Standards of supplier conduct at Microsoft

Please visit Doing Business with Microsoft to learn more.  The requirement to comply with the Supplier Code of Conduct is detailed online, through various Master agreements, and in our PO Terms & Conditions (section 14).   Additionally, suppliers acknowledge the Supplier Code of Conduct and Microsoft PO Terms & Conditions during the Microsoft Supplier setup process.

Yes, the SCoC was refreshed in July 2019.  What’s changed is that many of the requirements have been consolidated into one document and further clarified and expanded upon.

Suppliers and their employees, personnel, agents, and subcontractors (collectively referred to as “Suppliers”) must adhere to this Supplier Code of Conduct while conducting business with or on behalf of Microsoft. Suppliers must require their next-tier suppliers to acknowledge and implement the SCoC in their operations and across their supply chains. Suppliers must promptly inform their Microsoft contact, a member of Microsoft management, or the contacts provided at the end of this document when any situation develops that causes the Supplier to operate in violation of this Code of Conduct.

All Microsoft Suppliers must conduct their employment practices in full compliance with all applicable laws and regulations and in compliance with Microsoft requirements, which may exceed local legal requirements. In all cases in which Microsoft requirements are more stringent than local legal requirements, Suppliers are required to meet the more stringent Microsoft requirements.

No.  While Microsoft Suppliers are expected to self-monitor and demonstrate their compliance with the SCoC, Microsoft may audit Suppliers or inspect Suppliers’ facilities to confirm compliance. Suppliers that behave in a manner that is unlawful or inconsistent with the SCoC, or any Microsoft policy, risk termination of their business relationship with Microsoft. Complying with the SCoC and completing the SCoC training offered by Microsoft are required in addition to meeting any other obligations contained in any agreement a Supplier may have with Microsoft.

Companies may be doing business with Microsoft in a variety of capacities. To the extent that a company is exclusively engaged with Microsoft in a Partner capacity, and is not providing any procured goods or services to Microsoft, compliance with Microsoft’s Partner Code of Conduct and related training requirements would be sufficient at this time.  However, if a company is engaged with Microsoft in both a Partner and Supplier capacity, it is expected that in addition to compliance with the Partner Code, they additionally comply with Microsoft’s current Supplier Code of Conduct (SCoC) and its related requirements.

Microsoft expects Suppliers to act ethically and with integrity. Suppliers demonstrate this commitment by complying with the SCoC and ensuring their employees are trained on the Code. This requirement is included in the Master Agreement as well as in the Terms and Conditions of the Purchase Order.

Microsoft trusts our Suppliers to ensure that any of their employees working with or on behalf of Microsoft, both with and without network/building access, are trained on our Supplier Code of Conduct.

We are empowering our Suppliers to determine the most appropriate and efficient way for that training to be delivered and tracked annually.

Microsoft makes an online version of the training available in 26 different languages, as well as provides a downloadable transcript for Suppliers to use as a standalone resource or to integrate into existing Supplier Training.

Any External Staff engaged in services for Microsoft, or who will bill time to Microsoft, or who otherwise work on Microsoft matters are required to complete SCoC training and agree to comply with the SCoC. External Staff includes Contractors, Vendors, Business Guests, and Outsourced Staff.

Individuals who 1) are engaged in providing services for Microsoft, 2) bill time to Microsoft, or 3) otherwise work on Microsoft matters, are required to complete the Supplier Code of Conduct training.

No. The “Vendor Code of Conduct” or VCC Training Program had been in place for four years. The policy was updated in 2016 to include an automated onboarding process, managed by Microsoft to require training completion prior to External Staff gaining access credentials. It was renamed “Supplier Code of Conduct” training program. The training content and policy was updated July 2019 to include additional Supplier training accountabilities.

Microsoft understands that supplier relationships & situations vary. We are trusting suppliers to track using a method that makes sense for their business. We are providing suppliers the online Microsoft SCoC training for suppliers to use. Suppliers may use the online training content and integrate it into existing training or onboarding managed by the supplier. We do not want to create unnecessary burdens. If audited, providing a list of names, training format (online, classroom, etc.) and training dates for your employees working on behalf of Microsoft will suffice.

The Supplier training obligation is in addition to the Microsoft pre-access training. It is the responsibility of the Supplier to meet the annual training requirement, which can include the completion of the Microsoft pre-access training, as long as such training is tracked in the Supplier's records.

Suppliers may validate pre-access completions online. This will require either a current position number or an email (one used to register on the training site) for each employee.

They are still required to complete SCoC training. Their employer (Microsoft Supplier) has the responsibility to ensure they are trained annually.

In 2016 the SCoC training policy was updated.  Microsoft mandated SCoC training as a pre-access requirement.  All External Staff who are onboarding through Microsoft systems, requiring access, must complete training prior to being granted access to Microsoft’s Corporate Network and/or buildings. As part of the External Staff setup process, External Staff workers receive an email notification containing a link to the e-learning training site (our 3rd party training host) and requesting that they complete the 30-minute online training. Once the External Staff worker completes the training, the process for granting access to Microsoft’s Corporate Network and/or buildings will proceed. 

Note: In addition to the onboarding/pre-access training policy managed by Microsoft, Suppliers are accountable to train all employees and agents working on Microsoft matters on an annual basis.

Future implementations of SCoC onboarding training will align to the international expansion of the External Staff Access Length Limits Policy.

Yes. Their employer (Microsoft Supplier) has the responsibility to ensure they are trained annually.

The original training request email is sent directly to the External Staff (to email address provided in setup tool). Forty-eight (48) to 72 hours following new position creation, External Operations (ExtOps) will send email to the Microsoft Sponsor and Requestor as to status of setup (RAA missing, SCoC needs completing, etc.).

Forty-eight (48) to 72 hours following new position creation, External Operations (ExtOps) will send email to the Microsoft Sponsor and Requestor as to status of setup (RAA missing, SCoC needs completing, etc.). Fifteen (15) days after setup, if action is still required that has not been closed out, ExtOps will close the position. 

Average processing time is 24 to 48 hours from the time that the request is received. Please note that this includes checking many factors, including the Resource Access Agreement (RAA) completion, SCoC training completion, eligibility status at Microsoft, policy adherence/violations, previous history, previous records, and so forth. The training requirement takes approximately 30 minutes to complete.

The email is generated out of Headtrax/Microsoft (same timing as when the Resource Access Agreement (RAA) email is sent). The email will come from extops@microsoft.com. The email contains the position number and the link to the online training, which will direct the staff to a registration process allowing them to access the training.  

You can check our 3rd party onboarding training status portal. This will require either a current position number or an email (one used to register on the training site).

Note: if status is not found, it means the individual has not registered for the training. Please follow up directly with the individual to ensure that they received the training email (from extops@microsoft.com) or that it did not go to their junk mail folder.

They should send email to: support@e-learningconsulting.com.

Support inquiries related to accessing the course will be responded to by the next business day.

The position number is listed in the original training requirement email. This email comes from Microsoft External Operations (extops@microsoft.com) during the External Staff setup process.

Internet access required. 

Browser: Although the course is best viewed in Edge and Internet Explorer 11, it is also compatible with other browsers such as Firefox, Safari, and Chrome including Internet Explorer 9 & 10.

Passwords resets can be requested directly from the registration site or at: https://msstaff.course4you.com/Account/ForgotPassword.

Please verify this is your current/new position number. If this is, please check the following:   

• Situation 1 (most common): If you have registered previously, you must use that same registration email to log in under “Already have an account? Log in”. You cannot register as a ‘New User’ in this case. If you cannot remember the email used in your initial registration, please email: support@e-learningconsulting.com. 
• Situation 2: The above does not apply. You may be blocked from registering because your position number has been incorrectly registered. Please contact scoc@microsoft.com to resolve this situation. 

Please direct questions to scoc@microsoft.com.

Please use the Microsoft SCoC Training for Suppliers (cannot be used for Microsoft onboarding purposes). Anyone can access, no tracking and/or registration required.

Any questions related to supplier travel, please refer to the Supplier Travel Guidelines.

We require companies that do business with Microsoft in the U.S.:

• To provide their employees with at least 15 days of paid leave each year.  This requirement applies to suppliers with 50 or more employees in the U.S. and to their employees who have worked for them for at least 1500 hours in the prior 12 months and who require access to Microsoft’s network and/or facilities.
• To staff Microsoft projects only with W2 employees of their companies, and not independent contractors, when access to Microsoft’s network and/or facilities is required. 
• To provide employee health benefits that comply with the Patient Protection and Affordable Care Act of 2010 (the “ACA”) to their employees who work for them 30 or more hours per week and who are staffed on Microsoft projects when access to Microsoft’s network and/or facilities is required.
• Beginning January 1, 2020, suppliers must provide their employees at least 12 weeks of paid parental leave at 66% of pay with a cap of $1,000 per week or to comply with Washington’s newly enacted paid family leave law.  This new paid parental leave requirement will apply to suppliers with more than 50 employees in the U.S. and to their employees who have worked for them for at least 1500 hours in the prior 12 months and who require access to Microsoft’s network and/or facilities.

This builds on several recent 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. 

Paid time off and paid parental leave benefits both employers and employees by contributing to a happier and more productive workforce. We’ve 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.

Yes.

No.  These requirements apply to companies that do business with Microsoft in the U.S., 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 geo, has employees physically located in the U.S. and who are performing work on a Microsoft project that requires access to Microsoft facilities or network, then these requirements apply for such employees.

We hope you will provide benefits to all your employees, but our requirement is specific to those people who do substantial work for Microsoft which we are defining as those requiring access to our facilities and/or the corporate network.

Suppliers must comply with Washington’s recently enacted paid leave law by January of 2020.  Suppliers will be able to 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 must provide their employees with at least 12 weeks of paid parental leave at 66% of pay with a cap of $1,000 per week or comply with Washington’s newly enacted paid family leave law.  Suppliers will be able to 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. Suppliers may, of course, offer more generous benefits to their employees.

We do require our suppliers to pass down these obligations to their subcontractors.

The paid time off, W2, and healthcare requirements went into effect in 2015.

Suppliers shall start providing paid parental leave by January 1, 2020.

The 1500 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.

No. 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.

Microsoft may engage an individual or a small service provider through Microsoft Procurement’s Small Service Provider (SSP) Program.

To get set up for background screening, Supplier located in the U.S., Canada, or Latin American,
should contact supscrn@microsoft.com for assistance.

Suppliers will receive training materials from the background screening supplier on how to initiate a background screen.

Upon account set up, Supplier shall designate a representative to upload their employees’ contact information to the background screening supplier’s online platform. The system will initiate an email request to employees’ inbox. Employees will then input their personal information required for a background screening. Thereafter, the background screening Supplier conducts the research and reports results via its online platform.

If discrepant or derogatory information is discovered, it will be viewable by Suppliers’ designated representative and Microsoft Global Security only.Employees can request a copy of their background screening report and supplier shall be responsible to provide it.
 

Background checks will typically include review of the following components, to the extent permitted by law: identity check, criminal record review, sex offender registry check and global sanctions list review. For certain placements, Microsoft may require additional screens (e.g., education verification, prior employment verification, verification of job-related licenses, consumer credit report review, drug testing, and/or other relevant information-gathering).
 

Background checks typically take the following average times to conduct, however, there are exceptional circumstances that can take longer or shorter turnaround times to produce.

• 1-3 business days in the United States
• Up to 7 business days in Canada
• Up to 18 Business days in Mexico

Suppliers should communicate tentative start dates accordingly.
 

Yes. First, Suppliers should initiate a background check as soon as their employee has been identified for placement at Microsoft. Next, Suppliers should remind their employees of the need to complete the information in the online tool, ideally within 48 hours. Suppliers should also urge their employees to assist the background screening supplier by answering any inquiries promptly. Last, if employees have not received the request via email as expected, they should check their “junk” or “clutter” folders to ensure it has not been rerouted.
 

Please contact supscrn@microsoft.com. Microsoft can assist with performing a self-ordered screen. This will allow Supplier’s employee to submit their screen without needing an account set up. The screen will be paid for upon submittal. Suppliers’ employee will receive a notification once the screening is complete. If required, the background screening identification number will be provided directly to the Suppliers’ employee.
 

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.

Yes. 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.

Microsoft requires that Suppliers conduct pre-placement background checks on all their personnel who will require any 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. 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 (i.e., theft, embezzlement, fraud, forgery, etc.) and violence (i.e., murder, rape, kidnapping, assault, robbery, stalking, harassment, 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 Supplier, and that 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 Supplier, in a manner consistent with applicable law, pre-placement background information for any individual submitted for placement suitability by Supplier 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 Supplier. 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. Different jurisdictions and courts may charge fees, however, on average, the cost of a background screen is approximately $50.00.

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 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 or management directly. Suppliers may send questions to Microsoft Global Security at supscrn@microsoft.com alias.
 

Yes, The license is handled when the account is created and Pro Plus can be installed from: https://portal.office.com/account#installs

Office 365 Business Premium is a non-enterprise subscription and doesn’t have OneNote app as part of the suite, it is recommended to have the Office 365 Pro Plus suite to ensure that software and information are managed and protected by Microsoft.