MS Travel Policies for Agency Temporaries

Microsoft Travel will be used for all travel arrangements to take advantage of cost savings. When travel for agency temporaries is at Microsoft's expense, the appropriate level of Microsoft approval is required, indicating the cost center and a Microsoft contact who is responsible for the expenses. 

Agency temporaries requested to travel on Microsoft business should book travel in their own name and pay for these services themselves. Approved expenses will be invoiced to Microsoft within a reasonable time period following the submission of an expense report(s) with appropriate documentation (e.g. receipts, bills, etc.), which has the appropriate approval by the Microsoft manager who authorized the travel.

Employees of temporary agencies must have their Agency arrange payment and/or reimbursement for the travel. Individuals electing to downgrade from their normal standard of travel will not be reimbursed for any cost difference, or have it for their discretionary use (e.g. to take a spouse/partner/family members on the trip).

Travel Time

Agency temporaries:  Agency temporary travel time away from home outside of regular working hours as a passenger on an airplane, train, taxi, etc. is not considered work time. However, Microsoft may, in its discretion, compensate for up to 8 hours only of actual work-related (project) travel time per day during transit for international and domestic travel. This applies to each day during a 7-day week. Travel on a Saturday or Sunday is not handled differently. Overtime for temporary personnel positions Agency has classified as non-exempt will apply only when the total hours worked (including work-related travel) exceeds forty hours in a week. Sleep and recreational activities that occur once the agency temporary arrives at the work related destination is not considered work time, and the Agency shall not be reimbursed for any expenses associated with non-work related activities.

Air Travel

Agency temporaries:  All domestic air travel will be coach/economy class unless the agency temporary wishes to upgrade at his/her expense. On international flights of over 6 hours, a coach class seat will be booked.

Other exceptions to the above policy include:

If the agency temporary has an imperative need to be on a specific flight on which less expensive seats are sold out (however, the traveler will still be on "stand-by" for coach class);

If the agency temporary is accompanying a customer confirmed in a higher class. Expense claims will be reimbursed in US dollars (or in the functional currency of the agency temporary or vendor's local office) unless special arrangements are made with Accounts Payable. The traveler must convert foreign currency expenses; both local and base currency should be listed on the receipt and/or expense report form. Should the traveler be unable to provide a currency exchange receipt or charge card statement, please contact A/P for the prevailing rate of exchange. The commissions for converting currencies for use during business travel are reimbursable with receipts. Exchange losses when reconverting excess foreign currency are not reimbursable. If the traveler does not have access to commission-free travelers' checks, the commission for their purchase is also reimbursable.

Microsoft may in its discretion, establish a limit on the travel expenses for which agency temporaries and/or vendors may be reimbursed. The Microsoft manager approving the travel prior to departure shall communicate any such limit to the agency temporary or vendor.