Memo about sending on a business trip: sample

The employee’s travel time is determined by travel documents, which the employee provides to the employer upon his return.

If there are none, as, for example, in the case of using the employer’s personal or motor transport, the time of the business trip is determined on the basis of the information contained in the memo, which the employee provides to the employer along with the attachment of documents confirming the use of the specified transport.

Thus, a business trip memo has at least two meanings.

Who should draw up and when?

In large companies with extensive internal document flow and a developed hierarchical system, it is customary to request the manager’s consent to send employees on a business trip by drawing up a special document - an internal memo.
But there is another situation when such paper is necessary. According to Decree of the Government of the Russian Federation dated December 29, 2014 N 1595 and Decree of the Government of the Russian Federation dated July 29, 2015 N 771, a memo about a business trip is drawn up by the employee after returning. Specific deadlines for submission are not specified in the legislation, so it is allowed to submit it either on the working day when the trip ends, or on the next working day after its completion.

It is very important to attach documents confirming your expenses for fuel, parking, and other purposes. Only if there are primary documents for accounting, it will be possible to compensate the employee’s expenses. It is impossible to prove the use of personal transport to travel to a destination and back on the basis of one “service”, it is emphasized in the letter of the Ministry of Finance of Russia dated April 20, 2015 No. 03-03-06/22368.

The order must indicate that the employee is going on a business trip by car.

An employee’s business trip begins with an order from the employer (paragraph 2, paragraph 3 of Regulation No. 749). It is no longer necessary to draw up a work assignment and a travel certificate, since these documents are excluded from the list of mandatory ones. You can take form No. T-9 as the basis for an order to send you on a business trip, but it will have to be slightly modified by adding at least one line. It is useful for business trips on which employees travel by car (their own, the employer’s or third parties). After all, such a trip is carried out on the basis of a written decision of the manager (paragraph 2, paragraph 7 of Regulation No. 749). In order not to multiply similar documents, it is advisable to mention the type of transport in the order, rather than developing a separate form.

If the employee has to travel to the place of business trip by plane or train, such clarification is not required in the order.

The order must indicate the duration of the trip, its purpose and other important nuances. It is more profitable if the trip begins and ends on the employee’s working day. For going on a business trip and returning from it on a day off, he will have to pay double (Article 153 of the Labor Code of the Russian Federation, paragraphs 4, 5 of Regulation No. 749).

It will not work to justify the refusal of such payment by the fact that the employee does not actually work while traveling. An employee who, despite the day off, was on the road, will recover through the court not only the principal amount, but also interest for late payment, and compensation for moral damage (appeal ruling of the Irkutsk Regional Court dated July 16, 2015 in case No. 33-5998/2015) . If he misses the 3-month deadline for going to court, his demands will be denied (Article 392 of the Labor Code of the Russian Federation, appeal ruling of the Krasnoyarsk Regional Court dated October 15, 2014 in case No. 33-10015/2014).

Sample and drawing rules

The legislation does not stipulate the requirements that must be followed when drawing up a “service letter”, so it can be compiled in free form, but taking into account certain requirements.

1. Use A4 sheet. If the company has a letterhead, then it is better to write explanations on it.
2. Address to the person who makes the decision to go on a business trip, for example, the head of the organization. His position and full name. are written in the upper right corner.
3. Please specify below who is the author and who is the traveler. His position and personal data are also included.
4. Approximately in the second third of the sheet, in the center or at the top left, indicate the name of the paper. There is no period at the end.
5. Explain in detail for what reasons, for what purposes, who should be sent on a business trip and for how long.
6. Date it and sign it.

Sample memo about sending on a business trip

How to send an employee on a business trip

Nichipor Larisa Aleksandrovna, legal consultant of the center for legal solutions of YurSpectr LLC

The employer may need to send an employee to perform a job function outside the place of permanent work. In this case, you need to arrange a business trip for this employee (hereinafter referred to as the business trip). In small organizations, this responsibility may be assigned to an accountant.

1. How to determine whether a trip is a business trip

Before registering a trip as a business trip, it is necessary to determine whether it meets all the criteria for a business trip. Thus, a business trip is a trip that is carried out (paragraph 13, part 1, article 1, paragraph 2, article 6, part 1, article 91 of the Labor Code, paragraphs 2, 3, 6, article 1 of the Law on Administrative-Territorial device):

— as part of the performance of his labor duties by an employee drawn up under an employment agreement (contract). Persons performing work in an organization under a contract, service agreement and other contracts provided for by civil law, as well as trainees undergoing internship in an organization without concluding an employment contract, cannot be sent on a business trip, since these relations are not subject to labor legislation;

- on the initiative of the employer (for example, the director of an organization, the head of a structural unit);

- for a certain period, i.e. the business trip cannot be indefinite. However, the minimum and maximum travel periods are not established by law. We believe that the specific duration of the business trip is determined by the employer depending on the volume and complexity of the official assignment;

— to another location (outside the place of permanent work), including abroad. It is not defined what constitutes another locality for the purposes of sending an employee on a business trip. In our opinion, another area should be determined taking into account the existing administrative-territorial structure. That is, another locality is a different locality in relation to the one in which the employer is located;

- to perform a service task. Moreover, it must be carried out specifically for the employer, and not, for example, for the organization to which the employee is sent. The purposes of a business trip may be the conclusion of an agreement (contract, agreement), including a preliminary agreement; conducting business negotiations with counterparties; product presentation; attendance at a conference, seminar, working meeting; representation of interests in court, exchange of experience; taking advanced training courses; audit of branch accounting, etc.

These features distinguish a business trip from other official trips of employees, when permanent work takes place on the road or is of a traveling or mobile nature, or when the trip takes place within the locality where the employer is located. Other business trips cannot be registered as business trips (Part 2 of Article 91 of the Labor Code).

Example 1 A deputy director needs to come to an organization located on the other side of the city to conclude an agreement with it. Such a trip will not be a business trip, since it is carried out within the same locality where the employer is located.

Example 2 The courier’s employment contract stipulates the traveling nature of his work. His official trips to another city, carried out in the performance of his work function, will not be considered business trips.

Example 3 A homeworker from Molodechno was invited to participate in a meeting at the employer’s office in Minsk. Such a trip will be a business trip.

2. How to formalize sending an employee on a business trip

Before the start of the business trip, you need to complete the following documents (parts 1 - 4 of article 93, part 2 of article 263, part 5 of article 271, part 6 of article 287 of the Labor Code):

1) the employer’s offer to be sent on a business trip, if it is necessary to obtain the employee’s written consent to be sent on a business trip. This written consent must be obtained:

- women with children under 14 years of age (disabled children under 18 years of age);

- working fathers raising children under the age of 14 (disabled children under 18) without mothers (due to their long (more than a month) stay in a healthcare organization and for other reasons);

- single parents raising children under 14 years of age (disabled children under 18 years of age);

— guardians (trustees) of children under 14 years of age (disabled children under 18 years of age);

— disabled people (regardless of disability group);

- any employee sent on a business trip for a period of more than 30 calendar days.

Pregnant women are prohibited from being sent on business trips even with their consent (Part 1 of Article 263 of the Labor Code).

An example of the wording of an employer's proposal to go on a business trip In connection with the need to participate in business negotiations with Maximum LLC and Bright Planet ODO on the coordination of draft service agreements and annexes to them, we invite you to go on a business trip to Borisov from 16.02 .2022 to 02/17/2022. In accordance with Part 2 of Article 263 of the Labor Code of the Republic of Belarus, taking into account that you have a child aged 10 years, it is possible to send you on a business trip only with your written consent. We ask you to indicate your attitude to the proposal to send on the specified business trip.

Consent can be expressed by the employee in writing in the text of the proposal in a place specially provided for this purpose or in a separate statement.

An example of the wording of an employee’s statement of consent to be sent on a business trip. I, Elena Pavlovna Shilova, agree to be sent on a business trip to the city of Borisov from 02/16/2022 to 02/17/2022;

2) travel order. It is drawn up on the basis of the following documents:

- the employer’s proposals to send on a business trip with the employee’s written consent to be sent on a business trip, mentioned above;

- a memorandum on the business trip (for example, drawn up by the employee’s immediate supervisor - the head of the department and sent to the director of the organization);

— business travel plan;

— invitations from another organization;

— other documents justifying the need for travel.

Also, if an employee travels to and from a business trip in a company car, personal car, or a car driven by proxy, this should be reflected in the order.

An example of the wording of an order for the secondment of an employee To participate in business negotiations with Maximum LLC and Bright Planet ODO on the coordination of draft service agreements and annexes, I ORDER: 1. Send Elena Pavlovna SHILOVA, manager of the customer service department, to Borisov for a period of 2 calendar days from 02/16/2022 to 02/17/2022 in a company car (Nissan Almera model, registration number 1234 AB-7).2. Accountant Radevich O.A. calculate and pay travel expenses at the expense of Start LLC.

Let us note that sending the head of an organization on a business trip has no special features.

An example of the wording of an order for the secondment of the head of an organization to participate in the XXVIII International Exhibition and Congress HI-TECH 2022 TO SEND: Andrey Borisovich, director of Start LLC, to St. Petersburg (Russian Federation) for 3 calendar days from 02.15.2022 to 17.02 .2022.Payment of travel expenses at the expense of Start LLC.

Since a business trip order relates to orders for personnel, its registration number must be supplemented with the appropriate letter depending on the duration of the business trip, which affects the shelf life of such an order: the letter “l” if the business trip period is less than 1 month (the shelf life of the order is 3 years ), or the letter “k”, if the duration of the business trip is more than 1 month (the shelf life of the order is 75 years) (subclause 142.3, part 2, subclause 142.4, clause 142 of the Office Management Instructions, subclause 21.3, 21.4, clause 21 of List N 140).

The posted worker should be familiarized with the travel order against his signature so that the worker is aware of the purpose (task) and duration (duration) of the business trip.

Based on this order, the posted employee is paid travel expenses. Thus, the employer is obliged to give such an employee an advance and (or) ensure the availability of funds in the account to which the bank payment card is issued, in Belarusian rubles and (or) foreign currency and reimburse the following expenses (clause 5 of Regulation No. 176, part 2 Article 95 of the Labor Code):

— on travel to the place of business trip and back;

- for renting residential premises;

— for accommodation outside the place of residence (daily allowance);

- other expenses incurred by the posted worker with the permission or knowledge of the employer.

3. Do I need to fill out a business trip assignment and travel certificate?

Before the start of a business trip, documents such as a business trip assignment and a travel certificate can be drawn up.

The business trip assignment, as a rule, indicates the purpose and objectives of the business trip, as well as the information necessary for their implementation (destination of the posted employee, plan of meetings and negotiations, list of issues to be resolved or studied, and in the case of concluding an agreement (contract, agreement) ) - the subject of this agreement (contract, agreement), etc.).

The travel certificate contains notes on the departure of the posted worker from the place of permanent work and arrival at it, as well as on the arrival of the posted worker at the place of business trip and departure from it.

Please note that the execution of these documents is not mandatory, which reduces the “travel” document flow.

Since the term (duration) and purpose of the trip are determined in the travel order, we can say that the travel certificate and the travel assignment in this part repeat the travel order. In addition, the duration and fact of the employee’s stay at the place of business trip are determined by travel documents, accommodation receipts, cash receipts and other documents confirming the route and presented upon return from the business trip.

However, a situation is possible when the employee does not have travel documents or documents confirming his residence at the place of business trip, and a travel certificate has not been issued. We believe that the employee in this case must submit upon returning from a business trip a document containing confirmation of the receiving party about the date of arrival (departure) of the employee at the place of business trip (from the place of business trip). If such situations occur regularly, then it is advisable to issue a travel certificate.

The need to issue a travel certificate, as well as its form, can be established, for example, in the Regulations on business trips or other employer’s regulations (Parts 2, 3 of Article 93 of the Labor Code). We believe that the need to draw up a business trip assignment and its form can be established in the same way.

Note When developing the form of his own travel certificate, the employer can use, as an example, previously valid forms of travel certificates in accordance with Appendices 1 and 2 to Instruction No. 35. And when developing his own form of assignment for a business trip, previously valid forms of assignments in accordance with Appendix 1 to Resolution of the Ministry of Foreign Affairs No. 3 and Appendix to the order of the Ministry of Information No. 175.

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Note on the results of a business trip

If the memo is drawn up as a business trip report, the following are added to the rules set out above:

1. Additionally, you must indicate whether personal or work transport was used. If yes, then state registration numbers of vehicles, as well as driver information, are entered. In addition, in this section it is worth clarifying the departure and return times, as this will allow you to accurately determine the duration of the trip.
2. It is also important to reflect the living conditions - in our example, the employee reports that he lived with relatives.
3. The next section is applications. It must indicate which primary documents have been provided to confirm the business trip. This could be a waybill, cash receipts from gas stations, parking receipts, a report on work performed, etc. Since the list of supporting documents is not regulated in any way, the more checks, receipts and invoices are attached, the easier it is for the accountant to write off business trip expenses.

Sample memo for business trip 2020

The document is sent to the accounting department, where it is registered, submitted for approval by management, and then used for its intended purpose.

If unplanned trips for work are a frequent occurrence in the company, one of its internal regulations can approve a sample or form of an internal memo. Then it will be easier for employees to report, and for an accountant to keep records and write off expenses.

What points and wording should it contain?

There is no special form for processing reimbursement of expenses, so it is possible to use a business trip memo according to the template accepted by the organization. It is compiled as follows:

• The header indicates the position of the employer, his full name. and the name of the company in the dative case. Please enter your full name below. and the position of a posted employee;
• The name of the document is written in the center. Then you should state the text of the appeal to the director. Indicate the date of departure and return, purpose of travel, number, make and registration number of the car;
• Below are the attached papers (checks and payment receipts, etc.);
• the date and full name are entered. and the employee's signature.

The director puts his signature on the document. The employee's expenses indicated in the note are recorded by the company's accountant for reporting to the tax authorities and compensation for expenses incurred.