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Microsoft candidate travel policy

Please submit your expenses within 30 days of your interview date. The below outlines the expense categories and limitations that are eligible for reimbursement, and expenses that cannot be reimbursed. Microsoft assumes no obligation to reimburse candidates for expenses that are not in compliance with this policy. All expense information that you submit will be used for the sole purpose of processing your reimbursement only. If you have questions, please contact your Interview Scheduler.

Emergency and en-route changes

Candidates may use the 1-669-210-80-41 (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 1-860-419-12-73 travel phone number for changes Monday – Friday from 9 am to 8 pm IST 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.

Expense categories

Any expenses outside of air, hotel, ground transportation and meals must be pre-approved by your recruiter.

 

Air travel

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

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

 

Telephone and internet

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

 

Ground transportation

Transportation expenses include fees at airport facilities, taxi fares or ride share costs (Uber, Lyft, etc.) specifically for rides 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 going rate per mile. If you rent a car, Microsoft encourages you to refuel the vehicle prior to returning and expensing the fuel cost.

 

Meals

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

Non-reimbursable items

Include, 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

Receipt requirements

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.

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