Form T-10a (filling sample). Business trip assignment

What is the document for?

A business trip can be associated with a variety of purposes:

• conducting negotiations;
• conclusion of contracts;
• servicing a remote structural unit;
• purchases and sales of inventory items;
• participation in training seminars;
• training events, etc.

At the same time, regardless of the goals, based on the results of the trip, the traveler must draw up and submit to his superiors a report on the completion of the task.

The business trip report is needed by both parties to the employment relationship.

Based on the report, the management of the enterprise has the opportunity to determine how well the employee coped with the issues and tasks that he had to solve on a business trip. It allows the employee to avoid unfounded claims regarding unsatisfactory trip results.

We should not forget that, based on the report, the company’s management can either reward a subordinate for work successfully done or punish him by imposing a disciplinary sanction (for example, if the results of a business trip are negative, provided that they were the direct fault of the employee).

Basic concepts and changes

The purpose of the business trip must be indicated in the official assignment.
This is the main message of this document. After completing the task, it is necessary to draw up the second part of the document, directly with a report on the work done. This indicates how far the task has been completed and the purpose of the trip has been achieved. Based on this report, it is possible to summarize how effective the trip was and what expenses the employee incurred on the business trip (documented by checks, receipts, etc.). The current form No. T-10a was drawn up in 2008, but since January 2015, the requirements for almost all items on the travel list have disappeared from the Regulations on Business Travel. However, this does not mean that such paper does not need to be maintained in the general internal document flow. If, instead, a local form of a business trip order is developed, it should be based on the intra-company Regulations on Business Travel (Article 8, Article 22 of the Labor Code of the Russian Federation).

General information about the report, document features

If you have been on a business trip for the first time and now you are faced with the task of creating a report on it, and you do not really understand exactly how to write it, read our recommendations - they will be useful for an accurate idea of ​​​​what this document should look like. Also look at the sample form - based on it you can easily create your own individual report.

Before moving on to a detailed description of the document, let's give some general information. Let's start with the fact that this report can be written either in any form, or in a unified form, or, if the organization has its own document template approved in the accounting policy, according to its type. The method for generating the report must be specified in the company’s local regulations.

The report can be written on a regular sheet of paper of any suitable format (preferably A4) or on letterhead - if this requirement is in the internal regulatory documents of the enterprise. You can write it either by hand or type it on a computer (with mandatory subsequent printing).

Only one rule must be unconditionally followed - the report must contain the autograph of the traveler, the person who accepted the report (usually the head of a structural unit), as well as the director of the enterprise (in addition to the signature, he must put his resolution on the report).

It is best to write the report in two identical copies (if by hand, then you can use a carbon copy), one of which should be given to management, the second, just in case, should be kept with you (after making a note to accept the copy from the employer’s representative).

Sample trip report

First, a short explanation of the structure. If you are writing a report in any form (and this practice is now widespread), then mentally divide the form into three parts: the beginning, the main section and the ending.

Beginning – information about the document itself (number, place, date of preparation).

The main block is the report itself, which includes:

• its period (start and end date);
• basis (here you must indicate the document on the basis of which you were sent on a business trip - this could be an invitation from another organization, an order from the director, etc.);
• purpose of the business trip (indicate the actual tasks that management has set for you);
• trip results: the more detailed, the better. If, as a result of the business trip, any agreements were concluded, certificates were received, etc. documents, you need to indicate their number and date.

If necessary, you can attach additional papers to the form, documenting their presence in the report as a separate item. At the end, the document must be signed and dated to the current date.

>Instructions: compiling a business trip report

Requirements and structure

Labor legislation does not oblige you to formalize a task, and, accordingly, our example of a business trip report is of a recommendatory nature. But employers want to know what the employee was doing, so they are developing appropriate local regulations regulating the travel registration procedure.

What do they usually write? If possible, indicate the specific result - a concluded contract or an invoice confirming the purchase of products. You can use a short report on the completion of the task (business trip), an example of this is in the official task. The manager who sent the subordinate on a business trip will check whether the outcome of the trip corresponds to the assigned task. You can see what a business trip report looks like; an example of filling it out is Form 10a.

If the business trip was long and involved resolving several issues, then instead of a short one it is better to use a full-fledged business trip report; we compiled an example of writing in free form for a budget organization. Let's say an employee went to a remote branch, where it was planned to conduct a series of training seminars, as well as conclude several long-term contracts. Based on the results, he will write that more than half of the respondents successfully passed testing after the training, contracts were concluded for the supply of equipment worth ten million rubles.

General filling rules

Let’s immediately make a reservation that the algorithm for creating a business trip report largely depends on the form on which you need to report. A unified sample of a business trip report (written) has not been approved by officials. Consequently, the company’s management is obliged to approve not only the form, but also the individual requirements for maintaining such a form.

IMPORTANT! These requirements for drawing up a business trip report will have to be fixed in a separate local order for the organization, and also familiarized to all specialists for signature. Please note that it is not necessary to familiarize all employees with the order. It is enough to inform only those employees who are planned to be sent on business trips.

Follow generally accepted recommendations. It is acceptable to prepare a business trip report in 2020 (form, sample filling) by hand. To do this, use black or blue ink. A printed version of reporting is still preferable. Follow generally accepted rules of business correspondence. Avoid abbreviations in the text part of the reporting form. Personal appeals should also be omitted. It is acceptable to use the organization's letterhead.

Required or not

The mandatory nature of the job assignment is an important consideration before a business trip, as without the correct documents, the employee will not receive payment.

Until 2020, all managers were required to draw up an assignment. Since 2015, the legislation has become softer, making the document voluntary.

Government Decree No. 749 establishes that a job assignment is not a mandatory document.

The legislation also establishes documents that the employer and employee are required to prepare:

• written permission to go on a business trip;
• if available, travel documents;
• written permission to use personal transport;
• documents for renting premises;
• trip expense report.

The employer independently decides during the paperwork process whether he needs to fill out a job assignment or whether he can send the employee without it.

The law does not establish a single form, but many continue to use the form, which is mandatory until 2020. In 2020, it is allowed to issue a memo on A4 sheet or organization letterhead.

Step-by-step instruction

A step-by-step algorithm for compiling a business trip report in any form.

Step No. 1. Specify the recipient.

In the upper right corner of the reporting form, indicate the position of the head of the enterprise, as well as the full or abbreviated name of the organization. If the creation is not carried out on the institution’s letterhead, then it is permissible to indicate the registration data of the enterprise (TIN, KPP), address of location, registration, contacts for communication.

Step No. 2. Register the compiler’s data.

As in a regular application, it is necessary to indicate information about the person who compiled the reporting form. Please indicate your position and full name. It is permissible to write down your personnel number, residential address and telephone number for contacts. Additional information will be relevant in a large organization with a complex organizational structure.

Step No. 3. Document title.

In the center of the new line, write “Trip Report.”

Step No. 4. Indicate the period and purpose of the business trip.

First of all, indicate when the business trip took place - specific dates. Then enter the purpose for which the employee was sent to another location. For example, “taking advanced training courses” or “participating in training.”

Step No. 5. Express the essence and results.

Now we describe in detail what specific results the posted worker achieved. For example, the purpose of the business trip was to conclude a contract for the supply of goods. The result may be the signing of the contract or refusal to sign. If the intended goal could not be achieved, then indicate for what reasons. For example, a contract for the supply of goods was not concluded with the supplier due to the non-compliance of the goods with the presented quality characteristics.

Mandatory advance report

In addition to reporting on the results of the business trip, the employee will also have to report on the expenses incurred. Let us remind you that when sending specialists, the employer is obliged to pay an advance on travel expenses.

This advance is paid for:

1. Payment for travel to the place where the work assignment is performed.
2. Renting accommodation for accommodation on a business trip. For example, paying for a hotel room or renting a room or apartment in the private sector.
3. Resort fee, if the employee is sent to the territory of the Russian Federation, for a stay there you will have to pay a resort fee.
4. Per diem expenses that compensate for the inconvenience associated with an employee living outside of their primary place of residence.
5. Other expenses as agreed with the manager. For example, purchasing teaching aids, paying for certificates, and other services.

Please note that when submitting an advance report to the accounting department, you will also have to submit supporting documents: checks, receipts, tickets, invoices and other documents.

We discussed the features of drawing up this reporting form in the material “How to fill out an advance report of an accountable person.” This article presents a current template, step-by-step instructions for drawing up a reporting form, as well as an example of filling out the document. All forms can be downloaded for free.

01/08/2019 Unified form No. T-10 “Travel certificate” and No. T-10a “Office assignment for sending on a business trip and a report on its implementation” were approved by Resolution of the State Statistics Committee of the Russian Federation dated 01/05/2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and payment." They are unified forms of primary accounting documentation for labor accounting and payment (for personnel accounting). Instructions/recommendations for filling out the form (Excerpt from the Post. Goskomstat of the Russian Federation dated January 05, 2004 No. 1): Travel certificate (form No. T-10) Is a document certifying the time spent on a business trip (time of arrival at the destination(s) and time of departure from it (them)). At each destination, notes are made on the time of arrival and departure, which are certified by the signature of the responsible official and seal. Issued in one copy by an employee of the personnel service on the basis of an order (instruction) to be sent on a business trip (Form N T-9). After returning from a business trip to the organization, the employee (accountable person) draws up an advance report (Form N AO-1) with documents attached, confirming expenses incurred. An official assignment for sending on a business trip and a report on its implementation (Form No. T-10a) is used to draw up and record an official assignment for sending on a business trip, as well as a report on its implementation. The official assignment is signed by the head of the structural unit in which the posted employee works. It is approved by the head of the organization or a person authorized by him and submitted to the personnel service for issuing an order (instruction) on sending on a business trip (Form N T-9 or N T-9a). An employee arriving from a business trip draws up a brief report on the work performed during the business trip, which is agreed upon with the head of the structural unit and submitted to the accounting department along with a travel certificate (Form No. T-10) and an advance report (Form No. AO-1).

How to fill out a job assignment for a business trip

The official assignment must be submitted to the accounting department upon return from the trip, along with a travel certificate and an advance report.

The official assignment must be drawn up on a unified form - T-10a. The information that will be contained in the assignment must completely coincide with the business trip plan. A travel certificate is also issued along with this document. Based on the assignment, an order will be issued to send the employee on a trip. The HR employee must record the document in the log book. The contents of the job assignment are as follows:

• company name, details, contacts;
• serial (registration) number and date of document execution;
• personal data of the employee, his personnel number;
• the division of the company in which the employee performs official functions;
• location of the organization;
• day of departure and day of arrival from the trip (on travel tickets);
• the essence of the task that must be completed during the business trip;
• a description of the results of the work performed, a report on the successful completion of the task or the impossibility of completing it.

The manager of an employee who has returned from a business trip checks the employee’s report, draws up his conclusion, signs it, puts a date on it and gives the official assignment to the owner of the company or to the HR department for safekeeping.

Instructions: before the start of the business trip

So, let’s look at filling out a document for sending on a business trip step by step using the unified form T-10a as an example. The form established by Goskomstat or the employer is drawn up for the purpose of correct accounting and payment of travel expenses.

Step 1. Fill out the header

We begin filling out the sample business trip assignment by entering general information:

• name of the institution;
• numbers of forms according to OKUD and OKPO;
• serial number;
• date of formation.

Step 2. Fill in the employee’s personal data

A sample job assignment for a business trip (format T-10a job assignment you could see above) contains information of a personal, individual nature:

• FULL NAME. the employee must be listed in the center of the form;
• The number on the timesheet is recorded in the same part.

Step 3. Fill out the table

The form “Official assignment for a business trip in 2020,” a sample of which can be studied further, contains a table consisting of 12 columns, the first 11 of which are filled in in order with the following information:

1. Fixation of the structural unit where the person works.
2. The title of the position is in accordance with the wording in the staffing table of the institution.
3. Name of the area where the employee needs to be sent.
4. Full name of the institution where the employee is going.
5. Trip start day.
6. The day the trip ends.
7. The total duration of the trip.
8. Duration, excluding travel time.
9. An indication of the institution that pays travel expenses (usually the one that sends the employee, sometimes the inviting party).
10. Information from the administrative document according to which the employee is sent on the road.
11. Description of the purpose of the employee's referral.

Having filled out the first 11 columns, the registration can be interrupted until the employee returns from the trip.

Step 4. Sign

The process should be completed by ensuring the signature of the head of the structural unit where the person leaving works. In general, the document must be approved by the head of the institution (a person authorized by the head).

Official assignment for a business trip in 2019: details of registration

It is not at all necessary to fill out a work order for a business trip in 2020. You can send an employee on a business trip without drawing up various documents, based on an order from the organization. However, experienced HR specialists find this inconvenient and prefer to draw up all the documents, since only this guarantees order and frees them from possible claims from inspection authorities. We have studied all the nuances of arranging business trips and are ready to share with readers. ConsultantPlus FREE for 3 days Get access

The concept of a business trip is enshrined in Article 166 of the Labor Code of the Russian Federation. The legislation defines that this is a trip of an employee by order of the employer for a certain period of time to carry out an official assignment outside the place of permanent work. Sending an employee on a business trip is not as simple as it might seem at first glance. It just seems that in a commercial organization, the director with one word can send any employee even to Kolyma, if he suddenly thinks that a lucrative contract can be concluded there. In fact, everything needs to be documented, otherwise it will not be a business trip, but a vacation at the expense of the company, and from the profit. After all, the Federal Tax Service will not allow expenses for an incorrectly documented business trip to be included as expenses. That is why it is necessary to approach the preparation of all documents as responsibly as possible and it is better to prepare any “extra” papers than not to complete the necessary ones. But first things first.

Travel assignment: internal standard form

In the package of documents issued to an employee when registering a business trip, you can include a business trip assignment, which contains a list of tasks and instructions to be performed on a business trip.

When registering business trips, many employers continue to use this form as intensively as before - it allows you to specify the tasks and work plan during a business trip, and monitor their implementation. Let us note that the travel assignment, a sample of which the employer developed independently, is subject to the same requirements as the previously used standardized form (form T-10a, approved by Resolution of the State Statistics Committee of the Russian Federation No. 1).

To optimize accounting for business trips at the enterprise, we offer a business trip assignment form to download in the currently current (2019) version.

Read also: Daily allowance

Types of business trips and types of documents for their registration

Although at first glance all work trips are the same, they can still be divided into two types:

• unscheduled;
• planned.

Obviously, if an urgent production need has arisen and some employee needs to go and save the situation, then there is no time for drawing up unnecessary documents. In this case, you can get by with the minimum set and send the employee on the basis of an order from the organization (which still needs to state the purpose of the trip). This is quite acceptable, because there is no need to prepare a work assignment for a business trip in 2020. This is, in particular, stated in the Regulations approved by Government Decree No. 749 dated October 13, 2008 (as amended on December 29, 2014). In addition to the official assignment, a travel certificate has also become optional, and the duration of the trip can now be determined on the basis of travel documents.

Such documentary minimalism is not very convenient, so most employers still prefer to draw up documents, especially if the trip is planned and there is no rush in preparing it. In this case, the immediate supervisor of the future posted worker must draw up a task for him or write a memo, on the basis of which the business trip order will be issued. There are unified forms for these documents, approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 N 1, so it is quite possible to use them or develop your own forms, taking into account the individual characteristics of the organization.

What document are you using now?

Although, in accordance with the new provisions, a number of documents have been transferred to the category of optional, this does not mean the need to completely exclude them from the company’s internal document flow. As before, responsible officials can adhere to the “classic” design while maintaining the logical chain of documents. However, it is worth considering that now the official assignment for a business trip cannot act as an official confirmation of the fact, purpose and expenses of the work trip.

However, there is a way out. Taking into account the fact that a business trip order is mandatory, you can use its unified T9 form, to which you can add a paragraph dedicated to the purpose of the business trip.

But we should not forget that any modification at the initiative of the organization of the approved form of the order must be secured by local acts. As a rule, one of them, based on Article 22 of the Labor Code, is the Regulations on Business Travel.

At the same time, to compose:

• Business trip assignment;
• Report on it;
• Travel certificate;

You can use the unified forms T10, as well as T10a, approved by the State Statistics Committee.

Download the official assignment form for a business trip in form T10.

Sample of filling out a work assignment for a business trip

So, unified forms are more convenient, if only because they are already ready and only need to be filled out correctly. For the official assignment, a form is provided, which is called Form N T-10a “Official assignment for sending on a business trip and a report on its implementation.” From the name it is obvious that you can write a trip plan in it, and then the seconded employee will report there on its implementation. It follows from this that the form must be filled out by different people and at different times. First you need to complete the task itself. the official assignment for a business trip will be available at the end of the article, and when completed, the T-10a form looks like this:

Obviously, here the employee has not yet completed the task, so he has not yet filled out the report. We'll come back to this later, but for now let's figure out what to pay attention to when filling out the form. Step by step it will be something like this:

1. Enter the name of the organization and its OKPO code at the top of the T-10a form.
2. Register the form in a special journal and assign it a serial number. Typically, all business trip documents are registered together, this allows for better systematization of personnel document flow in different areas (hiring, dismissal, vacations and business trips). It is convenient to put a letter designation after the digital number; in the example given, “k” means business trip documentation.
3. Enter this number in the form, and also indicate the date of its preparation.
4. Indicate the last name, first name and patronymic of the posted worker, as well as his personnel number in a separate field.
5. Next you need to fill out the table. In the left column you must enter the name of the structural unit of the posted employee, and in the second column - his position.
6. The third column contains information about the destination. This is the name of the country and city, but when traveling around Russia it is enough to limit yourself to one city name. Next, you need to indicate the name of the company where the employee is being sent.
7. You must write the start and end dates of the trip and indicate its duration in days. Separately, the form provides for indicating the number of days without taking into account the road. Essentially, this is the time that an employee must spend on completing a task. Travel time depends on the type of transport the employee will use to get to the destination and back, which means it may change if, for example, there are no train tickets for the required dates and the business traveler flies by plane.
8. Another column (ninth) is intended to indicate the name of the organization that is paying for the trip. After all, sometimes it is possible to send an employee on a trip at the expense of partners if they are interested in a visit to a specific specialist. In our example, the payer is the employing organization itself.
9. The last, tenth column is intended to indicate the details (number and date) of the document on the basis of which the task was drawn up. This could be a plan, a memorandum or an order for the organization.
10. Below you need to fill out the fields about the purpose of the trip. It's best to keep this short as there isn't too much space. If the traveler faces several tasks, then it is best to make a numbered list so that the specialist can imagine the sequence of achieving the tasks assigned to him.
11. After the document is drawn up, it must be signed by the head of the structural unit and the employee himself (that he is familiar with the task). The head of the organization certifies the form after the corresponding order approving the job assignment and the business trip has been prepared and issued.

At this point, the first part of filling out the T-10a form can be considered complete. The seconded employee leaves, completes the assigned tasks, and after his return it’s time to fill out the second part of the form. To do this, the head of the structural unit, who previously drew up the official assignment, must ask his employee about how successful the trip was. If the employee wants, and the boss agrees and there is an appropriate example, a short report on the completion of the business trip assignment can be written by the employee himself. It is enough to simply list all completed tasks and indicate the completeness of their completion. After this, the manager puts his resume about the results of the trip in the appropriate column, and then signs it. At this point, the preparation of form T-10a can be considered complete. In any form, the official assignment can be drawn up according to the same principle. There is nothing complicated about this.

How to formulate the purpose of an employee’s trip

When sending an employee on a business trip, it is necessary to formulate its purpose. A business trip is the purpose of the trip. The abolition of the mandatory registration of not only travel certificates, but also official assignments, as well as the generation of reports for employees returning from business trips, is regulated by:

• new edition of the Regulations on the specifics of sending on business trips (approved by Decree of the Government of the Russian Federation of October 13, 2008 No. 749).
• Decree of the President of the Russian Federation dated December 12, 2014 No. 765 (approved by Decree of the President of the Russian Federation dated July 18, 2005 No. 813).

Taking this into account, today a travel certificate, as well as an official assignment for a business trip, are not considered mandatory primary documents. Previously, without them, organizations could not accept and record all expenses incurred by an employee as expenses when calculating income taxes. Now the employer has the right to formulate the purpose of the trip orally.

Despite such innovations, a business trip assignment is still issued if it is necessary to clearly formulate the purpose of the trip, delineate obligations, and establish a list and scope of work during the employee’s work away from the main organization. The tasks will also help during reporting, when you need to justify writing off expenses incurred in accounting.

After the cancellation of travel certificates and assignments, the main documents in this area became the regulations and orders on sending an employee on a business trip. The purpose and duration of the trip are reflected in the order, and the actual duration of the trip is recorded using travel documents.

Order to send an employee on a business trip with expert comments

View sample

Official assignment for a business trip: is it mandatory or not to fill out?

Despite the fact that the mandatory registration of official assignments for business trips has been cancelled, many organizations still continue to document the purpose of the trip in writing. HR officers are guided by a sample job assignment for sending on a business trip.

This approach allows not only to optimize document flow in general, but also to systematize documents and arrange them in a unified format. It is rational to prescribe the procedure for processing and general maintenance of documents in the company’s internal local regulations.

Is a job assignment a mandatory document?

With the repeal of the previously in force Government Decree, which regulated the procedure for sending to, many documents are no longer required to be completed. The new norms establish that an order from the administration to be sent on a business trip must be issued.

Therefore, all other documents can be applied based on existing production needs. Which forms the enterprise uses are recorded in each enterprise.

The written order to send an employee on a business trip already contains information about the purpose and objectives. But all this information comes in general phrases. Therefore, it is still recommended to use an official assignment for sending on a business trip, which describes in detail all the tasks that management sets for the employee.

Features of filling out form No. T-10a

When filling out a sample work assignment for a business trip, adhere to generally accepted requirements:

• indicate the full name of the company at the top;
• indicate the document number;
• include the date it was compiled;
• FULL NAME. employee;
• personnel number of the person being sent on a business trip;
• OKPO code in accordance with the data in the notification from Rosstat.

In the sample form for filling out a business trip assignment, in the tabular section, enter:

• name of the structural unit in which the employee is registered;
• the position of the specialist;
• country, city, town or organization (the place to which the employee is sent);
• start date and end date of the business trip: the first day is the day of departure, the last day is the date of return;
• duration or duration of the trip: how many days in calendar terms did the employee spend away from his place of permanent work, how many days did the business trip last excluding travel;
• payer organization, here indicate the company that finances the entire trip of the specialist;
• basis, they submit a document on the basis of which a goal or official task is formulated, for example, it could be a letter, an official memo, and so on;
• in the “Task content” column include a description of the main task that the employee must perform during a business trip.

The completed business trip assignment form is signed by the head of the organization and structural unit, as well as the employee who is sent on the trip. Immediately after his return, the employee writes a short report on the completion of the assigned task, and the manager must fill out the conclusion, date it and sign it.

Completed travel assignment form

at the beginning of the article.

It is convenient to formulate the purpose of the trip if the organization’s employees are sent on business trips quite often. This will not only make it easier to maintain personnel documentation, but will also allow you to monitor after a few months whether the goal was formed correctly, what the results of the trip were, and what issues the organization managed to resolve.

What information is included in the job assignment?

As mentioned above, a job assignment includes quite a lot of information. Let's look at their full list in more detail:

1. Employee data – full name, company name, position;
2. Date of arrival and departure;
3. Tasks assigned;
4. Work performance reporting column;
5. Details of the visitor's company and much more.

Thus, we can conclude that a business trip assignment is the most important document on a business trip. Accordingly, he should always be with the employee during a business trip.

Also, special attention should be paid to the correctness of filling it out - errors, blots and inaccuracies are unacceptable.