Return of Computer Equipment from Remote Employees
1.0 Introduction
The Standard Operating Procedure (SOP) for Return of Computer Equipment by Remote Employees establishes a systematic and efficient process for remote employees leaving Husco to return their computer equipment. This SOP aims to ensure the smooth and secure return of laptops, computer monitors, and associated cords while facilitating the shipment of these items back to Husco's Waukesha headquarters address through FedEx or UPS services.
By following this SOP, remote employees, and relevant stakeholders can maintain accountability, streamline the return process, and protect sensitive company assets. This document provides comprehensive guidelines and instructions to ensure all necessary steps are taken during the equipment return process, including packaging, labeling, account number provision, and shipment tracking.
Adhering to this SOP is crucial for maintaining accurate records, safeguarding company resources, and facilitating the proper offboarding of remote employees. All Husco personnel involved in managing the return of computer equipment needs to familiarize themselves with this SOP to promote consistency and efficiency throughout the organization.
This SOP serves as a reference guide for remote employees. It outlines their responsibilities, as well as the roles and responsibilities of FedEx or UPS, and Husco personnel involved in processing the returned equipment. By adhering to the outlined procedures, Husco can ensure a seamless transition for departing remote employees and maintain the integrity of its IS assets.
1.1 Purpose
This standard operating procedure outlines the process for remote employees leaving Husco to return their computer equipment, including laptops, computer monitors, and cords. The procedure ensures a smooth and efficient return process and the safe shipment of the equipment back to Husco's Waukesha headquarters address using FedEx or UPS services.
1.2 Scope
This procedure applies to all remote employees who are leaving Husco and must return their computer equipment.
1.3 Supporting Documents
FedEx or UPS shipping forms and receipts.
Records of returned equipment and associated Husco account numbers.
Tracking information provided by the departing employee.
1.4 Roles and Responsibilities
Departing Remote Employee:
- Responsible for communicating their departure to Human Resources (HR) and their manager.
- Following the procedures outlined in this SOP for returning computer equipment.
- Providing the necessary information and tracking details to HR and IS.
HR Department:
- Responsible for initiating the offboarding process for the departing remote employee.
- Communicating the specific requirements of this SOP to the employee, their manager, and the IS department.
- Coordinating with the IS department to ensure compliance with the SOP during the offboarding process.
IS Department:
- Responsible for assisting HR in implementing the SOP for remote employees' equipment return.
- Collaborating with HR to identify the departing employee as remote and initiate the SOP accordingly.
- Providing guidance and support to remote employees and their managers regarding properly returning computer equipment.
- Ensuring that the necessary data removal procedures are followed to protect sensitive information.
Departing Employee's Manager:
- Responsible for facilitating communication between the departing employee, HR, and the IS department.
- Ensuring that the employee is aware of the SOP requirements and supporting them in adhering to the procedures.
1.5 Process
Equipment Return Process:
a. Before leaving Husco, the departing employee should gather all the computer equipment provided, including the laptop, computer monitor, docking station, and associated cords.
b. The departing employee should locate a nearby FedEx or UPS drop-off location.
c. At the drop-off location, the departing employee will provide the following Husco account numbers associated with the respective shipping carriers:
- UPS Account Number: 582038
- FedEx Account Number: 053205968
d. The departing employee will securely package the laptop, computer monitor, docking station, and cords, ensuring they are adequately protected during transit.
e. The departing employee will label the package with the following information:
Husco International, Inc.
ATTN: Information Services Department
2315 Pewaukee Road, Door D2
Waukesha, WI 53188
f. The departing employee will complete the necessary shipping forms provided by FedEx or UPS, providing accurate information and ensuring the appropriate account number is referenced.
g. The departing employee will hand over the package to the staff at the FedEx or UPS drop-off location, who will process the shipment.
h. The departing employee will provide Husco the tracking information for their shipment.
Shipment to Husco Headquarters:
a. FedEx or UPS will transport the package containing the returned computer equipment to Husco's Waukesha headquarters address.
b. Upon arrival, the package will be received and processed by the appropriate personnel at Husco.
A.1 Appendix A: Glossary
Acronyms:
SOP: Standard Operating Procedure
HR: Human Resources
IS: Information Services
A.2 Appendix B: Supporting Documents
FedEx or UPS Shipping Forms and Receipts:
Description:
This document includes the forms and receipts issued by FedEx or UPS when the departing employee drops off their equipment for shipment. It serves as proof of shipment and includes essential details such as tracking numbers and delivery information.
Location/Link:
[Insert location or link to the document]
Records of Returned Equipment and Associated Husco Account Numbers:
Description:
This document contains the records of all returned computer equipment by remote employees, along with the respective Husco account numbers. It ensures proper tracking and accountability of the returned assets.
Location/Link:
[Insert location or link to the document]
Tracking Information Provided by the Departing Employee:
Description:
This document records the tracking information provided by the departing employee for their shipment, including tracking numbers and carrier details. It helps monitor the progress and delivery of the returned equipment.
Location/Link:
[Insert location or link to the document]