Legal Rights Stipends State Laws
Heads up — this post may include links to things I use or like, and I might earn a little something if you shop through them. Doesn’t cost you anything extra, and I only mention stuff I’d actually recommend.
Most people I talk to assume their employer will hand them a laptop, maybe a monitor, and call it done. That assumption works — until it doesn’t. The real picture is messier: some employers are legally required to provide equipment, others aren’t, and a lot of what you end up using depends on where you live, what your contract says, and whether your boss has a clear policy. According to the Society for Human Resource Management’s 2026 survey, only about 53% of employers offer any subsidy or reimbursement for remote-work equipment, with an average reported amount of $901. That leaves nearly half of remote workers to figure things out on their own — and even among those who get support, the fine print matters a lot.
The Legal Baseline Isn’t as Clear as You’d Think
At the federal level, the Fair Labor Standards Act doesn’t generally require employers to reimburse you for work-related expenses. The only time it kicks in is if those costs drag your effective pay below the federal minimum wage — which, for most people earning above $7.25 an hour, doesn’t happen. That’s a thin safety net.
OSHA adds a layer: employers have a duty to provide a safe workplace, and that technically extends to your home office. But OSHA’s guidance says the employer is only responsible for the work-related area and equipment they provide. They don’t have to inspect your entire home or buy you a new desk chair unless it’s part of what they supplied. So the legal floor is lower than many people realize.
That said, about 21.6% of the U.S. workforce now works remotely at least part of the time, according to one survey. With that many people working from home, the gap between what the law technically requires and what actually happens in practice is where most of the confusion lives.
You show up to a new remote job expecting a company laptop, and instead you get a link to a stipend policy that covers “office technology” but not the actual chair you need to sit in for eight hours. That mismatch between expectation and reality is exactly what makes equipment ownership feel like a guessing game.
What “Necessary Equipment” Actually Means (and Who Decides)
Courts and state laws often draw a line between “necessary” and “convenient” equipment. If something is required for you to do your basic job — a laptop, specialized software, a work phone line — it’s usually the employer’s responsibility. But things like an expensive ergonomic chair, a standing desk, or a second monitor often fall into the “convenience” category unless your job genuinely needs them.
The burden of proof typically falls on the employer to argue why an item isn’t necessary. Still, in practice, many companies treat that line as flexible: they’ll provide a basic laptop and expect you to handle the rest. If you need something specific for health reasons — say, a chair that supports your lower back — that’s where reasonable accommodation rules under the ADA come into play. You may need to formally request it, and the employer has to engage in a conversation, not just say no.
One practical test: ask yourself whether the equipment is essential to perform the core functions of your role, or whether it simply makes the work more comfortable. If it’s the latter, don’t assume the company will foot the bill — but do ask. Many employers will cover a good chair or monitor if you frame it as a productivity or health issue, even if the law doesn’t force them.
State Laws Change the Equation — Especially If You’re in California or Illinois
This is where the picture gets dramatically different. A handful of states have laws that go well beyond the federal baseline.
California Labor Code 2802 requires employers to reimburse employees for all necessary expenditures incurred as a direct consequence of their job duties. That includes a portion of your home internet and cell phone bill if you use them for work. Illinois has a similar provision under its Wage Payment and Collection Act. Massachusetts takes a slightly different approach — reimbursement is required if costs drop your earnings below the state minimum wage, and the Attorney General’s office has suggested covering all unavoidable job expenses.
New York doesn’t have a broad reimbursement statute, but if your employment contract or company policy promises equipment, that’s a binding obligation. So the rule of thumb is: check your state’s labor department website, and don’t assume your employer knows the law either. Many companies are unaware of their obligations, especially when they hire remote workers across multiple states.
If you live in a state with strong reimbursement protections, you have leverage. Keep receipts, log your work-related usage of personal devices, and submit a reimbursement request in writing. If the company pushes back, you can file a wage claim with the state labor department.
Even in states that require reimbursement, most remote workers never ask. One survey noted that the majority of employees don’t request expense reimbursement, and most employers are unaware they’re obligated to provide it. If you don’t ask, you won’t get it — and you might be leaving money on the table.
Your Employer’s Written Policy Might Be Your Strongest Leverage
Regardless of what state law says, the most concrete document you can rely on is your employer’s own remote-work policy or your employment contract. Many companies offer equipment or stipends as a standard practice — not because they’re legally required, but because they want to attract talent and ensure security and productivity.
If the policy says they’ll provide a laptop and a monitor, or that they reimburse up to a certain amount for home office furniture, that creates a contractual obligation. If they fail to honor it, you may have a breach-of-contract claim, not just a complaint about fairness.
So the first step is always: read your employee handbook and any remote-work agreement you signed. Look for language about equipment provision, stipends, reimbursement procedures, and return policies. If the policy is vague — “we may provide equipment at our discretion” — that’s a red flag. Clarify in writing before you spend your own money.
And if the policy is generous but poorly communicated, you might be missing out. One survey of employers found that 95% of companies that offer remote-equipment support cover office technology like monitors and keyboards, and 62% cover general office supplies. But new hires often don’t know the benefit exists until months later.
When Ownership Gets Messy: Return Policies, Personal Use, and Side Hustles
Even when the employer provides the equipment, ownership is rarely in question — it stays with the company. You’re expected to return it when you leave, and using it for personal projects or side hustles can violate policy. I’ve heard from people who lost access to shared platforms immediately after quitting, cutting off work they needed to finish for freelance clients. That’s a hard lesson.
The line gets blurrier with stipends. If your employer gives you a fixed amount to buy a chair or a desk, who owns that chair when you leave? Some policies treat stipend-funded items as employee-owned, while others consider them company property because the employer paid for them. The difference matters for taxes and for what you can take with you.
For side hustlers and entrepreneurs, using company-provided equipment for personal projects is almost always a policy violation. Even sending a personal email through a work system can raise flags. If you’re building something on the side, invest in your own gear — it gives you freedom and avoids awkward conversations about data security and intellectual property.
If the policy isn’t clear about return procedures or personal use, ask for clarification in writing. A simple email saying “I want to make sure I understand the rules around using my work laptop for side projects — can you confirm the policy?” can save you a lot of trouble.
The Stipend Reality: What the Numbers Say and What They Don’t
The $901 average from the SHRM survey is a useful benchmark, but it masks a lot of variation. That figure is an average among employers who offer any support — not a guaranteed amount, and not what every remote worker receives. Some companies offer a one-time stipend of $500, others provide $1,200 annually, and many separate the budget into categories: company-owned technology (laptop, security key) vs. employee-selected ergonomic items (chair, desk) vs. recurring connectivity reimbursement.
The key question isn’t “what’s the average?” — it’s “what does my employer actually offer?” Ask about eligibility (are part-time or contract workers included?), what items are covered, who owns what after purchase, and whether the stipend renews annually or is a one-time setup.
And don’t forget the tax angle: if your employer uses an “accountable plan” — meaning you submit receipts and return any excess — reimbursements aren’t taxable income. If they just give you a flat monthly stipend without substantiation, that’s generally treated as taxable wages. The difference shows up on your pay stub, so it’s worth understanding which method your company uses.
If your employer doesn’t offer any support, you have options. You can negotiate for a stipend or reimbursement as part of your offer letter — many companies are flexible even if they don’t have a formal policy. If you’re already employed, document what you need and make the case: a decent chair costs less than a workers’ comp claim for back pain. And if your state requires reimbursement, cite the specific statute.
Equipment ownership isn’t something you can assume is handled. Check your state’s laws (especially if you’re in California, Illinois, or Massachusetts). Read your employer’s remote-work policy carefully. If it’s vague, ask for specifics in writing. And if you need something for health or productivity, frame it as a business necessity — not just a nice-to-have. A little clarity now saves a lot of hassle later.