Equipment guidance

How do I request equipment? 

If you’re new to dxw, you can speak to your line manager or the People Team on your first day about what you might need to support your working set-up. You can add your request(s) to the Purchasing Request Form and a member of the commercial team will process this for you. 

We will carry out a DSE assessment on your working environment when you first join us. This can help identify any issues with your current workstation. If we feel you need a little more support than we can offer you in-house, the People Team will refer you for a DSE assessment with an external company. They can then identify what changes you may need to make in order to make things more comfortable for you, the People Team will action any adjustments required. 

Access to work also provides support for making reasonable adjustments in the workplace if you have a disability or health condition. Please speak to the People Team if you’d like to know more about this.

If you are a current dxw employee and require an additional item to support with your home-working set-up, please use the Purchasing Request Form or post your question on the #help-purchasing channel. 

What can I request? 

The following list includes, but is not limited to the home working equipment we are able to support employees with: please note the budget excludes VAT when a VAT invoice/receipt is provided.

• Desk - £150
• Office chair  - £100
• Foot rest - £30
• Arm/wrist rest - £30
• Laptop stand - £30
• Monitor - £200
• Keyboard - £100
• Mouse - £60
• Headphones/headset - £100
• Additional cables/ports - £75
• Laptop case/Backpack - £25
• Laptop privacy screen - £45
• Wifi extender - £45
• Screen wall mount - £45
• Fan during hot weather - £30

Please note; shipping costs are included in the total budget.

If there is something that you require that isn’t covered by any of the above categories, please speak to a member of the People team who may be able to help you. We have a small budget of £50 for anything not covered by the above.

If you would like to purchase an item that exceeds the listed amounts, we have processes that allow this. 

• Anything up to 50% over budget can be bought by dxw, and the additional cost deducted from salary at the end of the month
• Anything 50% over budget can be purchased by the individual, and then the budget amount claimed back through our expenses process
• • E.g monitor budget is £200 so dxw would purchase anything up to £300 (£200 budget + 50% = £300)
  • When submitting the expense in Xero, please include a VAT invoice/receipt and input the expense amount + VAT - not the total price of the purchase. Eg. if you buy a chair for £500, you can expense £100 + 20% VAT so the amount is £120

Who is eligible? 

All dxw employees are eligible for support with their home-office set up. If you have handed in your notice you are not eligible to purchase any of the above kit.

You must be a dxw employee and not a contractor. 

What happens if I no longer require the equipment or the equipment is faulty?

Technical equipment (such as laptops, chargers, ports, cables, monitors, tablets/phone, additional accessories)

• At dxw, we supply an Apple MacBook to all staff upon joining
• We will provide you with a replacement MacBook when it gets to the age where things like performance or battery issues mean it needs to be replaced 
• If at any point your dxw laptop is faulty and requires repair or replacement, speak to the Workplace Tech who will be able to assist you 
• If your charger, ports, cables, monitor or accessories are faulty and cannot be repaired, please request a replacement. Please dispose of any faulty equipment in a responsible manner, if in doubt about how to do this please talk with our Earth Team (slack #dxw-earth). 
• If you have surplus technical equipment that could be of use to another staff member, please post in the #dxw-swap-and-share slack channel or offer to another member of staff. dxw can provide reasonable reimbursement for small items sent via post or couriered locally 
• If the item is left unclaimed, commercial-ops will be able to provide you with an estimate for the value of the item. If the item is of low value, you will be advised to keep the item or dispose of it in a responsible manner
• If the item is of high value, please return the item to the office via registered post. You will be reimbursed for this, please see the Your Welcome Guide - The Lighthouse.pdf to find the mail to address.

Office equipment (such as office chairs, desk or foot-rests or monitor stands): 

• In general, furniture items purchased for your home office are for the benefit of the individual and cannot be returned to dxw. 
• Please contact a member of the team if you no longer require the item. We advise sharing the item on the #dxw-swap-and-share channel, and dxw can support with couriering large/bulky items short distances between staff members, if the item is too large to be transported via regular post 
• If your item is unclaimed, commercial-ops will be able to provide you with an estimate for the value of the item. If the item is of low value, you will be advised to keep the item or dispose of it in a responsible manner

Please note: we are only able to replace equipment if the item is faulty or no longer fit for purpose.

What happens when I leave dxw? 

If you are leaving us, please provide a list of equipment that was purchased for you. Depending on the age, condition, whether the item(s) were purchased as new and your length of service, dxw can offer the following: 

• Employee purchasing the item at a discounted price from dxw
• List the item on the #swap-and-share slack channel where the item can be relocated to another employee 
• Keep the item for free 
• Donate the item to charity 
• Consider using the IKEA Buy-Back scheme 
• Local council recycling services 

Please note; dxw are unable to accept the return of large equipment as we do not currently have the facilities to store these items. 

###

Who do I speak to if I need help? 

The commercial team would be pleased to help with any questions you may have about this policy. The workplace tech team can support you with any technical queries.

Last updated: 11 August 2026