Microsoft Candidate Travel Policy

Acceptance of the Microsoft travel policy is required in order to be reimbursed for interview expenses.

Questions

If you have a question regarding an expense, please contact your Interview Scheduler prior to accepting the terms of this policy.

Scope

This document applies to all candidates and provides requirements and established procedures when incurring travel expenses while interviewing with the Microsoft Corporation. The data collected by this tool will be used for the sole purpose of processing your reimbursement and will not be shared with internal or external third parties.

Objective

To ensure you have a clear understanding of the requirements and procedures. Once you have read and accepted the terms of this policy, please submit your expense report within 30 days of your interview date.

Candidate Responsibility

Candidates are responsible for complying with the candidate travel policy. The Interview Scheduler is responsible for monitoring compliance with policy when reviewing expense reports.

  • Microsoft assumes no obligation to reimburse candidates for expenses that are not in compliance with this policy. Candidates who do not comply with this travel policy may be subject to delay or withholding of reimbursement.
  • Candidates who do not comply with this travel policy may be subject to delay or withholding of reimbursement.
Emergency / En-Route Changes

Candidates may use the 1-669-210-8041 (prompt #2) travel phone number for changes Monday – Friday from 7 am to 6 pm PST only. For candidates located in India, please use the toll free 1800 2660 135 travel phone number for changes Monday – Friday from 9 am to 8 pm only. This number also appears on your itinerary. Air, hotel or car reservation emergency change requests requiring additional charges must have authorization from the Microsoft travel team lead.

Air Travel Expenses

Upgrades are permitted at the candidate's personal expense and are not reimbursable.

Lost or Excess Baggage

Microsoft will not reimburse candidates for personal items lost while traveling for interviews. The ultimate responsibility for retrieving and compensating for lost baggage lies with the airlines.

Hotel Expenses

Candidates are required to present a valid credit card upon check-in at hotels to cover non-reimbursable incidentals (refer to non-reimbursable items).

Telephone and Internet Access Expenses

Microsoft will reimburse up to $30 USD or equivalent currency per day for either long distance calls or internet access charges OR pre-paid callings cards up to $30 USD or equivalent currency per day (receipts required).

Transportation Expenses


​​​​​​​Parking fees at airport facilities, taxi fares: home to/from airport, airport to hotel, airport to Microsoft campus or hotel to Microsoft campus. Personal mileage is reimbursed at the current US IRS standard mileage rate at 58 cents per mile. Miscellaneous gratuities - 20%. If you rent a car, Microsoft encourages you to refuel the vehicle prior to returning and expensing the fuel cost.

Personal Meal Expenses

Candidates will be reimbursed for personal meal expenses according to actual and reasonable costs, using the guideline below and not to exceed a daily amount of $75 USD or equivalent currency. Do not expense meals that have been billed to your hotel and paid for by Microsoft.

Do not group single day meal expenses - please itemize
  • Breakfast $15 USD or equivalent currency per day (including beverages, tax and gratuity)
  • Lunch $20 USD or equivalent currency per day (including beverages, tax and gratuity)
  • Dinner $40 USD or equivalent currency per day (including beverages, tax and gratuity)
*For most countries, we request that you please submit the original itemized receipts for all expenses incurred during your interview trip. For the select countries below, please review the standard Tax Regulations.
Country Receipt Requirements
Armenia Domestic travel: Please request from supplier and provide original itemized receipts for all expenses. If supplier cannot provide an itemized receipt, indicate such in the expense line item.
Azerbaijan ​Please submit original itemized receipts for all transactions, except for taxi expenses lower than 20 AZN.
Canada Please submit original itemized receipts for expenses greater then CAD $30 (when travelling domestically) and CAD $75 (when travelling internationally).
Greece ​Must submit an original itemized receipt for all transactions below 100 EURO. For expenses exceeding 100 EURO a fiscal invoice is required.
Indonesia, Myanmar, Philippines ​​Please submit original itemized receipts for all expenses (except for local taxi fares)
Romania ​Please submit an original itemized receipt for all transactions below 400 RON. For expenses exceeding 400 RON a fiscal invoice is required.
Slovakia ​Must submit an original itemized receipt for all transactions. Fiscal invoice is required for expenses paid by cash exceeding 1 000 € and for expenses paid by card exceeding 1 600 €
Pre-Approved reimbursable expenses

( must be pre-approved by Recruiter / Interview Scheduler before expense(s) is incurred)

  • Ferry tickets
  • Limousine, town car or shuttle service charges
  • Tickets for events (museums, sporting events, theatre)
Government Official Policy

As a Government Official, you should have completed an Interview & Travel Assurance form as part of your application at Microsoft. You should have also been contacted by your Recruiting Associate to arrange the travel logistics for your interview. Following your interview and per the Microsoft Candidate Travel Policy, you will need to submit your reimbursable expenses through your Action Center.

Rental Car Accident

If you are involved in an automobile accident while interviewing with Microsoft that causes: damage to another vehicle; damage to your rental car; bodily injury to yourself or your passenger(s), a pedestrian, or the occupants of another vehicle; or if your rental car and/or its contents are stolen, you should:

  1. Do not admit liability.
  2. Notify the local police and obtain a copy of the police report if one is written.
  3. If there is no police report, note the following things: name, badge number and department of the investigating police officer; time and location of the accident; estimated speed of the vehicle(s); visibility; traffic, road and weather conditions; other driver's name, address, phone number, driver's and car license numbers, registration and insurance information; the names addresses and phone numbers of any witnesses; description of damage to car and other property; extent of injuries, if any.
  4. Call the car rental agency even if the damage does not appear visible.
  5. Obtain the names, addresses and vehicle information from other drivers and vehicles involved; note the time and location of the accident; and record the names, telephone numbers and vehicle licenses of any witnesses.
  6. Fill out a rental car accident form even if the damage does not appear visible (usually located in the glove box of the rental car). Failure to fully complete the rental company accident form voids the loss damage waiver and other protections.
Non-Reimbursable Items

(But are not limited to)

  • Airline upgrade certificates
  • Alcohol or mini-bar charges
  • Baby-sitting and childcare
  • Barber, hair stylist, manicurist and other grooming costs
  • Briefcases and luggage
  • Clothing
  • Family / partner accompanying traveler
  • Frequent flyer award tickets
  • Free flight, hotel or car rental coupons
  • Gambling losses
  • GPS
  • Hotel upgrades
  • Laundry or dry-cleaning charges
  • Massage and other spa charges
  • Magazines or newspapers
  • Personal aircraft or non-approved aircraft charter expenses
  • Personal credit charge card fees and interest charges
  • Personal entertainment including:
    • Movie, videos or DVD rentals in hotel room
    • Movie theatre tickets
    • Earphones in flight
  • Pet-boarding expenses
  • Shoeshines
  • Sports and Social Club (golf, country, tennis clubs) dues and memberships
  • Supplemental rental automobile insurance including but not limited to:
    • CDW (Collision Damage Waiver)
    • LDW (Loss Damage Waiver)
    • PAI (Personal Accident Insurance)
    • PEC (Personal Effects Coverage)
    • LIS (Liability Insurance Coverage)
  • Toiletries
  • Traffic, speeding and parking tickets
  • Travel expenses for other individuals
  • Trip or flight insurance