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Equipment Responsibility and Returns
Under U.S. law, employers must provide required safety equipment to employees.[1] However, company policy will dictate whether such equipment must be returned.
Terminated Employees
Having employees sign an equipment agreement ensures a record is made of the loan, providing a basis for further action if equipment is not returned when they leave the job.
Depending on regional laws and rules, measures such as wage deduction, withholding final pay, or legal action may be taken if property is not returned. For example, generally, wage deduction cannot lower an employee’s wage below the minimum federal wage.[2]
Sample
Employer: [EMPLOYER NAME] Supervisor: [SUPERVISOR NAME]
Name: [EMPLOYEE NAME] Address: [EMPLOYEE ADDRESS]
Phone #: [EMPLOYEE PHONE #] Employee #: [EMPLOYEE ID #]
Position/Title: [EMPLOYEE POSITION/TITLE]
Make: [EQUIPMENT MAKE] Model: [EQUIPMENT MODEL]
Serial #: [EQUIPMENT SERIAL #] Date Loaned: [MM/DD/YYYY]
Loan Period/Expected Return Date: [EQUIPMENT RETURN DATE]
Additional Info: [ADDITIONAL INFORMATION]
By signing this form, I, the employee, acknowledge that the company-owned equipment above is in working order and that I agree to the following terms:
- The equipment is to be used for company purposes only;
- If the equipment is damaged (excluding normal wear and tear), lost, or stolen outside of company premises or off company time, I am responsible for any repair or replacement costs; and
-
I will return the equipment in good working order at the end of the loan period indicated above (or upon separation from the company if no return date is specified). If I fail to return the equipment, or if it is damaged (excluding normal wear and tear), I authorize a payroll deduction to cover any replacement costs the company might incur.
Employee Signature: Date: ______________
Print Name:[EMPLOYEE NAME]