Equipment

Update October 2020: We’re currently handling all equipment requests on a case-by-case basis in the Expenses Backlog. Although we’re currently not renewing on the usual 2 year cycle, if you are in need of any equipment (either new, replacement, or repair) in order to do your job, please do open an expense issue for it.

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We provide all the equipment you need to do your job effectively. This may include:

  • A new computer every 2 years.
  • A new mobile phone every 2 years.
  • A good pair of headphones and a microphone.
  • An external monitor (if required), keyboard, mouse etc.
  • An ergonomic office desk and chair.
  • Any other equipment needed to work effectively.

Use the following list of reference equipment as a guide, if you need better/more expensive equipment to do your job effectively then please let us know when requesting in the Expenses Backlog.

N.B. If you would prefer a higher spec phone such as an iPhone 12 Pro, HM will cover the cost if you are willing to renew on a three year cycle instead of every two years. You can either wait until it’s been three years since your last phone purchase or keep the new one for three years. The maximum model you can go up to this way is the iPhone 12 Pro 256GB (£1099), or another make/model that is equal to or less than the cost of an iPhone 12 Pro 256GB in your country. (If you want a more expensive model than this, you should purchase yourself and expense up to the limit, and still submit in the expenses backlog first.)

If you are purchasing from a non-UK retailer, the amount HM will reimburse/cover is the cost of the models (listed above) in that country (whether it’s more or less), not the currency equivalent of the GBP amount.

If you’re unsure what to buy, you might find it helpful to ask others in Slack (in #interests-gadgets for example), before running it past us.

Assets over £500 must be purchased by Human Made and not expensed. Once you know the specs of what you’d like, create an issue in the expenses repo, including the spec of the device and add to the expenses backlog.

It’s fine to purchase second-hand items as long as the seller can provide you with a proof of purchase (doesn’t need to be a VAT/GST invoice).

We maintain a 🔒 list of all company assets.

Insurance

Equipment is covered by company worldwide insurance whether it was purchased by the company or purchased by yourself and expensed. This insurance also covers devices when they’re taken abroad on trips.

What to do if your equipment breaks

If your equipment breaks we want to ensure we get you back up and running as quickly as possible. Please follow the guidelines listed here and reach out in #company-admin if needed:

  • If you don’t have a spare machine you can work from you should notify your PM/Manager as soon as possible, then log any necessary time off in Humaans under ‘Other’ (with an added note)
  • For billable roles your PM will update Forecast
  • You should open an expense issue for the repair, or replacement if it’s needed (it can be marked as urgent and someone should pick it up that day). It’s ok to start the repair/replacement process if it’s urgent and you haven’t received a response. It’s also ok to purchase a new machine if you’re able – this can be returned at a later date if the original machine is repaired
  • Details on the Joint Venture program can be found here, you may be able to make use of this
  • Find out your support options. For example you can call Apple or use the online chat feature for quick assistance
  • You could also drop a note into #company-admin in slack or #interests-apple as others may be able to offer advice on possible solutions
  • We have a few spare laptops in different locations so it may be possible to get one to you (we’ll let you know if this is the case on the expense issue)
  • For a costly repair or replacement we will claim on the company insurance so it’s important you obtain a statement of work from the repair provider (we will ask for these details on the expense issue)

Backing up your Equipment

You should ensure your data is backed up regularly, please see the guidelines below:

  • Save your data online ad commit code regularly
  • We have a company Backblaze account which you can use to automatically and/or manually backup your computer to the cloud.
  • It is OK to expense an external harddrive to create local backups of your machine. Instructions on how to do this can be found for both Mac and Windows operating systems. This is a great alternative solution to using Backblaze if internet connection speed is an issue.

Leaving the company

Computers and phones that were purchased by Human Made remain assets of the company. When you leave the company, one of the following things may happen:

  • You will be able to keep your equipment
  • If you have only been at the company a short period of time, we will ask you to return your equipment. We will arrange to have it shipped to another team member who is in your locale.
  • If you leave the company a short time after your equipment is purchased we may ask you to return it or, if you prefer, to purchase it from us. This will not happen in all cases. If you do purchase it, the total charge will reflect the depreciated value of the equipment (e.g. if it was bought three months ago, you could be asked to return it or purchase it at approximately 7/8ths of the initial price).

This will be decided on a case by case basis, and the decision made will reflect criteria such as tenure, age of the equipment, and reason for leaving the company (e.g. someone who leaves because of gross misconduct is unlikely to be allowed to keep their equipment).