphone, camera, pen tablet, joystick, projector, scanner, monitor, printer, speakers, internal and external hard drives, CD and DVD drives, RAM and ROM, and flash memory drives.

Peripherals

Refers to any device being connected to the equipment such as keyboard, mouse, microphone, camera, pen tablet, joystick, projector, scanner, monitor, printer, speakers, internal and external hard drives, CD and DVD drives, RAM and ROM, and flash memory drives.

Employee Responsibilities

This Employee Equipment Agreement states below all the responsibilities the asset custodian or employee must adhere to the implementing rule of [Sender.Company]:

• Download and Install authenticator

  • The IT office will require the employee to download and install an authenticator application prescribed by the Company to ensure security in accessing company-related networks, domains, and internal folders for strict monitoring.

• Secure a gate pass

  • By securing a gate pass, the asset custodian should prepare the justified request letter, employee ID, clearance from the IT office and permit specifying all equipment, including its serial number for inventory purposes and references, that will be brought out by the employee. Failure to submit these necessary files may result in the refusal of a request for a gate pass.

• The employee is expected to use these company-owned assets such as, but not limited to, laptops, mobiles, and computers, along with their peripherals exclusively for delivering quality assignments for [Sender.Company].

• The employee is strictly prohibited from installing or executing any suspicious programs or malicious applications not prescribed by the Company.

• It is expected for the employee to properly power down the equipment when not in use.

• The asset custodian is expected to display great accountability and responsibility to the company-owned asset provided to him/her, any failure of compliance that may arise in this issue will subject the employee to an equivalent compensation of the equipment’s actual price, along with its charges.

• The employee is strictly prohibited from engaging in malicious and illegal activities involving any of the company-owned equipment.

• ​[Sender.Company] acknowledges the importance of the employee’s life rather than the equipment, should such unforeseen circumstances may happen, such as natural disasters and crimes such as hold-up or mugging, the employee will be issued a request for investigation and be required to submit a written explanation or incident report within three to five (3-5) business days. The Company will provide a new set of equipment to the employee after three (3) business days resting period.

• The employee is encouraged to report via anonymous incident report should there be any suspicious activities made by his/her other colleagues that involve the company-owned equipment.

• In the event of resignation, retirement, or contract termination, the employee shall return all the equipment accountable under his/her name in its best state. Failure to comply with this clause will incur additional costs from the employee and will be the cause of delay in clearing the employee's accountability. This cost will be charged to the employee's final pay or a one-time payment as agreed once clearance has been issued. The cost per equipment is listed below for reference:

Failure to comply with these guidelines stated in this Agreement will subject the employee to the listed sanctions below depending on the intensity of their unlawful act:

1. Disciplinary action;

2. If it incurs any damages, payment for the asset along with its company charges;

3. Suspension of the employee for at least 10 business days without pay; or

4. Termination of contract

I hereby acknowledge that I have read and understood all the terms stated in this Agreement. I have affixed my signature hereinafter as my commitment to the conditions and responsibilities.