Setting up and using a home office

Setting up and using a home office

• Facilities for working from home

  The Working Conditions Act states that the home office must be set up in such a way that the employee can do his/her work in an ergonomically responsible manner. VU Amsterdam has drawn up these (compensation) regulations on the basis of its prevention policy and compliance with the applicable regulations and guidelines regarding computer screen work (VU Amsterdam Policy Framework for Health and Safety). Employees who work from home are entitled to adequate workplace facilities. 

  The home working facilities include IT equipment (on loan), an office chair (on loan), an allowance for a desk and desk lamp (see conditions and maximum amounts below) and an internet allowance. 

  IT equipment
  This can range from borrowing an external mouse and keyboard for your laptop to a complete home-working computer setup. For more information, please check the IT Service Portal.The cost of IT equipment for the home office comes from the departmental budget. 

  Office chair
  If you need an office chair for your home office, it is possible to get an office chair from VU Amsterdam on loan. After approval from your manager, you can request the office chair via a form to be completed at the Service Portal.

  Unless otherwise agreed, the chair will be delivered to the employee’s home. FCO will contact the employee to discuss the delivery time. The office chair is paid for by FCO; a fee is charged to the employee's department for delivery and pick-up by FCO Logistics (€1 per kilometer driven).
  
  Desk and/or desk lamp
  Employees who do not yet have a good home office are eligible for compensation for the purchase of an ergonomic desk and/or desk lamp. After approval from your manager, it is possible to receive an allowance of up to € 200 for a properly adjustable ergonomic desk and desk lamp. The cost of an ergonomic desk and/or desk lamp for the home office comes from the departmental budget. The desk should be approx. 120 cm wide and 80 cm deep. This can be deviated from by +/- 10 cm. It is important that the desk is adjusted to the correct height or can be adjusted (height-adjustable worktop). If necessary, a sit/stand desk can be purchased. 

  If your purchase meets the requirements, you can claim the costs for the desk and lamp by submitting your receipt to VU Amsterdam using the self-service option Submit claims, submit travel advances and view status. 

  Conditions:

  • the employee actually works from home for VU Amsterdam
  • the employee has a permanent employment contract with VU Amsterdam (academic staff or support staff) or has a temporary employment contract that is not due to end within six months of submitting the claim
  • the employee has proof of purchase of the desk and/or lamp in the form of an invoice
  • the employee states under ‘Reason for expenses: home office set-up'
  • the employee selects ‘Equipment Repair’ as the expense type
  • if you are a student assistant, trainee or on-call worker, please consult your supervisor to find out if you are entitled to benefit from this scheme

  In submitting the claim, the employee declares that:

  • the desk and/or lamp will be used for (the ergonomic design of) the home office
  • he/she has not previously received a reimbursement from VU Amsterdam for the desk and/or the lamp
  • he/she has not declared the costs for the desk and/or lamp with another employer
  • He/she pays back the received compensation for 1/12th part per month over the number of remaining months in case the employee leaves the service at their own request or due to their fault or negligence within one year after the purchase of the desk.   

  Frequently Asked Questions

  • Am I allowed to buy a more expensive desk or lamp?
    Yes, you can. You may claim a maximum of € 200,- and the additional costs will be at your own expense.
  • Does the €200 include VAT? What about delivery costs?
    VAT:
    The stated amounts include VAT.
    Delivery costs:
    You are if necessary allowed to claim up to €50 in delivery costs on your expenses.
  • Am I allowed to purchase a second-hand desk?
    You may purchase a second-hand ergonomic desk, for instance from a charity shop, but you can only claim it on expenses if you upload a receipt as proof of purchase. We need this receipt because there are health and safety provisions for which VU Amsterdam is subject to a stringent burden of proof imposed by the tax authority. A copy of a bank statement showing the transfer will not suffice.
  • What is considered an ergonomic desk?
    The standard for an ergonomic desk is 120cm wide and 80cm deep. You may deviate from this standard by approximately 10 centimetres. It is important that the desk is set or can be set at the right height.

• Tips for setting up a home office

  Find a suitable space

  • Choose somewhere that’s as quiet as possible, where you can work in peace.
  • Make sure your screen is not in direct light and that your chair does not face the light. Diffuse light from a window located to your left or right is ideal. If necessary, you could use a sunshade.

  Image of setting up the workplace 

  If these tips do not help you set up the workplace properly, if you do not have the right equipment for the home office, or if you have physical complaints, you can seek advice from a health and safety adviser at arbo.advies@vu.nl.

  Follow these instructions to set up your office

  Office chair

  • Set the height of the seat so that your feet rest firmly on the floor and your thighs are horizontal.
  • Set the seat depth so that there is roughly enough room for a fist between the seat and the backs of your knees.
  • Set the backrest so that your lower back is supported: the curve of the backrest should be low down, just above the buttocks. If possible, use flexible settings for the backrest and/or seat and adjust the pressure of the backrest to suit your body weight.
  • Start by sitting with your shoulders relaxed and your arms hanging loose at your sides. Bring your lower arms up to an angle of about 90 degrees. Set the height and width of the armrests so they support your lower arms and you can work with relaxed shoulders.

  Desk

  • Adjust the height of the desk to the height of the chair’s armrests (not the other way around), so that the desk is at the same height as the armrests.

  Screen, keyboard and mouse

  • Place the screen directly in front of you:
    • Top of the screen no higher than eye level (it can be up to 10-15cm lower)
    • Distance from a 19-inch screen between 60 and 80cm
    • Preferably sideways on to the light from the window or electric light
  • Place the keyboard directly in front of you, under your hands, and place the mouse next to the keyboard.
  • Use the keyboard in its flat setting, without the feet open, to ensure a neutral wrist position.

  No adjustable table or office chair?
  If you do not have an adjustable office chair and your work surface is too high, make sure you are sitting at the right height: place a cushion on the seat, put a small cushion or rolled-up towel behind your lower back for support, and use a footrest.

  If you do not have an adjustable desk and the work surface is too high, set the adjustable office chair to the right height and put a footrest or box under your feet. If the table is too low, you can put blocks or other items under the legs to raise it up. It is impossible to work ergonomically if your desk is too low.

  If your workstation cannot be set up properly, that makes it even more important to ensure that you change your posture frequently and move about regularly.

• Laptop, tablet and smartphone

  Laptop
  Laptops are designed for short-term use. Working with a laptop is more physically demanding than working with a standard monitor setup. As the keyboard is attached to the screen, either the keyboard is too high or the screen is too low. This leads to a bent posture that can cause back, shoulder and neck pain. Wrong wrist position can cause overloading of forearms, hands and wrists. Laptops are less user-friendly than a standard mouse. This can lead to overloading of the forearm muscles. According to the Working Conditions Act, facilities such as an extra keyboard and monitor and separate mouse are therefore necessary if a laptop is used for more than two hours a day.  You can request these items from IT. Instead of a monitor, a laptop stand can be used so that the laptop screen is at eye level. For advice, contact an occupational health and safety adviser at arbo.advies@vu.nl.

  Tablet
  Tablets are not intended for intensive use. Do not use a tablet for extensive typing.

  Smartphone
  Use your smartphone as little as possible for e-mails. If you do check your e-mails on your phone, you should hold the device up in front of your face so that your neck is not bent too much or for too long. If necessary, make sure your lower arms are supported, and change position frequently.

• Fire safety at home

  How to prevent overheated equipment starting a fire

  • Avoid leaving cables lying around where they can trip you up and short-circuit.
  • Don’t leave devices on charge overnight or when you’re not there. A fully charged device can overheat if it remains attached to a power source. Always disconnect the charger once the device is fully charged.
  • Don’t leave your charger in the socket. It can overheat if no device is attached. This is even more of a risk for chargers from less well-known brands.
  • Don’t use cheap alternative cables, and only use the manufacturer’s charger.
  • Don’t put anything on top of a device. Devices, batteries and chargers need to be able to vent heat. You shouldn’t leave your phone under your pillow overnight, for example.

  What to do if a device overheats
  Stay alert so that you will be aware of fire, smoke, sparks or liquid leaking from a device. If that happens do the following:

  • Disconnect the charger immediately from both the device and the socket.
  • If it is safe to do so, put the device outdoors, away from any flammable materials.
  • Call 1-1-2 if there is a lot of smoke or if a fire has started.

• Digital security

  VU Amsterdam allows students, employees and others to use its equipment and network, for example to work with files, e-mail and the internet, even off campus. The university expects everyone to use its network responsibly and appropriately, taking due care of privacy and information security.

  More information

  • Guidelines for data breaches and reporting a breach
  • Reglement ICT-voorzieningen medewerkers VU

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