Business trip report in 2022 - form and sample to fill out

What kind of document is this

Any reporting implies some kind of report on the work done. The business trip report reflects what was done during the period of performance of work duties outside the office or production. They report either briefly or in detail - specific requirements are set by the employer.

A few words about the official assignment. It contains a short list of what needs to be done. An example of drawing up a job assignment when traveling will help you draw up the document correctly and not miss important points.

Documents on the results of the work done

All working documentation is developed by the employer independently, since the Labor Code of the Russian Federation does not contain a requirement to provide a report on the work done on a business trip. For this purpose, the employer, based on the provisions of Articles 8 and 22 of the Labor Code of the Russian Federation, has the right to issue a regulatory act that will oblige employees to fill out the necessary paperwork upon their return from business trips. When resolving this issue, the organization has the right to develop its own forms or use the existing unified forms T-10 and T-10a, approved by Resolution of the State Statistics Committee of January 5, 2004 No. 1.

Report on a business trip to the accounting department in form T-10

An example of writing a business trip report using the T-10a form

If the T-10a form is used, the head of the unit makes a conclusion about the results of the official task or the purpose of the trip, writing a short note on the form that the task was completed in full.

If the goal during the work trip is not achieved, a record is made that the task was not completed. The reasons and conditions for which it is not fulfilled are set out by the employee in the form of a memo addressed to the manager (general director), who makes the decision:

on sending the employee on another trip to achieve his goals;
about the inappropriateness of new trips;
on taking disciplinary measures if the employee is at fault, etc.

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 did, 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. It is recommended to use a brief 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.

If the business trip was long and involved resolving several issues, then instead of a short one, use a full report on the business trip; 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 and 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.

If you create the form yourself

If a decision is made to develop job assignment forms and a business trip report independently, the management of the enterprise should provide mandatory requirements for the execution and provision of such documents - in particular, determine the following points:

deadline for filling out and submitting;
mandatory details and the amount of information provided (including the composition of information provided to the employer);
the recipient of the information (a specific department or a specific authorized person).

Business trip report: example of writing in free form

These decisions of the employer must be formalized in a local regulatory act, with which all existing and newly hired employees must be familiarized with signature. Familiarization is strictly subject to signature.

Who cooks and when?

An employee prepares a report. The concept of a business trip is explained in Chapter 24 of the Labor Code of the Russian Federation. The employee is authorized to carry out some assignment from management outside of regular work. Exceptions are cases when the employee’s functionality includes regular movement. For example, couriers, members of mobile emergency repair teams, and sales representatives do not report the details of their trips in any form.

It should be noted that the requirements apply only to those who are in an employment relationship. A person providing services or performing work under a civil contract cannot be sent on a business trip.

The period is not established by law; it is determined in local acts. Usually it coincides with the deadline for submitting the advance report if accountable funds were issued. The employee also submits travel documents and a travel certificate (if available).

Important Terms for Management

Any manager should take into account that not all employees are allowed to go on business trips. Officials determined that pregnant women and minor employees should not be deployed under any circumstances. Even if these employees are not against the trip and have expressed their consent in writing.

It is permissible to send some specialists on a business trip only after receiving written consent from them. These include:

Single parent raising a child under 5 years old.
Parents of children under three years of age.
Parents of disabled children.
Workers caring for sick relatives in medical care. conclusions.

If written consent is not received from such a specialist, then representatives of the labor inspectorate will punish the organization.

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 familiarized to all specialists against 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 2022 (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.

Step-by-step instruction

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

Step 1. Specify the recipient.

In the upper right corner of the reporting form, indicate the position of the head of the enterprise and 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 2. Register the originator’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 is relevant in a large organization with a complex organizational structure.

Step 3. Document title.

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

Step 4. Specify 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 is sent to another location. For example, “taking advanced training courses” or “participating in training.”

Step 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 is 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 is not concluded with the supplier due to the product’s non-compliance with the presented quality characteristics.

How to write a report on the completion of a work assignment for a business trip

When writing a report, whether filling out paragraph 12 of the T10a form or drawing up a separate document in any form, you should focus on the text of the job assignment itself (in the T10a form it is contained in paragraph 11) and state it point by point, as if answering the corresponding points of the task - what done, what wasn't and why.

For example, if the goal was to conduct negotiations and conclude an agreement, write that negotiations were carried out, a contract for 10 million rubles was concluded, or not concluded, since the other party offered very unfavorable conditions and did not make concessions.

A completed report on the performance of a job assignment on form T10a. Items to be completed are highlighted in red

If the task is extensive or a detailed answer is required, for which there is not enough space in paragraph 11 of the T10a form, the continuation is written on a separate A4 sheet, which is then attached to the official task form.

Failure to complete a business trip assignment is not always the fault of the employee. For example, there are often situations when a journalist goes out looking for interesting material for publication, which makes such an impression at the stage of initial acquaintance, and only on the spot is he convinced that this is not so.

During the Soviet period, a correspondent for a central publication went to a remote region to write an essay about a long-lived woman who was a contemporary of A. S. Pushkin. Having talked with her upon arrival, the journalist was convinced that she had spent her entire life in her native village, remembered little and had nothing special to tell. As a result, there was nothing to write about. But no one in the editorial leadership doubted that it was not his fault.

The question of who is to blame for failure to complete a service assignment is of fundamental importance from the position that if this happened through the fault of the business traveler, it seems logical to compensate the damage caused by him to the employer, forcing him to compensate for the money spent on the trip.

Usually, a report on an unfulfilled official task is accompanied by a memo from the direct superior of the seconded person, where he draws conclusions about the reasons for the failure and the degree of guilt of his subordinate. And the head of the organization has the right to either agree with these conclusions and approve them or not.

It is also possible to use a separate form for the report, developed and approved independently, or write it in any form (download a sample).

Sample job assignment not in T10a form. This option is used by Ukrainian employers. But using a form based on it will not contradict Russian legislation either

Internal requirements for travel reporting must be formulated in a local regulatory act, for example, the Regulations on Business Travel, or approved by a separate order.

A sample of a Ukrainian report on the performance of a job assignment not in the T10a form in the form of a separate document. Can also be used in Russia

For such types of business trips as foreign and student trips, there are no special requirements for reporting on the completion of an official assignment.

The specifics of a business trip abroad are manifested in the financial side of the issue and are reflected in the supporting documents that are attached to the advance report on the expenditure of travel allowances received before departure.

As for the student assignment, already at the stage of drawing up the official assignment, it is necessary to take into account that it should reflect the student nature of the business trip. It hardly makes sense for a student to set independent tasks. But the option, for example, to attend negotiations and master the technique of conducting them by observing a mentor or other experienced employee is more than acceptable. In turn, when writing a report, the student should be advised to focus on what he learned on the trip.

Since labor legislation prohibits sending a student on a business trip if it is not a student trip, a report on such a trip may become the subject of attention not only to tax authorities, but also to the labor inspectorate. This means that its design must be approached with increased attention.

The question often arises as to who should fill out the job assignment report. In practice, the following scheme is most often used:

The content part, in the case of the T10a form, is paragraph 12 and, if necessary, a separate A4 sheet attached to the form - the traveler himself, which seems logical: who else, if not him, should report on his own work during the business trip and its results.
A resolution on the completion or non-fulfillment of a task in form T10a, where a separate column is provided for this, or an internal corporate version of the document, if this is provided for in its form, is made by his immediate superior - as a rule, the head of a structural unit. He also seals the resolution with his signature.
Then the report is approved by the head of the company or his deputy.

For submitting reports upon return of a business trip, including a report on the performance of an official task, if provided for by company standards, the legislation sets a strict deadline - exactly three working days from the date of arrival.

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 on:

Payment for travel to the place where the work assignment is performed.
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.
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.
Per diem expenses that compensate for the inconvenience associated with an employee living outside of their primary place of residence.
Other expenses as agreed with the manager. For example, purchasing teaching aids, paying for certificates, and other services.

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.” The article presents a current template, step-by-step instructions for drawing up a reporting form and an example of filling out the document. All forms can be downloaded for free.

Business trip report

A business trip report is a document reflecting the completion of a business trip by an employee sent on a business trip.

Purpose of the document

A business trip (work trip) is a trip by an employee for a certain period of time for the purpose of fulfilling instructions from management outside the place of work established by the employment contract and job description. If the nature of the work already requires frequent travel, for example, the work of a delivery driver, then such trips are not considered a business trip and are not documented in any way. We are talking only about workers with a stationary workplace.

A business trip allows you to solve many problems:

conduct negotiations, participate in meetings, sessions, congresses;
conduct an inspection of remote structural units and branches;
improve the employee’s qualifications if the purpose of the business trip is to undergo training;
transport inventory, people, etc.

An employee sent on a business trip, according to labor legislation, retains his job, average earnings and has the right to compensation for expenses incurred during the trip.

The business trip report will serve as a document on the basis of which the employer makes a conclusion about the employee’s fulfillment/non-fulfillment of the tasks assigned to him by management. In some cases, failure to complete the tasks of a business trip may be grounds for disciplinary action being imposed on the employee.

Normative base

Article 166 of the Labor Code of the Russian Federation stipulates the rules for sending an employee on a business trip and the procedure for reimbursement of travel expenses.

Please note that issuing a travel certificate and travel report by employees is an optional procedure. Its necessity is determined by the employer independently (Articles 8, 22 of the Labor Code of the Russian Federation).

If the employer nevertheless decides that his employees need a report, then the form of these documents must be approved by the local regulatory act of the organization. As a rule, the forms are included in the Regulations on Business Travel of the organization. The deadline for the employee to provide reporting documentation is also stipulated there.

How the report is compiled

The report is compiled upon arrival from the trip. You can fill out the report either by hand or on a computer.

The document consists of the following main sections:

“header”, which indicates the title of the document, the name of the organization, and the date it was left;
information about the business trip: departure date, arrival date, basis for sending on a business trip (date and order number);
purpose of the trip. As a rule, it is transferred from the order. If management has set additional tasks, they are also included;
results. The goal was achieved/not achieved, partially achieved, etc. This section is the main one in the report, so the results are described in detail, indicating documents (for example, if the purpose was training, the date and number of the certificate, certificate of advanced training, certificate of completion of courses, etc. are indicated);
signature of the employee who prepared the report and date.

In addition to the report, documents confirming travel expenses (gas station receipts, checks, tickets, etc.) are also submitted to the enterprise’s accounting department.

Report storage

The business trip report is stored along with other documents about the employee’s assignment on a business trip, usually in the accounting department. The storage period for documentation is 5 years.