Why do you need a job assignment and how to write it correctly

Business trips - the diversion of employees from their permanent place of work, trips to carry out assignments from management - must be properly documented. Previously, the official assignment was issued together with a travel certificate and an order for the organization. What role does a job assignment play when going on a business trip nowadays, how to draw up a document and what are the rules for document flow regarding it - more on that below.

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What documents does a business traveler need?

An employee sent on a business trip is subject to serious requirements for paperwork - the papers confirm the company's expenses, controlled by the fiscal authorities.

The current version of Government Decree No. 749 dated 10/13/08 speaks of the need:

• written order from the administration to go on a business trip;
• advance report on business expenses.

All entries in the advance report are confirmed by primary documents (travel, living expenses, etc.). The written order is issued in the form of a business trip order, which briefly describes, among other things, its purpose.

Despite the reduction in documentation for business trips at the legislative level, many personnel officers continue to issue both a travel certificate and an official assignment for a business trip, believing that the mandatory documents specified in the legislation are not enough to fully account for the business trip.

Both the order and the job assignment reflect the goals set by management for the employee. The job assignment has a number of features.

Service assignment form T-10a

Russian employers send employees on business trips, guided by the norms of Russian Government Decree No. 749 dated October 13, 2008. For a long time, it contained a requirement for the mandatory preparation of a job assignment - and for these purposes, a unified form No. T-10a was used (since 2013 - any its analogue). It was precisely this that had to be used as the primary document on the basis of which travel expenses were taken into account in order to correctly calculate taxes.

Starting from the edition dated January 8, 2015, Resolution No. 749 does not contain requirements for the mandatory use of job assignments. Expenses are taken into account on the basis of a business trip order. But many employers, out of habit, continue to draw up job assignments for posted workers.

Despite the fact that unified forms have, for the most part, ceased to be mandatory, many enterprises continue to use them. This also applies to the unified form T-10a, put into effect by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1: it is convenient, simple in structure and familiar.

Is a job assignment required?

Resolution No. 749 does not mention this type of document, and therefore it is considered that the organization has no obligation to draw it up. If the business trip is urgent, it is easier to get by with a written order for the organization; this will not be considered a violation. However, if a serious long trip is ahead, the employee should still present the task in the clearest, most detailed form, in a separate document. Usually, a memo or, more familiar to the employee and management, an official assignment is drawn up.

It not only indicates the purpose of the trip, as in the order, but also provides a more detailed list of tasks that the seconded employee must perform to achieve it. This detailed form of presenting the task is convenient: it makes it possible to avoid misunderstandings and inaccuracies when carrying out an official assignment to an employee and to easily monitor the execution of the administration.

A travel assignment is considered an internal document; its application must be reflected in local acts relating to business trips (Article 8 of the Labor Code of the Russian Federation).

On a note! Order No. 558 of the Ministry of Culture dated 08/25/10 on the list of management documentation and storage periods for documents under No. 669 specifies documents on the secondment of employees, including official assignments. Their shelf life is 5 years, and 10 years for business trips abroad.

Is it necessary to prepare a work assignment for a business trip?

In 2015, the Resolution establishing the employer’s obligation to draw up a number of documents for registration of business trips lost its force.
The decision on how to process a business trip now rests with the company administration. The main requirement of the new legislation is the mandatory existence of a written order from the director on sending employees on a trip.

All other forms, including official assignments, can be drawn up if the company management stipulates their execution in local regulations and is required due to the specifics of business activities.

At an enterprise, such a local act is considered to be a regulation on business trips, which contains an algorithm for processing business trips, created by adapting existing legislative norms to the activities of the organization.

The importance of such a document as a business trip order is expressed in the fact that the business trip order contains only the general goals of the upcoming trip.
Nevertheless, management can reflect detailed information for the employee by drawing up an official assignment for sending on a business trip. Attention: the business trip regulations may establish that an employee’s business trip must be accompanied by an official assignment.
In this case, this document must be generated when sending an employee on a business trip. The opportunity not to formalize an official assignment is provided due to the fact that the information contained in it is also reflected in a number of other documents, for example, in office memos, orders from the manager on a business trip, etc.

Who issues the official assignment and who must sign it?

The execution of a job assignment for a seconded employee can be entrusted to his immediate superior, for example, the chief engineer, if an ordinary engineer is sent on a secondment. Quite often, the registration is carried out by an employee of the personnel service on the basis of a memorandum from the head of the department, approved by the head of the company.

The written assignment for a business trip is signed by:

• head of the company;
• head of a structural unit;
• the worker himself.

The number of copies of the document is specified in the LNA. Most often they are limited to one copy. The task is issued to each employee separately, even if they are sent on a business trip as a group, according to the order.

The head of the company, going on a business trip, draws up an official assignment for himself as an employee and signs it himself.

The document provides not only the task as such, but also a report upon return from a business trip on its execution. It must be provided to management regardless of whether the approved T-10a form is used or a free one adopted by the company and enshrined in a local act.

After the end of the trip, the task is submitted along with the advance report and documents confirming the expenses. If the organization's document flow provides for a travel certificate, it is also attached to the package.

On a note! If the use of an official task is prescribed in the LNA, the employee is obliged to report in writing on the execution, otherwise he will be punished under the Labor Code of the Russian Federation, Art. 192.

What is a business trip assignment?

A job assignment is an official internal document of the company; it is drawn up when an employee is sent on a business trip. It records the purpose of the trip, and also lists a list of tasks that the employee must complete within a specified time frame and under certain conditions. It serves as the basis for issuing an order for the corresponding business trip. The returning employee is required to report on the achievement of the goals formulated within the work assignment, submit an expense report, as well as a travel certificate.

There is a job assignment form approved by Decree of the Federal State Statistics Service of the Russian Federation No. 1 called T-10a. Enterprises are not required to strictly use this form for maintaining travel documentation. In other words, any manager of an enterprise has the authority to modify it or introduce a new one (taking into account the standards recommended by Goskomstat).

It is important to understand that the information contained in the job description must also be in the order to send a company employee on a business trip.

Business travel must be documented

Is it necessary to fill out a job assignment?

Since 2014, the execution of an official assignment is not considered an indispensable requirement, just like the execution of a travel certificate (see Decree of the Government of the Russian Federation of December 29, 2014) . However, many organizations, for a number of reasons, still prefer to use this document in their work today. For example, an official assignment, along with a memo or memo, can serve as the basis for issuing an order that the employee is going on a business trip.

Documents when a manager goes on a business trip

In the case when we are talking about a business trip of the head of an organization, the rules dictated by the current legislation regarding the execution of an official assignment remain unchanged. However, when a manager goes on a business trip, someone must take on his official responsibilities. In particular, sign cooperation agreements, contract and employment agreements, various orders for the enterprise, as well as other documents, the release of which cannot be stopped only due to the absence of the director.

In order to resolve the situation, it is necessary to delegate authority to someone. Along with additional responsibilities, this employee also receives the right to sign documents, confirmed by a power of attorney. As a rule, the validity period of such a document can be up to three years, however, in the case of a business trip, it is possible to set a minimum period. It is not necessary to have such a power of attorney certified by a notary.

Execution of a power of attorney is necessary if the head of the company is sent on a business trip

Composition of the document

A service assignment for a posted employee, drawn up in any legal way (on a unified form or without it) contains certain details:

1. Document header. Consists of the name of the document, number, date, name of the company that sent the employee on a business trip.
2. Information about the posted employee. Full name, position, personnel number, department to which it belongs.
3. Business trip information. This will include the name of the receiving party, the location of the business trip, its expected start and end dates. Indicate the number of days of the business trip, including those without being on the road. Form T-10a provides the name of the organization that pays for the business trip. Usually this is the same company where the business traveler works. If the document is drawn up in free form, according to the rules of internal LNA, this paragraph may be omitted, meaning by default.
4. Base. The details of the base document are indicated here. Most often this is a business trip order, but there may also be another document, for example, a remote work plan if a technical specialist is sent on a business trip.
5. Exercise. Enter the purpose of the trip, point by point.
6. Report on the completion of the task. This item is filled out after the employee returns either by himself or by his immediate supervisor, who is able to objectively assess whether the subordinate has completed the assigned task.
7. Signatures. The head of the company, the department and the employee himself sign. A separate paragraph includes a resolution on the completion of the task and the signature of the head of the unit under it (for the second time, upon the employee’s return).

In many cases, the T-10a form is not used because it has limited fields to fill out. If the content of a job assignment is voluminous, it is inconvenient to fill out such a document. Then a free form is used with the inclusion of the above data.

Business trip assignment (form T-10a). Sample filling

The “header” of the form is filled out traditionally: name of the organization, date of compilation, number, surname, first name, patronymic of the employee whom we are sending on a business trip, his personnel number.

Next is a table containing general information about the planned trip; fill in all the columns sequentially:

• “structural unit” - the unit in which the traveler works;
• “position” of the traveler;
• “country, city” – the locality to which we send the employee;
• “organization” – the name of the enterprise to which the employee is sent;
• “date” – indicates the start and end date of the business trip, the first day of the business trip is the day of departure from the place of permanent work, the last day is the day of arrival. If, for example, an employee leaves at 23.50 on May 29 and arrives at 00.10 on May 31, then the business trip is considered to last three days, despite the fact that he leaves late in the evening and arrives early in the morning, the first day of the business trip is May 29, the last day - May 31;
• “term” – the duration of the business trip in calendar days in full and without taking into account travel;
• The “paying organization” is the sponsor of the trip, most often the employer finances the business trip, but sometimes the business trip is at the expense of the host party. It is also possible for the trip to be financed by a third party.
• “reason” - here you should indicate the document that served as the reason for filling out the official assignment; usually, when making a decision to send an employee on a business trip, an official memo, letter or other similar document is drawn up, on the basis of which the T-10a form is already filled out.

Having filled out the table of information about the business trip, we proceed to drawing up the assignment for the employee. To do this, fill out the “task content” column below on the left; it states what the employee needs to do while on a business trip, what tasks are assigned to him.

Form T-10a is completed, all that remains is to sign the head of the enterprise and department and transfer the task to the employee.

Upon returning from a business trip, the employee must report on how well he completed the assigned tasks. To do this, in the T-10a form, opposite the “task contents” there is a column “brief report on the completion of the task”, in which the employee will write down what he did and what goals he achieved. The employee signs his report and submits the job assignment to his immediate supervisor.

The manager checks the employee’s report and, in the “conclusion” line, sums up the business trip, puts his signature and the current date.

Sample

Let's take a conventional example, in which Deputy Director Vasily Petrovich Ivanov goes on a business trip to carry out a number of assignments. After returning, he himself fills out a report on the completion of the task. The official assignment was completed by a personnel service employee on the written order of the director. The director is the employee's immediate supervisor. The unified form, according to the LNA, is not used by the company.

Agat LLC

Official assignment for sending on a business trip and a report on its implementation

No. 77-k

dated 10.10.19 Ivanov Vasily Petrovich tab. No. 5

Division - AUP, position - deputy director.

Sent to Stimul LLC, Ryazan, on a business trip for the period October 10-17, 2021, for a period of 8 calendar days, of which 2 days were on the road. Reason: order No. 65-k dated October 9, 2019 on sending V.P. Ivanov on a business trip.

Contents of the job assignment:

1. Conclusion of a contract for the supply of grapes. 2. Reconciliation of mutual settlements for the 1st-3rd quarter of 2021.

Director of Agat LLC Matrosov N.N.

Familiarized with the task: Deputy. Director Ivanov V.P.

Implementation report (filled out by the employee): 1. A contract for the supply of grapes dated October 12, 2019 was concluded. 2. Quarterly and general reconciliation of mutual settlements with Stimul LLC for the 1st-3rd quarter of 2019 was carried out.

10/18/19 Deputy Director Ivanov V.P.

Conclusion on the completion of the task: completed in full (filled out by the director).

Director Matrosov N.N.

Service assignment (form T-10a)

Home / Personnel documents

An official assignment is a document that contains basic data about a business trip and which is the basis for issuing an order to send an employee on a business trip.

The purpose of this document is a report on the result of the trip, whether the task was completed or not.

To draw up a job assignment, the unified form T-10a is used.

Is it necessary to use this form?

The job assignment does not have to be drawn up in a unified form; an organization/individual entrepreneur can independently develop its own form and approve it by order of the organization.

Moreover, at present there is no mandatory requirement to use a job assignment of any form in personnel records management.

But the employer can leave this document and formalize its use in the accounting policy or other local regulatory document.

Grounds for issuing a job assignment

The following documents may serve as the basis for filling out a job assignment:

1. Service memo;
2. Order of the head of the organization/the individual entrepreneur himself;
3. Order from a higher organization.

The exact document has not been defined, and in some companies the job assignment itself serves as the primary document, that is, it is filled out according to the verbal order of the manager.

According to the rules of office work, the official assignment must be filled out first of all by the employee’s immediate supervisor or secretary, and then sent to the personnel department for issuing an order.

In practice, it turns out differently: first, an order is issued, and then the official assignment and travel certificate are printed, especially if the orders are issued in a specialized program.

Instructions for filling out form T-10a

Cap part

Name of company

It should be included here in full, without abbreviations. This procedure is established by Decree of the State Standard of the Russian Federation dated March 3, 2003 No. 65-Art. It also clarifies that if the constituent documents contain an abbreviated name of the company, it may be indicated below the full name (or next to it in parentheses).

The above document is valid only until 07/01/2018, and then GOST R 7.0.97-2016 will come into force, but it also contains the same requirement regarding the name as a document requisite.

All the above rules fully apply to individual entrepreneurs.

OKPO code

Next to the name there is a small field reserved for OKPO; the data for filling it out is taken from the list of codes issued by statistical authorities when registering a company. But leaving this field empty will not be a serious mistake.

Number and date of document preparation

The current date is set when the task is completed. The document number must match the number of the travel certificate, since both of these documents are drawn up individually for each employee going on a business trip.

Employee's name

The line contains the last name, first name and patronymic of the employee sent on a business trip.

Personnel Number

This is an individual employee code in a given organization, which is assigned upon hiring. Since the mandatory assignment of personnel numbers is not provided for by current legislation, this line is filled in only if it is available.

Tabular part

Columns:

1. Structural unit – placed if available;
2. The position is entered in full in accordance with the staffing table and the employment contract;
3. Country and city where the employee is sent;
4. Name of the organization where the employee is sent;
5. The start date of the business trip is the day the employee departs, regardless of what time the transport departs (even if at the end of the working day);
6. The end date of the business trip is the day the employee arrives, regardless of the time of arrival;
7. Duration of business trip – days calculated from the date of departure to the date of arrival are entered;
8. Duration of a business trip, not counting travel time - this period is calculated according to the marks placed on the employee’s travel certificate in each organization where he will visit during the business trip;
9. Paying organization - the name of the organization at whose expense the employee goes on a business trip;
10. Basis for filling out the job assignment.
11. The content of the assignment, that is, the purpose of the business trip - briefly outlines the reason for sending the employee on a business trip;
12. Brief report on implementation – briefly sets out the list of work or activities carried out. To be completed by the employee.

The following are the signatures under the document:

• Column 11 includes the head of the structural unit where the employee works (or his immediate superior) and the head of the organization. Signatures are placed when drawing up a work assignment before the employee departs on a business trip.
• Column 12 is signed by the employee himself. Based on the employee’s report, the head of the department writes a conclusion about the work done and also puts his signature and date. This side is filled out after the employee returns from a business trip.

Duration and place of storage of the service assignment

After returning from a business trip, the employee submits the official assignment along with the advance report, among other “supporting” documents.

The storage period for an official assignment is not documented, but after studying the List of documents generated in the course of business activities, the following conclusions can be drawn:

• The storage period will be 75 years if the work of an employee sent on a business trip involves harmful and dangerous working conditions;
• 5 years in all other cases - as an appendix to the primary accounting documents (advance report).

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How to count days correctly

A preliminary calculation of the employee's absence days is made before dispatch and is included in the text of the assignment. The actual duration of the business trip is determined primarily by travel documents. The starting point is the date of departure of transport from the place where a member of the work team works permanently.

In case of loss of travel documents:

• use documents confirming the rental of housing by an employee on a trip (hotel receipt, any other documents indicating temporary residence);
• The employee does not have documents for accommodation and travel - he draws up a memo (or any other document) in which he indicates the actual duration of his stay on a business trip, and the receiving party confirms it with the signatures of its responsible persons.

If the employee used company or personal transport instead of public transport, or involved third parties in the transportation, he draws up a memo with attached any documented data that the travel was carried out along the required route (waybill, gas station cash receipts, etc.).

When calculating business trip days reflected in the order, in the official assignment and in the report on its execution, it should be taken into account that:

• a day is counted up to 24 hours, including the last minutes, from zero hours – the next day;
• if the station, airport, marina are located outside the city limits, the travel time to them is included in the business trip period;
• The appearance of the business traveler at his permanent workplace on the day of departure and arrival is negotiated with the administration.

Briefly

• A business trip assignment is a document in which it is possible to specify in detail the purpose of a business trip, in contrast to a business trip order, where it is formulated briefly.
• In addition, the official assignment reflects the result of the execution of this order. The document is not mandatory, but is often used in business trip accounting practice. There is a unified form, but the company has the right to refuse it in favor of its own form or to draw up a document in free form based on the LNA. If a document is mentioned in the LNA, its completion is mandatory.