Work arrangements
Equipment
All employees working at home as per the policy will be entitled to be provided with a:
- laptop
- monitor
- keyboard
- mouse
- headphones
- any other associated equipment (identified through the DSE assessment) to undertake their role at home
We will offer up to £100 per person every three years (if equipment is needed) to purchase office equipment for use at home. This includes smaller items such as a non-standard desk, lamps, blinds, heaters or fans, costs of additional broadband (including set up).
In exceptional circumstances, a line manager may agree that specific equipment is required at home, such as a folding desk (where space is an issue). For these situations, the line manager may add an additional £100 to the existing allowance.
A 'home equipment expenses' code is available in Business World for any reimbursement claims for homeworking equipment. If you need help to submit a claim, refer to the Business World 'how to' guidance on 'variable pay'.
Employees should not make a claim until they have received and checked the item. To approve the claim, employees should send their manager a copy of the receipt. This can be photographed and sent by email.
We will provide portable appliance testing on electrical equipment to all employees. They will be advised of the arrangements when this is scheduled.
Employees can order stationery through links with business support colleagues. This does not include printer cartridges for use at home. Multifunctional devices are available across the council. The print and post, collect and destroy service is also available.
Employees should regularly review all home office equipment for suitability. If it is broken or no longer fit for purpose, we will replace it in discussion with the line manager.
As part of the leaver process, when an employee leaves the council they are required to return any LCC equipment. This includes equipment and furniture which has been taken from offices or has been purchased for them to work from home. This doesn’t include items purchased by employees using the £100 allowance.
Parking
Car parking is available to all employees who attend the Newland campus but it is not guaranteed. Car parking arrangements are under review which may change eligibility in the future. We will allocate parking spaces for the sole use of:
- disabled users
- councillors
- car share
- duty officers
We will be unable to fund any car parking outside the Newland campus (where this is the individual's work base).
Wellbeing
We encourage all employees to ensure they take up to one hour per day of wellbeing time. This is a protected hour where they can be unavailable during the working day for wellbeing activities.
This is unpaid time but can be taken at a time to suit the individual's work schedule and responsibilities. Taking time out is at an individual's choice but should be outside of core meetings and where the individual's attendance is a priority.
Individuals who feel unable to undertake their role while working at home due to sickness must inform their line manager as per the sickness absence policy in the normal way.
Broadband connection
We recognise that in a few locations in Lincolnshire, access to a reliable broadband connection is difficult. IT can support employees to check their internet connection strength using online tools. The £100 equipment allowance can be used for internet improvements to support working at home.
If costs of improvements are prohibitive, employees will need to work from their contractual locality. They should use the electronic booking system for managed workspace.
Dress code
We require employees to dress appropriately for all meetings and appointments as per our code of conduct.
Mileage
We do not expect staff to travel on council business routinely. Where on rare occasions business travel is required, individuals will claim as per the travel and subsistence policy. Some employees in front line roles will travel to visit service users and customers and claim accordingly.
Health and safety
A separate health and safety guide is available for working at home and a work base. This is available on our Intranet.
Caring responsibilities
We expect that individuals will be solely focused on their work activities when working from home. Employees should have appropriate care arrangements to ensure they can work without interruption.
We recognise that carer arrangements may break down from time to time. Our leave and time off policy will apply.
Further information is available on carers at the HR Hub.
Refreshments
There are facilities available in welfare areas for employees to take a break away from the workspace. We discourage individuals from eating food at their desks. However, we appreciate that this may happen on occasions due to the availability of rest areas.
Flexible working policy
Individuals may wish to read this policy in conjunction with our flexible working policy.
