Remote work has become a common benefit that many employees value. For businesses that offer remote work, the challenge of Safe IT equipment returns by returning company-owned IT equipment has become a concern.

Coordinating between human resources (HR) and information technology (IT) departments can streamline this process, reducing costs, minimizing risks, and maintaining operational continuity. Let us explore the challenges and solutions for effective and safe IT equipment returns, handling remote employees returning equipment, and providing actionable insights to improve your operations.

Why Remote Employees Returning Equipment Is an HR and IT Concern

Many employees returning their equipment are often those being offboarded from the company. This includes employee terminations, resignations, retirements, or those employed as temporary, seasonal, or contract workers. To ensure employees return their equipment and reduce the risk of IT security risks, both HR and IT must handle this process.

HR and IT departments share responsibility for managing company assets and understanding how to get equipment back from a terminated employee. Their responsibilities, although different, require a coordinated effort to ensure that devices are returned promptly, in good condition, and with sensitive data securely erased. These responsibilities include:

Employee Offboarding: HR handles the process of offboarding an employee following a resignation or termination. In addition to equipment return, this includes the exit interview, clearances, and providing final instructions.
Allocation and Equipment Return: HR establishes the company equipment use and return policy and oversees the allocation and return of equipment. Following offboarding, HR collaborates with IT to track inventory, verify the condition of returned items, and resolve any discrepancies.

Inventory Management: The IT department ensures all assets are accounted for throughout their lifecycle. They maintain detailed records of device assignments, safe IT equipment returns, and conditions to prevent losses or mismatches.

Security Protocols: IT implements security protocols to protect company data, including remote wiping of devices before reuse or disposal. They also ensure that returned equipment undergoes thorough data sanitization to prevent unauthorized access.

Compliance: The IT team ensures that all processes related to equipment handling comply with data protection laws, such as GDPR, HIPAA, or CCPA.

Failure to retrieve equipment can lead to financial losses, security breaches, and operational inefficiencies. By working together, HR and IT can create streamlined policies and workflows to safeguard company assets and ensure compliance.

What Are the Options Available To Retrieve Company Equipment?

There are different ways to coordinate with remote employees returning equipment, each with its pros and cons:

In-House

Some companies manage equipment retrieval internally, relying on HR and IT to coordinate with employees. This gives your company full control to customize your process as needed. However, this approach requires clear policies, proper tracking systems, and dedicated staff to handle logistics. Without the right infrastructure, time, and resources, it can be inefficient, cause delays, and disrupt daily HR and IT operations.

Let Employees Keep the Device

Some companies let departing employees keep their devices, especially older models nearing their end of life. This simplifies the return process and removes the need for retrieval logistics. However, formal agreements may be required to safeguard data, which can result in financial losses and data breaches without the right checks in place.

Third-Party Service

Companies can partner with a third-party provider to streamline the equipment retrieval process. These comprehensive retrieval services handle everything from logistics to data sanitization, ensuring secure and safe IT equipment returns returns. This can reduce the burden and workload on internal HR and IT teams. However, not all providers offer the same reliability and trustworthiness, so it is important to choose the right partner.

How To Get Equipment Back From a Terminated Employee

Retrieving company equipment can vary depending on your existing policies. However, these are the steps typically required for retrieval:

Establish Clear Policies: Develop detailed policies outlining return expectations, timelines, and procedures. Employees must sign a legally binding agreement to return their equipment.
Start the Offboarding Process: Inform employees about return requirements during onboarding and reinforce them during offboarding. This can be challenging in-house, as some employees may be unresponsive or purposefully ignore the outreach efforts and company policy.
Shipping: Some companies who opt for in-house retrieval ship boxes complete with packing materials and shipping labels required to the employee’s house. From there, the employee will pack the equipment and send it back. In other cases, return policies require employees to either drop off their equipment, pay for shipping, or print a return label, which could inconvenience the employee.
Verify Returns: Before HR can clear the equipment retrieval, IT will need to inspect returned devices for functionality, data sanitization, and physical condition. They will also handle removing any sensitive data or risks that could compromise the company’s security. Oftentimes, IT works with a recycler or disposition vendor for these services.
Storage or Disposition: IT will then either store the equipment in its designated storage facility until it is needed again or have the equipment properly recycled or repurposed.

The Importance of Establishing a Clear Company Equipment Use and Return Policy

A well-established company equipment use and return policy ensures effective asset management by establishing clear expectations and reducing ambiguity.

Clear Expectations for Employees: Employees understand their responsibilities regarding properly using, caring, and returning company-owned devices. This minimizes confusion and promotes consistent compliance across the organization.
Protection of Company Assets: The policy minimizes the risk of unreturned or damaged equipment, ensuring devices are returned usable. It reduces financial losses by holding employees accountable for maintaining and returning assets.
Framework for Addressing Non-Compliance: This framework provides clear steps for remediation or penalties for violations, such as failing to return equipment on time or returning damaged devices. This structure supports HR and IT in effectively enforcing policies.

Standard company equipment use and return policy agreements should typically have the following to ensure a safe and efficient retrieval process:

Return Window: Specify a timeframe for returning equipment after termination or transfer. Standard return windows are typically 7-14 days.
Condition of Returns: Outline the expected condition of devices upon return, including acceptable wear and tear.
Initiating Returns: Provide detailed steps for initiating the return process, including points of contact and documentation requirements.
Responsibility for Return Shipping: Clarify whether the company or employee bears the cost and responsibility for shipping equipment.
Damage Waiver and Security Deposit: If applicable, outline terms for damage waivers or security deposits to recover costs from damaged or missing equipment.

Legal Considerations and Compliance

When handling IT equipment returns, companies must comply with data protection regulations, such as GDPR or CCPA. This includes securely erasing data and adhering to privacy laws. Failure to comply can result in legal penalties and reputational damage.

Additionally, employers must consider labor laws governing deductions for unreturned equipment and ensure that policies align with employment contracts. Depending on your state laws, you may be able to deduct the cost of unreturned equipment from an employee’s paycheck. Most state laws prohibit withholding employees’ final paycheck if they do not return equipment.

If an employee refuses to return your property, you must consider other options, including legal action. However, weighing the pros and cons of pursuing legal recourse is important, as the cost of legal action may not be worth the value of retrieving equipment and impacting company morale.

Streamline Your Company’s Equipment Returns With ReturnCenter

Effective IT equipment return processes require collaboration between HR and IT, clear policies, and a focus on data security and compliance. Understanding how to get equipment back from a terminated employee and adopting best practices ensures your equipment is returned promptly and safely.

At ReturnCenter, we provide solutions to help businesses protect their assets, streamline logistics, and reduce risks. Take control of your IT equipment returns without the hassle, and contact ReturnCenter today for expert solutions.