Can the loaner agreement be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention criteria are met.

When is notarization required?

Notarization is rarely required for equipment loans but check state or agency rules; some acknowledgements used with other documents may require a notary or witnesses.

Do I need a BAA for healthcare devices?

If the device or signed records will include protected health information handled by a third-party service, execute a Business Associate Agreement in accordance with HIPAA.

What if the employee loses the device?

Follow the policy: report loss to IT immediately, attempt remote wipe, assess damage and replacement cost, and apply financial responsibility per signed agreement.

How do I verify the signer’s identity?

Use multi-factor authentication such as SMS OTP, SSO, or knowledge-based verification where required; stronger authentication improves attribution for legal defensibility.

How long must I keep signed loan records?

Retain for the loan term plus at least three years for administrative and tax purposes; HIPAA-regulated records require six years (45 CFR §164.530(j)).

Electronic Signature
Templates
HR
Employee Computer Loaner Program

Employee Computer Loaner Program

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE COMPUTER LOANER PROGRAM AGREEMENT

Personal Information

Full Legal Name Home Address

Phone Number

Email Address

Position Information

Job Title Department

Reporting Manager

Employment Start Date

Annual Salary

Equipment Loan Request

Request Date:

Purpose of Loan (business justification)

Loan Period Start

Expected Return Date

Equipment Inventory (To Be Completed by IT/Issuing Agent)

Asset Tag / Inventory ID Manufacturer / Model Serial Number Accessories Included (charger, bag, dongles) Condition at Issuance (brief)

Employee Responsibilities and Use

By accepting this equipment, the employee agrees to the following obligations: maintain custody and exercise reasonable care; prevent theft, loss, damage or unauthorized access; use equipment for authorized business purposes only; not remove management, security, or monitoring controls installed by the company; and return the equipment in substantially the same condition upon request or termination of employment.

Employee will not install unlicensed or unauthorized software, bypass encryption or endpoint protection, or permit non-employees to use the equipment. Employee acknowledges that the device remains company property and that the company may access, monitor, inspect, or image the device for compliance and security purposes.

Notification of loss, theft, damage, or a security incident must occur within 24 hours to the IT service desk and the reporting manager. Employee is responsible for reasonable repair or replacement costs for negligent damage or loss. For theft, a police report is required; the company will determine apportionment of costs after review.

Acknowledgments (select each to indicate agreement) I acknowledge the device is company property and will be returned upon request or separation. I will use the device for authorized business purposes only. I consent to remote management, monitoring, and inspection of the device for security and compliance. I agree to be responsible for repair or replacement costs resulting from my negligence as determined by the company.

Return, Repair, and Replacement Terms

Equipment must be returned in person to the issuing department or mailed via a secure, approved method when authorized. Repairs must be coordinated with IT; unauthorized third-party repairs may void warranty and result in employee liability. Employee authorizes the company to deduct repair or replacement costs from final wages to the extent permitted by law if alternative payment arrangements are not made.

If equipment is not returned within 10 business days of request, the company reserves the right to declare the item lost and seek reimbursement for full replacement value plus administrative fees.

Legal Disclosures

At-Will Employment: Nothing in this agreement alters the at-will nature of employment. Either the company or the employee may terminate the employment relationship at any time, with or without cause, subject to applicable law.

Equal Opportunity: The company is an equal opportunity employer. Decisions regarding issuance, replacement, or retrieval of loaner equipment will be made without unlawful discrimination.

Employment History (Most Recent Employers)

Employer 1 - Company Name

Primary Responsibilities Reason for Leaving Employer 2 - Company Name

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 - Name

Reference 2 - Name

Reference 3 - Name

Applicant Certification & Authorization

I certify that all information in this form is true and complete to the best of my knowledge. I understand that falsification of information may result in disciplinary action, up to and including termination. I authorize the company to verify information provided herein, to contact prior employers and references for purposes of verifying employment history and suitability for equipment custody, and to conduct background or security checks as permitted by law.

I certify that the information provided is true and complete. I authorize the company to contact prior employers and references and to conduct security checks as required.

Acknowledgment of Policies

Employee acknowledges receipt of and agrees to comply with the company's acceptable use, information security, and privacy policies applicable to loaner devices. Noncompliance may result in disciplinary action, loss of loaner privileges, and financial liability for damages.

If approved, Issuing Agent (name/title) Issuing Department

Employee Printed Name:

Signature:

Date:

What the Employee Computer Loaner Program Is

An Employee Computer Loaner Program is a written policy and detachable agreement that documents the temporary assignment of a company-owned laptop, tablet, or desktop to an employee for business use. It sets eligibility criteria, the device inventory and condition at issuance, permitted uses, security and data protection requirements, maintenance and repair responsibilities, return procedures, and consequences for loss or misuse. The agreement may be executed electronically under U.S. e-signature laws when consumer-disclosure and record-retention requirements are met.

Why a Formal Loaner Agreement Matters

A clear loaner program protects company assets, reduces data security risk, assigns financial responsibility, and documents the device lifecycle for audits and compliance.

Who Prepares and Who Signs the Program

Typical owners of the program include HR, IT asset management, and legal teams who set policy and approve individual loans.

HR and People Ops: Drafts policy, approves eligibility, retains signed records.
IT / Asset Managers: Records serial numbers, enforces MDM, schedules returns.
Employees and Supervisors: Sign to accept device, agree to security and return terms.

Employees receiving devices and their direct managers normally complete and sign the loan form to acknowledge responsibilities.

Core Elements to Include in Your Loaner Agreement

A professional Employee Computer Loaner Program combines administrative details, security controls, and return logistics into a single, reusable document.

Agreement Terms

Start and end dates, loan type (short-term, long-term), and any auto-recall provisions; define jurisdiction and governing law for disputes.

Device Inventory

Manufacturer, model, serial number, asset tag, accessories included, and pre-issue condition documented with photos or checkboxes to avoid later disputes.

Security Requirements

Mandatory encryption, MDM enrollment, password complexity, accepted VPN use, and procedures for reporting suspected compromise or loss.

Permitted Use

Business-only use rules, prohibited activities (unauthorized software, personal resale), and any acceptable personal use limits when applicable.

Return Procedure

Return deadlines, inspection steps, data wipe policy, and process for device replacement, repair, or fee assessment for damage or loss.

Liability & Costs

Employee financial responsibility for loss or damage, employer repair policy, and any payroll deduction or replacement-fee schedule.

How to Complete the Loaner Agreement, Step by Step

Follow these sequential steps to prepare, sign, and record an Employee Computer Loaner Program for a single device assignment.

01

Prepare the record: Gather employee ID, device serial, and condition photos before starting the form.
02

Populate fields: Enter device and employee details, loan period, and any special terms or approvals.
03

Obtain signatures: Have employee and manager sign electronically or on paper; capture date and authentication evidence.
04

Record and reconcile: Log the completed form in the asset management system and attach photos and receipts.

Configuring an Online Loaner Workflow

Design the digital workflow to collect required fields, apply conditional checks, and route signed copies to HR and IT automatically.

Field	Configuration
Signature authentication	Email plus SMS one-time passcode for higher-assurance signing
Attachments required	Pre-issue photos of device condition and proof of issue
Conditional fields	Enable return-date fields only for long-term loans
Template reuse	Save as template and link to asset inventory for bulk issuance

Technical Requirements for Electronic Completion

Use a platform that supports secure file formats, authentication options, integration with HR/MDM, and tamper-evident audit trails.

File formats: PDF and DOCX are standard for signed records
Integrations: Connectors for HRIS, MDM, and cloud storage (Salesforce, NetSuite, Google Workspace)
Authentication: Email, SMS OTP, and optional KBA or SSO for higher assurance

Where Completed Loan Forms Should Be Sent

Route signed loan agreements to the teams that need them and store copies in centralized systems for traceability and audit.

HR Records: Archive copy in the employee file for retention and reconciliation
IT Asset Management: Attach to the device record in the MDM or inventory database
Direct Supervisor: Send a notification copy for operational oversight
Cloud Archive: Store signed PDF with audit trail in secure cloud storage

Typical Timelines and Deadlines

Set clear deadlines for issuance, return, inspection, and follow-up so responsibilities are enforceable and auditable.

Issuance Date Recorded:

Record on day device is handed to employee; start of loan period.

Return Deadline:

Specify return date using MM/DD/YYYY; common windows: 7, 30, or 90 days depending on loan type.

Inspection Window:

IT should inspect returned device within 5 business days for damage assessment.

Follow-up Notice:

Send automated reminder 7 days before due date and escalation at 3 days overdue.

Final Recovery Action:

Initiate asset recovery or payroll deduction after stated cure period.

Essential Data Elements to Capture

Employee Name: Full legal name

Employee ID: Payroll or badge number

Device Serial: Manufacturer serial number

Asset Tag: Internal inventory tag

Condition Marks: Pre-issue condition notes

Signed Date: MM/DD/YYYY

Common Mistakes to Avoid When Preparing Loan Records

Failing to document serial numbers or condition photos leads to disputes over damage responsibility and insurance claims.
Using vague return dates or no reminder process increases overdue devices and recovery costs for the employer.
Skipping security configuration (encryption, MDM) exposes corporate data and may breach industry privacy rules like HIPAA.
Collecting signatures without verifying signer identity or consent weakens enforceability under ESIGN/UETA principles.

Risks and Potential Consequences

Data Breach Exposure: Regulatory fines and remediation costs

Replacement Cost: Employee may be liable for device value

HIPAA Liability: Civil penalties if PHI compromised

Operational Disruption: Delayed work due to missing equipment

Payroll Deductions: Authorized deductions for unrecovered property

Legal Disputes: Costs to litigate asset or data claims

Typical eSignature Pricing and Capability Snapshot

Compare common eSignature vendors on entry price and key features relevant to managing loaner agreements; signNow appears first for column consistency.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium tier)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Loaner Agreements

Answers to common legal, operational, and technical questions about using the Employee Computer Loaner Program and signing it electronically.

Need help? Contact support

Can the loaner agreement be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention criteria are met.
When is notarization required?
Notarization is rarely required for equipment loans but check state or agency rules; some acknowledgements used with other documents may require a notary or witnesses.
Do I need a BAA for healthcare devices?
If the device or signed records will include protected health information handled by a third-party service, execute a Business Associate Agreement in accordance with HIPAA.
What if the employee loses the device?
Follow the policy: report loss to IT immediately, attempt remote wipe, assess damage and replacement cost, and apply financial responsibility per signed agreement.
How do I verify the signer’s identity?
Use multi-factor authentication such as SMS OTP, SSO, or knowledge-based verification where required; stronger authentication improves attribution for legal defensibility.
How long must I keep signed loan records?
Retain for the loan term plus at least three years for administrative and tax purposes; HIPAA-regulated records require six years (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now