Air Quality & Ventilation Equipment Reimbursement Form

Why Air Quality Matters for Remote Workers

When you're spending 8+ hours a day in your home office, the air you breathe directly impacts your productivity, focus, and long-term health. Poor indoor air quality can lead to headaches, fatigue, respiratory issues, and reduced cognitive performance—challenges that remote workers face more acutely than their in-office counterparts who benefit from commercial HVAC systems.

This Air Quality & Ventilation Equipment Reimbursement Form makes it simple for employees to request company support for air purifiers, HEPA filters, ventilation fans, and related equipment that create a healthier remote work environment.

Built for Modern Remote Work Programs

As companies embrace hybrid and fully remote models, forward-thinking HR teams recognize that home office equipment goes beyond desks and monitors. Air quality equipment is particularly important for employees with:

• Allergies or asthma that affect work performance
• Home offices in basements, enclosed spaces, or areas with poor natural ventilation
• Concerns about airborne particles, VOCs, or household allergens
• Shared home spaces where air circulation is limited

This Paperform template streamlines the entire reimbursement process—from initial request through approval and documentation—replacing messy email threads and manual paperwork with a professional, on-brand workflow.

What Makes This Template Work

Smart conditional logic ensures employees only see relevant questions based on their specific needs. If someone indicates they have allergies, they'll be prompted for health documentation. If they're requesting a specific air purifier model, they'll provide specifications and room size calculations to justify the purchase.

Calculation fields can automatically determine whether the requested equipment falls within your reimbursement policy limits, and file upload fields make it easy to attach quotes, receipts, medical documentation, or product specifications—all stored securely in one place.

The form includes comprehensive sections for:

• Employee information and home office location details
• Room size calculations to ensure proper equipment sizing
• Equipment specifications including HEPA filter ratings and CADR (Clean Air Delivery Rate)
• Health considerations and allergy documentation
• Vendor quotes and pricing information
• Manager approval workflow integration

Perfect for HR Teams, Benefits Managers & Remote Work Coordinators

This template is ideal for:

• HR managers implementing comprehensive remote work reimbursement programs
• Benefits coordinators handling health-related workspace accommodations
• Facilities managers supporting distributed teams with equipment standards
• People operations teams at tech companies, agencies, and consulting firms with remote-first cultures

Whether you're at a 50-person startup or a 5,000-employee enterprise with hybrid policies, this form adapts to your approval workflows and reimbursement caps.

Automate Your Approval Workflow with Stepper

Once an employee submits their air quality equipment request, you can use Stepper to automatically route approvals, update your HR systems, and keep everyone informed:

• Send requests to the appropriate manager based on cost thresholds or department
• Create tasks in Asana, Monday, or your project management tool for procurement teams
• Update employee records in BambooHR, Workday, or your HRIS
• Notify finance teams when reimbursements are approved
• Generate approval letters or equipment guidelines automatically

This means your HR team spends less time chasing down approvals and more time supporting employee wellbeing.

Secure, Compliant & Professional

Built on Paperform's SOC 2 Type II compliant platform, this template ensures sensitive health information and employee data is handled securely. Add custom branding, conditional confirmation pages, and automated email notifications to create a seamless experience that reflects your company culture.

All submissions are stored in your Paperform account with full audit trails, making it easy to track reimbursement history, demonstrate compliance with workplace health policies, and generate reports for finance or leadership teams.

Get Started in Minutes

Simply customize the reimbursement limits, add your company branding, connect your preferred integrations (Google Sheets, Slack, your HRIS), and share the form link with your remote team. Employees get the air quality support they need, and you get a streamlined, professional process that scales with your distributed workforce.

Trusted by forward-thinking companies that prioritize employee health and remote work excellence, this template transforms air quality reimbursements from administrative burden to strategic employee benefit.