Each one of us shapes our culture through our words and actions. We strive to build a diverse and inclusive culture that embraces learning and fosters trust—a culture where every employee can do their best work.
Making good decisions and ethical choices in our work builds trust in each other and with our customers and partners. We are more likely to make ethical choices when integrity, honesty, and compliance guide our decision making. We should always be transparent about our motives, learn from our mistakes, and ask for help when faced with a difficult situation.
When we apply these principles in our daily work, we can move forward with confidence in our ability to make good decisions that build trust and empower our customers and partners to achieve more. Making good decisions and ethical choices builds trust between each of us and the people we interact with. But not all situations you encounter are straightforward—how do you make the best choice when facing difficult or unclear circumstances?
How do you navigate ethical dilemmas? Does a situation make you uneasy? Pause and consider how to approach the situation. Does it build or maintain trust? Microsoft can assist with performing a self-ordered screen. This will allow Suppliers' employees to submit their screen without needing an account set up. The screen will be paid for upon submittal.
Suppliers' employees will receive a notification once the screening is complete. If required, the background screening identification number will be provided directly to the Suppliers' employees. Microsoft requires that Suppliers conduct pre-placement background checks on all their personnel who will require any physical or virtual access to Microsoft.
This includes owned or leased facilities or Microsoft corporate network resources. This requirement applies to all locations where background screening has been implemented. Yes, a background check is required for any former employee or former Supplier to Microsoft.
Anyone who will be performing work with Microsoft in a location where Microsoft has implemented a background screening program is required to be screened if they need physical or virtual access to Microsoft. Any Supplier employee who refuses a background screen is not eligible to obtain Microsoft credentials for physical or corporate network access. When considering information in an individual's background, Suppliers should abide by the laws within the jurisdiction their employee is being considered for placement.
If in doubt, consult with your employment law advisors. When considered for placement at Microsoft, individuals should demonstrate a history of conduct that is trustworthy and reliable and does not pose a threat of risk to people, property, or proprietary information. The Supplier must determine whether the background screening report contains information such as criminal convictions or other matters that render the individual unsuited to perform work connected to Microsoft.
Examples of convictions that may be reasonably related and should be reviewed by the Supplier include, but are not limited to: crimes of dishonesty that is, theft, embezzlement, fraud, forgery, etc.
Supplier must certify that it has conducted pre-placement checks consistent with the Supplier Preplacement Policy and that any convictions, serious delinquency or debt, or any other matters disclosed in the background check that may render the individual unsuitable for placement at Microsoft has been reviewed by the Supplier, and that the Supplier has determined that the individual is suited for access to Microsoft owned or leased facilities or access to Microsoft virtual resources such as email and corporate network access.
Microsoft reserves the right to review and discuss with Suppliers, in a manner consistent with applicable law, pre-placement background information for any individual submitted for placement suitability by Suppliers who may require physical access to Microsoft owned or leased facilities or virtual access to Microsoft resources such as email and corporate network access.
Based on that review, Microsoft may prohibit access as it deems appropriate to any individual submitted for placement by Suppliers. The supplier background screening representative will be notified of Microsoft's suitability decision. A background screen can be reused for placement for up to 18 months if the person does not have a break in service from being on a Microsoft assignment for more than 30 consecutive days and has not changed employers. A screen is valid for 18 months if the person does not have a break in service from being on a Microsoft assignment for more than 30 consecutive days and does not change employers.
The background screen cost can vary depending on fees incurred by the background screening provider while conducting the screen. Costs of doing business with Microsoft, such as a background screening fees, are the responsibility of the Supplier Company, unless there is a negotiated contract that specifies otherwise. Yes, for certain positions involving customer engagements or contractual requirements, a rescreening may be required. The assigned Microsoft representative will notify the Supplier when a rescreening is required.
For questions about how to process a background check, read through the Supplier FAQs or contact Microsoft Global Background Screening Program at the below email addresses. If Suppliers' employees have questions, they should contact their Human Resources department or management directly.
Suppliers, send questions to Microsoft Global Security via supscrn microsoft. Contact esscrng microsoft. Microsoft expects its Suppliers to 1 comply fully with all employment laws, 2 share its commitment to respect all human rights and to provide equal opportunity in the workplace, as set forth in the Universal Declaration of Human Rights, the UN Guiding Principles on Business and Human Rights, the UN Global Compact Principles and the ILO Core Labour Standards, and 3 to take effective measures to remedy any adverse human rights and fair labor impacts, including the disclosure of any and all potential violations and cooperating fully in subsequent investigations in such violations.
We require companies that do business with Microsoft in the United States:. This builds on steps Microsoft has taken to increase workforce inclusion and support employees and their families.
We believe that it was the right step for our business. We have long recognized that the health, well-being, and diversity of our employees helps Microsoft succeed. That's why we have long provided industry-leading benefits for our employees, including paid time off and paid parental leave.
The people who work for our Suppliers are critical to our success, and we want them to have these benefits. View the paid time off Microsoft blog post. View the paid parental leave Microsoft blog post.
These requirements apply to companies that do business with Microsoft in the United States, and for their employees performing work as part of any agreement with Microsoft that requires access to Microsoft facilities or network.
If any Supplier, regardless of location, has employees physically located in the United States and who are performing work on a Microsoft project that requires access to Microsoft facilities or network, then these requirements apply for such employees. Suppliers must comply with Washington's paid leave law. Suppliers may take advantage of Washington's program to provide the paid leave as applicable. Suppliers may, of course, offer more generous benefits to their employees.
Suppliers may take advantage of state programs to provide the paid leave if those programs apply but will need to supplement any state-provided leave to reach our standard. We do require Suppliers to pass down these obligations to their subcontractors.
The paid time off, W2, and healthcare requirements went into effect in ; the paid parental leave requirement went into effect January 1, The 1, hours is not tied to Microsoft work.
It is based on the time they have worked for their employer. That time may or may not have started with a Microsoft engagement. Suppliers can rely on state administered paid parental leave benefits, but to the extent the state-administered leave does not meet our required minimum, the Supplier is responsible for administering their paid parental leave program to reach our standard and creating a compliant environment that benefits their employees.
The assignment length policy remains in place. The 15 days of paid time off each year for the eligible employees will be either 10 days of paid vacation and five days of paid sick leave or 15 days of unrestricted paid time off.
More specifically, suppliers will be required to disclose their carbon emissions and develop plans to reduce such emissions. The timing of supplier conformance to this requirement may be determined by Microsoft standards and requirements that are set forth in their contract with Microsoft.
Our policies are designed to achieve these goals in partnership with our suppliers. Sustainability requirements have historically been listed in the Microsoft Supplier Code of Conduct. Microsoft partners with CDP to disclose its own GHG emissions and water usage, as well as to collect emissions information from its suppliers.
CDP is not the only platform available for emissions disclosure. Microsoft wants to leverage the most accurate data possible to understand its emissions and to enable transparent tracking of emissions reduction progress. We will leverage alternative, industry-specific disclosure tools, as necessary. As an example, we require construction suppliers to utilize the EC3 tool to disclose the embodied carbon of datacenter builds.
Primary anthropogenic sources of GHG emissions are the burning of fossil fuels for electricity, heat, and transportation. CO2e, or carbon dioxide equivalent, is a standard unit for measuring greenhouse gas emissions. This is the same methodology recommended by CDP. While we do not require a specific methodology to be followed, we do require our suppliers to report complete, consistent, and accurate data.
During our feedback sessions, we heard from suppliers that a lot of the existing resources are quite technical. As such, we have developed some sustainability learning resources designed to help our suppliers report their GHG emissions, develop clean energy strategies and reduce their energy-related emissions. These are available publicly on Tools and resources - Microsoft sustainability. We have developed some sustainability learning resources designed to help our suppliers report their GHG emissions, develop clean energy strategies and reduce their energy-related emissions.
Learn more about the Climate Innovation Fund. In January , our President, Brad Smith, shared the context behind our carbon emissions reduction commitment:. While the world will need to reach net zero, those of us who can afford to move faster and go further should do so. We cannot meet our goals alone, which is why we are partnering with suppliers to reduce our scope 3 emissions. As we move forward to achieving our net zero ambition, it is critical that we work with companies who share these values.
Sentiment across Microsoft to engage suppliers who prioritize sustainability is strong. Most importantly, reducing GHG emissions is a global effort to limit climate change, in line with a 1. Suppliers will share emissions reductions plans as part of the annual CDP disclosure or an alternative prescribed by Microsoft.
Feedback we heard from suppliers included an interest in sharing best practices amongst companies and learning from each other. We would like to support this effort and are thinking through the best way to facilitate learning sessions. We heard from suppliers that carbon emissions disclosure requires a great deal of time and expertise, especially for organizations new to the process. Microsoft will contact you if you will be required to disclose. SCoC obligations are carried down to supplier's subcontractors for work that is directly related to a Microsoft contract.
All Supplier Categories are in scope to obtain written permission to use subcontractors on any Microsoft engagement. There are no blanket approvals for suppliers to use subcontractors beyond the specific, approved engagement. Supplier Code of Conduct and training. We do this through creating a culture of compliance throughout our company, and through our Standards of Business Conduct, policies, and training, while also using data analytics, risk assessment, proactive investigations, third party vetting, and other compliance efforts to minimize potential risks.
Compliance is a team effort at Microsoft. Every employee is responsible for upholding our standards, fostering the culture of compliance in their Microsoft team and partners, and reporting concerns. We strive to assess the root cause of problems, and continually enhance our controls and processes to minimize the risk of recurrence.
This process is a core component of our compliance program and growth mindset culture. We achieve our mission by building trust with people and organizations around the globe. Our goals are only possible when people trust Microsoft and trust our technology. We achieve more when we apply our culture and values to build and preserve trust with our customers, governments, investors, partners, representatives, and each other. Employees who violate our standards face disciplinary action, up to and including termination of employment.
Our policies make anyone who engages in retaliation against someone for raising a compliance concern subject to disciplinary action up to and including termination of employment.
Our Trust Code reflects our culture and values, and the principles that guide our behavior. Our employees use these standards to understand what is required of them, get help when needed, and make good decisions that build trust and empower our customers and partners to achieve more.
Our commitment to building and maintaining a culture of trust, ethics, and integrity depends on our employees and representatives telling us if they are aware of, or have a concern about, compliance with our Standards of Business Conduct, policies, or the law.
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