How to draw up an order to send an employee on a business trip

General information

The procedure regulating business trips is set out in the Regulations approved by Government Decree No. 749 dated October 13, 2008.

The order, or unified form T-9, is the main document for recording the sending of employees on business trips. You can download the order form for sending on a business trip (sample 2020) using the link below.

Form of the unified form T-9

How to issue a business trip order

The employer's decision to send an employee on a business trip is made in writing in the form of an order or instruction. The document can be drawn up according to the unified form No. T-9 (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) or developed independently. In the second case, it must be approved by the local regulatory act of the organization.

When compiling your form and sample travel order in 2018, be sure to include the following information:

• the name of the employer indicating its OKPO code;
• number and date of the order;
• FULL NAME. the employee being sent, position (department where he works, personnel number);
• place of destination (country, city, locality, name of the receiving organization);
• number of days with start and end dates;
• purpose of business trip;
• the basis of the direction (for example, the “service” of the immediate supervisor);
• what it is sent on (personal transport, for example);
• source of payment for office expenses (directly the employer or a third interested party);
• position and signature of the manager;
• a note on the employee’s familiarization (signature and date of familiarization).

Grounds for issuing an order to send an employee on a business trip

An order for an employee’s business trip (form T-9) is filled out on the basis of an official assignment (form T-10a) or on the basis of another document (official or memorandum), which sets out the place (organization and its location), terms of business trip (start and end ), goals and objectives that need to be solved during the business trip are identified.

It should be noted that the Regulations approved by Government Decree No. 749 dated October 13, 2008 (as amended on December 29, 2014) do not contain requirements for the mandatory execution of an official assignment.

Form of official assignment (form T-10a)

On what basis is it issued?

Until 2020, employers were required by law to draw up a job assignment. At the moment, this document is not mandatory. If the task is enshrined in local regulatory documents, then the manager should leave it in the company’s document flow.

In addition, the reasons for the trip may be an official assignment and a note, as well as an order from the manager himself or a higher authority. After this, all documents are drawn up for the employee, including a business trip order.

Algorithm for filling out the T-9 form

We fill out the header of the document, where we indicate the name of the organization and the eight-digit OKPO code.

In the fields “Document number” and “Date of compilation” we enter the serial number and the current date.

Next, we indicate in the genitive case the last name, first name and patronymic of the posted worker and his personnel number.

Below we write the name of the structural unit and the position of the employee.

We indicate the destination: the name of the organization to which we are sending the employee and its geographical location.

We fill in the total number of calendar days of the business trip, including travel time there and back, and the corresponding dates - they are indicated in the official assignment or on travel tickets.

Below we briefly but succinctly formulate the purpose of the trip.

We indicate at whose expense the business trip is carried out (it is not entirely clear why this column is needed, but since it is there, you will have to fill it out).

We write the name and details of the document on the basis of which we prepared the order.

After filling out all the necessary fields, we attach to the draft order the basis that served as its publication, and go to the management for approval.

After approval, we familiarize the employee with the order, hand him a copy and wait for his return.

Sample of a completed order for the assignment of an employee

IMPORTANT!

Due to the fact that the form does not contain any fields related to the accrual of funds to the traveler, a copy of the order must be immediately sent to the accounting department so that the employee does not find himself on his business trip without money and without housing.

Who has the right to refuse to go on a business trip?

There are some categories of employees who have the right to refuse the offer of the organization’s management to go on a business trip, in particular:

• employees who are raising children alone;
• workers who have children under three years of age;
• employees who have dependent relatives.

In the above cases, it is necessary to obtain the employee’s consent to travel.

According to Russian legislation, an employee can be sent on a business trip:

• directly the head of the organization;
• person authorized by him.

The basis for sending an employee on a business trip may be an order (a list of other local documents of the enterprise).

Procedure for filling out forms

Forms T-9 and T-9a have several points that must be written in accordance with the requirements:

• Date of registration of the order with assignment of an individual number. Here you also need to indicate the details of the organization, incl. OKPO.
• Traveler's details : last name, first name, patronymic, personnel number, position and structural unit.
• Destination . If a work assignment was previously drawn up, then the location must correspond to it. In case of a business trip abroad, you must indicate the country; if you are planning to travel around Russia, this is not required.
• Travel dates . The beginning is the day of departure from the city, the end is the day of return. Moreover, even if the employee returned shortly after midnight, for example, at one or two in the morning, the entire day is included in the number of business trip days. This aspect is important and often causes confusion among HR managers. The period is indicated in numbers.
• Purpose of the trip . It is directly related to the job assignment. It is written briefly.
• Funds used to finance the business trip . This section is optional and can be completed as needed.
• Signatures of the manager and employee with transcripts, date of signature. Indicated in the following order: day, month, year – in numbers.

Here you can find forms T-9 and T-9a for free, as well as a sample of filling out the document

After all the points are completed, the order is registered and assigned a number with letters. Usually the index "sk" is used. The personnel officer writes the registration number by hand.

What points should you pay special attention to?

After we have become familiar with the contents of the order, it is worth turning to the important nuances of the document, namely:

I. Purposes of a business trip, which can be:

1. General:

• conducting negotiations (on any controversial issues);
• development of new sales markets (goods, services or works);
• search for suppliers of goods;
• conclusion of new agreements (contracts);
• conducting negotiations (for example, with counterparties);
• participation in symposiums;
• purchase of equipment (raw materials) for the organization’s activities;
• gaining skills and new knowledge.

2. Narrow profile:

• maintenance of equipment in departments of the organization;
• checking the activities carried out by the structural unit;
• transfer of knowledge to young personnel specialists.

II. Reasons for employee travel:

• preservation of the official assignment - reflected in the local act of the organization (at the discretion of the company’s management) and, if desired, its details are indicated in the “foundation” column;
• preservation of the employee’s service ID - at the request of the manager, is also prescribed in the internal documentation of the organization.

III. Duration of business trip (must be calculated from the day of departure to the day the employee returns from the trip):

For example, if an employee left on a business trip at 23:55, then this will be counted on the first day of the trip. When the employee returns, 00:05 will also be counted as a travel day.

IV. Documents that confirm the fact that the employee is on a business trip (checks, tickets, receipts):

• travel documents;
• fuel refueling receipts (personal or business vehicles);
• invoice from the hotel (stating that the employee lived there);
• direct order to be sent on a business trip.

Do not forget that documents confirming travel expenses must be kept. The employee will need them upon returning from a business trip to present them to the accounting department. Based on the documents presented, the employee will be reimbursed for travel expenses.

V. Drawing up and signing the order:

1. The document is drawn up by:

• chief accountant of the enterprise;
• or HR inspector.

2. The order is signed:

• leader;
• authorized person.

Let us add that, in accordance with GOST, there is no need to put a stamp on the order to send an employee on a business trip, due to the fact that this is an internal document of the organization and does not require additional confirmation.

Procedure for sending on a business trip

[ads-pc-3] [ads-mob-3]

Currently, the business trip order remains the main document required to be filled out when sending an employee on a business trip. Since 2015, the organization may not prepare a job assignment, a business trip report and a travel certificate. Their use is left to the discretion of the company, and if these documents are used, information about this must be reflected in the corresponding internal act.
At large enterprises, there is also planning for upcoming business trips for the current year, which is drawn up in the form of an approved schedule.

A few days before a business trip, the manager makes a decision on sending an employee in accordance with the needs of the enterprise. He can issue an official assignment or verbally instruct the personnel department to draw up a business trip order. At the same time, he must indicate the responsible persons, the purpose, place and duration of the business trip. Therefore, to avoid misunderstandings, it is still advisable to draw up a documentary justification that will contain all this information.

Based on the received order, the HR department inspector draws up a business trip order and brings its contents to the attention of the employee sent on a business trip. This document is necessary to obtain financing for upcoming expenses, as well as to properly document the employee’s absence. After familiarization, the employee, as a rule, draws up a memo with a preliminary calculation of the upcoming costs of the trip, on the basis of which funds are allocated to him.

The business trip is marked in the time sheet with a special letter code “K” or digital “06”. At this time, the employee retains his working hours and average earnings.

At the discretion of the management, the organization may draw up a travel certificate, in which on the day of departure a note is made about the employee’s departure. Also, if this is established by the internal rules of document flow, then upon the departure and arrival of employees, the personnel employee can make notes in the registration log of posted workers.