Name: Eye test policy template | Sep 26
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SKU: HRDBOX-429
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Eligibility for workplace eye and eyesight tests
Arrangements for requesting and arranging an eye test
Employer responsibility for qualifying eye test costs
Provision of glasses specifically required for DSE work
Further testing and review arrangements
Employee and manager responsibilities

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Eye test policy

1 Overview

1.1 The organisation recognises the importance of protecting employees from the health risks associated with prolonged or intensive use of display screen equipment (DSE). This policy sets out the arrangements for providing eye and eyesight tests to eligible employees and for providing corrective appliances where an eye test identifies that they are specifically required for DSE work.

1.2 The organisation will provide appropriate eye and eyesight tests in accordance with the Health and Safety (Display Screen Equipment) Regulations 1992 and will consider any necessary action arising from the results of those tests.

1.3 This policy forms part of the organisation's wider arrangements for managing DSE health and safety risks and should be read alongside the organisation's DSE assessment and health and safety arrangements.

2 Scope

2.1 This policy applies to employees who use display screen equipment as part of their work and who fall within the definition of a DSE user under the applicable health and safety requirements.

2.2 It may apply to employees working at fixed workstations, working remotely or from home, hot-desking or working at other locations where display screen equipment forms a significant part of their work.

2.3 The policy applies to requests for eye and eyesight tests arising from DSE work. It does not provide a general entitlement to employer-funded glasses for everyday use or medical treatment unrelated to DSE work.

3 General principles

3.1 Eligibility for an eye test

3.1.1 Employees who are DSE users may request an appropriate eye and eyesight test where they believe that they require one in connection with their work.

3.1.2 The organisation will not require an employee to wait until a fixed testing date before making a request. Where an eligible employee requests an eye test, the organisation will arrange for an appropriate test to be carried out as soon as practicable.

3.2 Arranging an eye test

3.2.1 Employees should make requests through their manager or HR using the organisation's agreed process.

3.2.2 The organisation may arrange the appointment directly with an appropriate optometrist or may authorise the employee to arrange the appointment and submit the qualifying cost for reimbursement.

3.2.3 Employees should provide any information reasonably required to establish that the test relates to their DSE work and to process an authorised reimbursement.

3.3 Further eye tests

Further eye and eyesight tests

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What is an eye test policy?

This policy provides a practical framework for managing eye tests for employees who use display screen equipment as part of their work. It explains the circumstances in which an employee can request an eye test, how the organisation will arrange or reimburse qualifying costs and what happens where the test identifies a need for glasses specifically for display screen work.

Supporting employees who use display screens

Regular use of computers, laptops and other display screen equipment can result in visual fatigue and discomfort, particularly where workstation arrangements, lighting or working practices are not suitable. Providing appropriate eye and eyesight testing forms part of the organisation's wider approach to managing DSE-related health and safety risks.

Arranging an eye test

The policy explains how employees can request an eye and eyesight test and the arrangements the organisation uses to provide or reimburse qualifying tests. Employees should be able to make a request without unnecessary delay where they are entitled to a test under the DSE requirements.

Glasses for display screen work

Where an appropriate eye test identifies that an employee requires glasses specifically for display screen work, the organisation will meet the qualifying cost in accordance with its legal obligations. This does not generally mean that the organisation is responsible for the cost of ordinary glasses needed for general everyday use.

Further tests and changes in circumstances

Employees can request further testing where appropriate, including where they experience visual difficulties or discomfort that may be associated with their display screen work. The policy also explains when an employee should notify their manager and when DSE or workstation arrangements may need to be reviewed.

Responsibilities and records

The policy sets out responsibilities for employees, managers and the organisation. Appropriate records of requests, tests and qualifying costs should be retained while respecting the confidentiality of employees' health information.

Example

An employee who spends most of their working day using a computer begins experiencing headaches and tired eyes. They raise the issue with their manager and explain that they would like an eye test.

The manager explains the organisation's eye test arrangements and provides the employee with the information needed to arrange a test through the organisation's nominated optician. The employee attends the appointment and provides the appropriate confirmation of the outcome.

The optometrist confirms that the employee requires corrective lenses specifically for their display screen work. The organisation therefore agrees to meet the qualifying cost of the DSE-specific glasses in accordance with its policy. The employee's general prescription requirements remain their own responsibility unless otherwise agreed.

The manager also reviews the employee's workstation and working arrangements to check whether any other factors could be contributing to the symptoms. The workstation is adjusted where necessary and the employee is reminded about appropriate breaks and changes of activity during prolonged DSE work.

Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the Eye test policy should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing
1	Identify employees who are DSE users and ensure they understand how to request an eye and eyesight test.	HR / Managers	On joining and when DSE use begins
2	Arrange or authorise an appropriate eye and eyesight test when an eligible employee requests one.	HR / Manager	As soon as practicable after request
3	Review the outcome where the employee reports that glasses are specifically required for DSE work and arrange payment or reimbursement of qualifying costs.	HR / Manager	Following the eye test
4	Consider whether workstation arrangements, lighting, breaks or other DSE controls should be reviewed where visual symptoms or discomfort are reported.	Manager / Employee / H&S	Promptly after concerns are raised
5	Maintain appropriate records and review the arrangements when circumstances, DSE use or relevant guidance changes.	HR / H&S	Ongoing / when circumstances change

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Common mistakes

Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.

Only providing eye tests at fixed intervals – eligible DSE users have a right to request an appropriate test, rather than having to wait for a scheduled testing date.
Making employees pay initially without a clear process – explain whether the organisation arranges tests directly or reimburses qualifying costs.
Paying for all glasses automatically – the legal requirement relates to corrective appliances specifically required for DSE work, rather than ordinary glasses for general use.
Ignoring reported visual symptoms – consider whether the workstation, lighting, screen position or working arrangements need review.
Assuming an eye test replaces a DSE assessment – eye testing is only one part of managing the risks associated with display screen work.
Keeping unnecessary medical information – retain only information that is necessary for managing the employee's request and the organisation's obligations.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Health and Safety (Display Screen Equipment) Regulations 1992

The Health and Safety (Display Screen Equipment) Regulations 1992 require employers to provide appropriate eye and eyesight tests on request to employees who are DSE users and to people who are becoming DSE users. An initial test should be provided as soon as practicable following a request, and further tests should be provided at appropriate intervals. https://www.hse.gov.uk/PuBns/priced/l26.pdf

When an employee can request a test

Employees who are DSE users do not have to wait until they experience an eyesight problem before requesting an eye test. HSE guidance states that an employer must arrange an appropriate eye and eyesight test when an eligible DSE user requests one. Where an existing user makes a first request, the test should be arranged as soon as practicable. https://www.hse.gov.uk/pubns/indg36.pdf

Glasses specifically required for DSE work

If an eye test shows that an employee needs glasses specifically for DSE work, the employer must pay for a basic pair of frames and lenses. This does not generally require the employer to pay for glasses needed for general everyday use where there is no DSE-specific requirement. https://www.hse.gov.uk/pubns/indg36.pdf

DSE assessments and visual symptoms

Eye testing should form part of a wider approach to managing DSE risks. Employers should assess DSE workstations, reduce identified risks and provide appropriate information and training. Where an employee reports visual fatigue, headaches or discomfort, the organisation should consider whether workstation design, screen position, lighting, breaks or other working arrangements need to be reviewed. https://www.hse.gov.uk/pubns/indg36.pdf

Reimbursement and tax treatment

From 6 April 2026, HMRC rules allow employers to reimburse qualifying eye tests and corrective appliances required solely for DSE use without creating a taxable benefit, provided the relevant conditions are met. Employers should retain appropriate evidence and receipts where reimbursement is used. https://www.gov.uk/government/publications/the-expansion-of-workplace-benefits-relief/expanding-workplace-benefits-relief

Health information and confidentiality

Information about an employee's eyesight or health should be handled appropriately and only information necessary for managing the eye test arrangement, workplace adjustments or health and safety requirements should be retained. Employers should apply appropriate confidentiality and data protection controls when handling health information. https://www.gov.uk/data-protection and https://www.acas.org.uk/health-and-safety-at-work

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FAQs

Who is entitled to an employer-funded eye test?

Employees who are DSE users can request an appropriate eye and eyesight test. Under the DSE Regulations, the employer must arrange the test when requested. The entitlement is linked to DSE use rather than simply being an employee benefit available regardless of work requirements.

Does an employer have to pay for glasses?

If the eye test shows that the employee needs glasses specifically for DSE work, the employer must pay for a basic pair of frames and lenses. The employer is not generally required to pay for ordinary glasses required for general everyday use.

How often should employees have an eye test?

There is no single statutory interval that applies to every employee. Further tests should be provided at appropriate intervals, taking account of the individual's circumstances and the advice of the optometrist. An employee can also request another test where appropriate.

Does an eye test replace a DSE workstation assessment?

No. An eye test addresses the employee's eyesight, while a DSE assessment considers the wider risks associated with the workstation and working arrangements. Where visual discomfort is reported, both issues may need to be considered.

Does the policy apply to employees who work from home?

DSE responsibilities can apply to employees who regularly work from home or in other locations. Employers should consider DSE risks wherever work is carried out and provide appropriate arrangements for eligible users.

Why use HRDocBox rather than AI?

AI can produce generic eye test policies, but HRDocBox templates are designed around UK employment and health and safety requirements, with practical wording that reflects the Health and Safety (Display Screen Equipment) Regulations and HSE guidance.

How this content is developed and reviewed

The Eye test policy template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.

About the author

Darryl Horn, Chartered HR Director

Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.

He has extensive practical experience of managing health and safety HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.

HRDocBox has been creating practical UK HR documents since 2009.

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Ruth Brock Chief Executive Officer The Hygiene Bank