2012 Stay Fit Reimbursement Guidelines

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1 2012 Stay Fit Reimbursement Guidelines These guidelines apply to employees who were enrolled in the Stay Fit reimbursement program in Only purchases made during the 2012 calendar year are eligible for reimbursement under the 2012 benefit, and reimbursement requests for these expenses must be submitted within 90 days of purchase. The 2013 Stay Fit reimbursement benefit information is available on mymicrosoft Benefits, under Top Links on the Home Page. Guidelines The U.S. $800 benefit allotment (or U.S. $400 for those starting on or after July 1) per calendar year is made based on the purchase date, not the year you submit the reimbursement application. Only purchases made by Microsoft employees for personal use are eligible for reimbursement. Expenses for dependents are not eligible under the reimbursement program unless employees have a family membership at health club where the membership dues are bundled into one fee, and it s impossible to separate the employee s membership costs from the other family members. For example, some health clubs receipts itemize the primary membership at one rate, and charge the add-on membership at a different rate. Add-on membership fees that are itemized on a receipt from the club are not eligible for reimbursement. You must submit your request for reimbursement for eligible fitness expenses within 90 days of the date of purchase. Only certain types of expenses are eligible for reimbursement. View the lists of eligible and ineligible expenses below for more details. The list of eligible expenses for 2013 do not apply to for the 2012 program. Unused reimbursement allotments do not carry forward into the next calendar year, nor can future benefits be applied to purchases from prior years. You are required to pay tax on the value you are reimbursed. You will see the tax withholding in your paystub as Stay Fit Taxable approximately one month after receiving reimbursement. If your spouse or domestic partner is also a Microsoft employee, you are each eligible to enroll in the Stay Fit reimbursement benefit and receive up to $800 each in reimbursement.

2 Stay Fit Reimbursement Process 1. Verify that your Expenses are Eligible View the list of eligible and ineligible expenses below. If your expenses are not listed, send an to for clarification. 2. Complete the reimbursement application and send in your receipts You ll need to submit a receipt that shows the date of purchase, item description, and the amount paid. If you don t have a receipt, you can complete the Receipt Validation form. You can send your receipt or the Receipt Validation Form to ADP by: A. Uploading directly to the reimbursement application B. Scan and to: [email protected] C. Fax: D. Mail: ADP National Account Services Stay Fit Reimbursement Program PO Box 2368 Alpharetta, GA If you do not upload your receipts/receipt Validation Form into the Reimbursement Application, you ll need to print out the Confirmation Statement (it has a bar code on it) and send it along with your receipts to ADP. Within three business days of ADP receiving a complete application (includes the online application/confirmation Statement with bar code and the receipts), you will be notified via whether your request has been approved, declined or is incomplete. 3. Check the Status of Your Application Within the reimbursement tool: Click Account Activity Select the Reimbursement Year Under Applications, click the View App radio button Click Continue Scroll to the bottom of the page and view the Application Status 4. Receive Payment When you complete your application, you ll have an option to request your payment be made via direct deposit or paper check. Direct deposit is set up separately from your account on If you d like to change the account where your payments are deposited from ADP, call ADP at

3 Within 2 weeks of ADP receiving your complete application for an eligible expense, the reimbursement will be deposited into your selected account or you ll receive a check mailed to your home address. Reimbursement applications submitted without the Reimbursement Request form, Receipts/ Receipt Validation form for the incurred expenses will be incomplete and will delay payment processing. Please be sure to include a copy of your Reimbursement Request form when submitting all documentation to ADP. Contact Information If you have any questions or suggestions for improvement, [email protected] or call Eligible expenses Information on eligible and ineligible expenses for the 2013 benefit is available at Reimbursement is limited to the eligible expenses listed below. Employees may request reimbursement for eligible expenses related only to their personal fitness purchases. Purchases made for anyone other than the employee are not eligible for reimbursement under the Stay Fit Reimbursement program. Health Club/Gym Membership, including dues and initiation fees. A health club/gym membership that offers the following minimum services is eligible for reimbursement: o Cardiovascular equipment (for example, treadmills, elliptical machines, stationary bikes, rowing machines) o Strength training equipment (for example, free weights, weight machines) o Family memberships at a health club are eligible for reimbursement as long as the employee is also a member. Group Exercise Classes, limited to: o Aerobics for expectant or new mothers o Cardio kickboxing o Circuit training o Martial arts o Pilates o Spinning o Step o Strength training o Tai Chi o Water aerobics o Yoga

4 Home Exercise Equipment, limited to: o Bicycle, custom (new bikes only), limit of one bicycle per calendar year o Bicycle, preassembled (replacement parts for a bike or replacement parts for a custom built bike are not eligible), limit of one bicycle per calendar year o BOSU Balance Trainer o Elliptical machine o Pull-up bar o Skier's Edge stationary ski equipment o Stair stepper/climber o Stationary bike stand o Stationary bike o Stationary rowing machine o Treadmill o TRX system o Universal machine (for example, Bow Flex, Smith systems) o Upper body ergometer o Weights benches, bars, racks (cables, accessories, repairs are not eligible) o Weights dumbbells, medicine balls o Weights plates for bars Personal Training Services purchased from a certified personal trainer Passbook (for example, New York Passbook) Ineligible expenses The items listed below are examples of ineligible expenses under the Stay Fit Reimbursement program. Microsoft makes the final determination as to what is considered an eligible expense. Note that league fees may be covered under the Recreational League Fee Reimbursement program. Purchases made for anyone other than for the employee are not eligible for reimbursement. Ineligible Food, Gear, and Clothing: Clothing, including shoes Nutrition supplements, energy gels, drinks, bars Roller blades and skis Sport-specific clothes or gear (for example, bats, balls, gloves, cups, clubs, racquets, helmets, pads, paddles, nets, sticks, pucks, skates, spikes) Ineligible Accessories, Devices, and Equipment: Accessories for bikes (including replacement parts) Bicycle, more than one per year Boats, canoes, kayaks

5 Exercise bands, balls, mats Exercise DVD/video Equipment upgrades Devices such as pedometers and heart rate monitors Gaming consoles and video games (for example, Wii, Wii Fit, X-Box, Kinect) Fishing, hiking, hunting equipment Inversion tables Strollers (for example, jog strollers) Trailers (for example, bike trailers) Wagons Weapons and ammunition Ineligible Services, Shipping, and Fees: Administration fees Court fees (for example, racquet ball, squash, tennis) Health Club/Gym membership that does not meet the minimum requirements defined above Daycare League fees (for example, recreational softball, tennis, basketball) Lessons group or private lessons (for example, swimming, golf, tennis, etc.) Health education classes, seminars, and programs (for example, Weight Watchers) Installation and assembly, delivery costs Repairs Shipping Warranties Other Ineligible Expenses: Home improvement or property investments (for example, to build tennis courts, pools) Items for pets/animals (for example, leads, collars, saddles) FAQs My monthly gym membership dues are automatically deducted from my checking account and I don't get a receipt from the gym. What documentation should I submit to ADP to receive reimbursement? You may use a credit card or bank statement as proof of payment as long as the statement clearly shows the amount paid, date of charge, and the name of the business where the expense was incurred. Or, complete the Receipt Validation form, and then submit it with proof of payment and your Reimbursement Request form to ADP within 90 days of payment.

6 I received an message from ADP stating that my Stay Fit Reimbursement application was denied. Can this decision be reconsidered? Stay Fit Reimbursement applications that were denied may be reconsidered in the following circumstances: 1. If you contacted ADP prior to submitting your application to seek clarification on the program policies (for example, submission deadlines or eligible expenses) and the ADP customer service representative gave you incorrect information. 2. Technical issues with the ADP Reimbursement website interfered with a successful submission of an application on time. If you have questions, contact ADP at [email protected] or call (800) Are there restrictions on how many pieces of equipment I can purchase and request for reimbursements? For the 2012 program, you may only receive reimbursement for one bicycle per calendar year. Only employee-related eligible expenses are eligible for reimbursement. Does it matter where I purchase the home exercise equipment or bicycles (that is, online, in used equipment stores, or overseas)? No. However, you are required to provide a valid receipt showing the amount spent in U.S. dollars in order to receive reimbursement.