The Ergonomic Equipment Matching Fund Program is designed to help employees optimize their ergonomics in the workspace to prevent and/or minimize the effects of injuries related to repetitive motion and awkward posture.
Stanford University employees (e.g. faculty and staff) who purchase EH&S-approved ergonomic equipment may be eligible for 50% matching funds reimbursement up to a maximum of $300 over the course of one’s employment.
The Ergonomics Equipment Matching Fund is sponsored by Stanford Risk Management. To qualify for the Ergonomic Equipment Matching Fund, the employee must meet one of the following criteria:
- Regular benefits-eligible employees (RBE)
- Postdoc who receives salary as compensation. Postdocs who receive stipends may not be included in this pool.
- Contingent employee
If the employee does not meet the above-mentioned criteria, they will not qualify for the program. If unsure if the employee meets the criteria, please reach out to the employee’s Human Resources representative.
To qualify, employees must complete the following: (1) EHS-3400 training (live or in STARS) and (2) the Computer Workstation Self-Assessment Form.
Steps:
- Employee:
- Complete EHS-3400 Computer Workstation Ergonomics training (live or web-based in STARS).
- Complete the Computer Workstation Self-Assessment Tool.
- Refer to the Computer Ergonomics Pre-Approved Product List for options that qualify for the matching funds program.
- Obtain manager approval prior to ordering equipment.
- Purchase equipment per catalog’s instructions following departmental ordering procedures. If you need help selecting equipment, please fill out the Request Ergonomic Services form.
- Local administrative personnel:
- Initiate an iJournal transfer. Debit the ergo PTA: 1026392-100-AABAS for 50% of the purchase cost of approved equipment, up to the $300 lifetime limit per employee, and credit your department PTA for the matching funds amount. Expenditure codes: 55116 – computer equipment, 55110 – chairs and general office equipment.
- Complete and submit the Ergonomic Equipment Matching Fund Form and copies of invoices/receipts for purchases, ensuring that the matching fund amount does not exceed $300.
- For questions on iJournal transfer, please fill out the Request Ergonomic Services form.
- Employee:
Non-Computer Workstation Ergonomic Equipment includes ergonomic lab equipment, safe lifting/ conveyance tools and other specialized ergonomic equipment. To be eligible for the matching fund, ALL ergonomic equipment must be approved by the Stanford EH&S Ergonomics Program. To request approval, please fill out the Request Ergonomic Services form.
Steps:
- If requesting matching funds for ergonomic equipment, complete appropriate training (i.e. Back Care/Safe Lifting (EHS 1400), Laboratory Ergonomics (EHS 4800)) or verify it has been completed within the past 12 months.
- To ensure ergonomic equipment is eligible for the matching fund, request approval from the Stanford EH&S Ergonomics Program by filling out the Request Ergonomic Services form.
- Obtain necessary approval from the Stanford EH&S Ergonomics Program for eligible equipment.
- Obtain manager approval prior to ordering equipment.
- Initiate an iJournal transfer. Debit the ergo PTA: 1026392-100-AABAS for 50% of the purchase cost of approved equipment, up to the $300 lifetime limit per employee, and credit your department PTA for the matching funds amount. Expenditure codes: 55116 – computer equipment, 55110 – chairs and general office equipment.
- Complete and submit the Ergonomic Equipment Matching Fund Form and copies of invoices/receipts for purchases, ensuring that the matching fund form request amount does not exceed $300.
- For questions on iJournal transfer, please fill out the Request Ergonomic Services form.
Q. Who qualifies for the Ergonomic Equipment Matching Fund?
A. Faculty and staff that are employed by Stanford University and SLAC employees may use the fund for matching costs up to $300 over the course of their employment.Q. Can I use equipment matching funds for unit/department-wide purchases or multi-employee purchases?
A. No. This is an incentive program to encourage addressing ergonomic needs on an individual basis; so the program is not applicable for funding unit/department-wide purchases.Q. What training is required to be eligible for the matching fund?
A. For Computer Workstation Ergonomic Equipment Requests, you must have completed the EHS-3400 Computer Workstation Ergonomics training (live or web-based in STARS) within the last two years and/or whenever you have changed computer workstations.For Safe Lifting Equipment Requests, you must have completed the EH&S Back Care/Safe Lifting (EHS 1400) ergonomics training completed within the past 12 months.
Q. How can I determine if I have completed required training?
A. Please visit Training at https://axess.stanford.edu and select My Learning. Select the Training History tab to see your most recent date of completion.- For Computer Workstation Ergonomic Equipment Requests, you must have completed the EHS-3400 Computer Workstation Ergonomics training (live or web-based in STARS) within the last two years.
- For Safe Lifting Equipment Requests, you must have completed the EH&S Back Care/Safe Lifting (EHS 1400) ergonomics training completed within the past 12 months.
Q. Can the Ergonomic Equipment Matching Fund be combined with the UHR Flexible Work Reimbursement for Home Office Equipment?
A. Yes, those with approved hybrid work arrangements who have not yet participated in the Ergonomic Equipment Matching Fund are eligible to apply for matching funds for departmentally-purchased equipment used on campus and/or their home office. The Ergonomic Equipment Matching Fund may be used in conjunction with the $250 department-funded allotment for hybrid workers.Q. Can I use the matching fund for personal purchases of ergonomics equipment for my home or onsite office?
A. No. The fund may only be used for matching costs for department purchases on behalf of an employee.Q. What expenditure type should I use when creating the iJournal?
A. Expenditure codes: 55116 – computer equipment, 55110 – chairs and general office equipment.
