Last Updated: Nov 2024
The Ergonomic Equipment Matching Fund is a partnership program between Risk Management Services and Stanford Environmental, Health, & Safety Department to optimize ergonomics for computer workspaces. The program aims to encourage departments to support their employees’ ergonomic needs by offering a financial reimbursement for ergonomic equipment.
Background
Over the past ten years, there have been significant advancements in technology and furniture design. These advancements led to changes in the national and international ergonomics standards to better guide the selection of equipment, furniture, and accessories that fit the needs of the majority (90%) of individuals in the workplace. These standards include outlining the essential items needed to set up an ergonomic workstation.
Equipment and Furniture
The standard equipment and furniture eligible for the Ergonomic Matching Fund include:
- Height-adjustable desk, footrest, or keyboard
- Adjustable task chair
- Accessories (i.e., external keyboard, external mouse)
- Monitor arms
This list is not exhaustive but provides basic items eligible for reimbursement.
Qualifying Criteria
Departments who purchase EH&S-approved or recommended ergonomic items for a Stanford University employee (i.e., faculty and staff) may be eligible for 50% matching funds reimbursement up to a maximum of $300 over the course of the employee’s tenure.
The Ergonomics Equipment Matching Fund is sponsored by Stanford Risk Management. To qualify for the Ergonomic Equipment Matching Fund, the Stanford University employee must meet one of the following criteria:
- Regular benefits-eligible employees (RBE)
- Postdoc who receives a 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. If we cannot verify the employee’s eligibility the request will be denied.
Note: Due to the funding source specifications, job codes are needed to help us determine if an employee qualifies for the Ergonomic Equipment Matching Funding. There the employee’s job code will be required to fill out the form. Please check with the employee’s local Human Resource Representative to look up the job code.
Timeline
The Ergonomic Equipment Matching Fund requests run from September 1st – July 31st or until the funds have been exhausted. The reimbursement requests have to be from the current fiscal year.
Below are the steps to complete and apply for the Ergonomics Matching Fund:
Employee:
- Verify you qualify based on the criteria listed above.
- Request your job code from your local Human Resource Representative.
- Complete EHS-3400 Computer Workstation Ergonomics training web-based in STARS.
- Complete one of the following:
- Computer Workstation Self-Assessment Tool. Download a copy of the Self-Assessment Tool to submit with the request.
- Ergonomic showroom visit. Email confirmation from the ergonomics team.
- Ergonomics evaluation. Download a copy of the Ergonomics Evaluation Report.
- Refer to the Computer Ergonomics Pre-Approved Product List or the ergonomics evaluation report for items that qualify for the matching funds program. Any items that are NOT on the Pre-Approved Products List or recommended in a Stanford Ergonomics Evaluation Report will not be approved.
- Obtain manager approval prior to ordering equipment.
- Purchase equipment per catalog’s instructions following departmental ordering procedures.
- Provide your department administrator with the following:
- Your Job Code
- Certificate of EHS-3400 Computer Workstation Ergonomics training (from STARS)
- Copy of the
- Self-assessment Tool
- Ergonomic evaluation report or Showroom Fitting Email
Note: A copy of the evaluation report or showroom fitting email is required as not all ergonomic equipment is listed on the Pre-Approved Products List. The person reviewing the Matching Fund Request needs to verify the item was recommended by an ergonomist at Stanford.
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.
- Write down the iJournal number to add to the form.
- For questions on how to fill out an iJournal, please refer to the Fingate iJournal webpage.
- Complete and submit the Ergonomic Equipment Matching Fund Form which requires the following:
- The employee’s job code which can be provided by their local HR representative.
- Copies of invoices/receipts for purchases, ensuring that the matching fund amount does not exceed $300.
- Certificate of EHS-3400 Computer Workstation Ergonomics training (from STARS)
- Copy of the
- Self-assessment Tool
- Ergonomic evaluation report or Showroom Fitting Email
Note: A copy of the evaluation report or showroom fitting email is required as not all ergonomic equipment is listed on the Pre-Approved Products List. The person reviewing the Matching Fund Request needs to verify the item was recommended by an ergonomist at Stanford.
Q. What is not covered under the Ergonomics Matching Fund?
The program is not applicable for the following:
- Funding unit/department-wide purchases
- Supplying equipment, furniture, or accessories for new computer workstations or the redesign of existing computer workstations
- Purchases that should be provided as standard office supplies/equipment OR if items are broken or lost.
- Onboarding for new employees with new standard office equipment, furniture, or accessories.
Q. Who qualifies for the Ergonomic Equipment Matching Fund?
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?
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 happens to equipment or furniture if an employee switches departments?
While the end choice is the department’s, it is Stanford Ergonomics Program and Risk Management’s strong suggestion that employees can take any customized chairs or input devices (i.e., mice, keyboards, headphones, etc.) with them if they move departments within Stanford University.
Q. What training is required to be eligible for the matching fund?
Employees must have:
- Completed the EHS-3400 Computer Workstation Ergonomics training (web-based in STARS) within the last two years and/or whenever you have changed computer workstations and attach a PDF copy of the certification
- Completed one of the following:
- Computer Workstation Self-Assessment Tool. Download a copy of the Self-Assessment Tool to submit with the request.
- Ergonomic showroom visit. Email confirmation from the ergonomics team.
- Ergonomics evaluation. Download a copy of the Ergonomics Evaluation Report.
Q. How can I determine if I have completed the required training?
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.
Note: You must have completed the EHS-3400 Computer Workstation Ergonomics training (web-based in STARS) within the last two years and the Ergonomics Self-Assessment Tool.
Q. Can the Ergonomic Equipment Matching Fund be combined with the UHR Flexible Work Arrangement for Home Office Equipment?
The Ergonomic Equipment Matching Fund is separate from the UHR Flexible Work Reimbursement for Home Office Equipment. For detailed information, on the UHR program please speak with your HR department.
The Ergonomic Equipment Matching Fund is for department-purchased equipment only. If the employee, purchases the equipment on their own, the item is not eligible for reimbursement through our program.
Q. Can the Ergonomic Equipment Matching Fund be used for personal purchased equipment?
The Ergonomic Matching Fund may only be used for matching costs for department purchases on behalf of an employee.
Q. Can I use the matching fund for personal purchases of ergonomics equipment for my home or onsite office?
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?
Expenditure codes: 55116 – computer equipment, 55110 – chairs and general office equipment. For more information on iJournal, please refer to the Fingate iJournal webpage.
- Ergonomics Computer Workstation
- Computer Workstation Self-assessment Tool
- Pre-Approved Computer Ergonomics Product List
- Ergonomic Equipment Matching Fund Form via Smartsheet
- UHR Flexible Work Arrangements & Policies
