Order to send an employee on a business trip using the T-9 form

Filling Features

Form T-9 is intended to be filled out only for those employees of the organization who spend most of their time at their main place of work. For those employees whose duties include constant travel (for example, drivers), there is no need to write business trip orders.

It should be noted that there is no need to ask employees for prior consent for a business trip - management has the right to send any employee on a business trip at its discretion.

Exceptions are those who have children under three years of age, as well as mothers and single fathers - these categories of workers can be sent on a business trip only with prior consent.

On what basis is the order issued?

According to the new rules, registration of a business trip currently requires only the issuance of an appropriate order from the manager about this.
As necessary, heads of departments or other responsible persons who believe that it is necessary to send an employee on a business trip draw up a report or memo addressed to the director of the company.

In them, they justify the reason for the upcoming business trip, its purpose, duration in time, and also propose candidates for this trip. The purposes of a business trip can be representative or production.

The manager, having studied the received documents, makes a decision on this issue, for the execution of which an order is issued to send him on a business trip.

At large enterprises, business trips are planned. This can be expressed in drawing up a travel plan for the current year. When the time specified in this document arrives, the HR department prepares a business trip order, which is submitted to the manager for signing.

In addition, the organization may draw up a job assignment, which is currently used by organizations at their discretion. It can also be used as one of the sources for forming an order.

Whatever the basis for this document, the responsible person can use a company letterhead or a specialized form, the unified form T-9.

Attention! The form of the business trip order must be recorded in the accounting policy of the enterprise or the Regulations on business trips, which can be issued in the organization.

Filling out an order in form T-9

Part 1

Conventionally, the T-9 form can be divided into 3 parts. The first thing that needs to be indicated in the business trip order: the name of the company indicating its organizational and legal status (IP, LLC, CJSC, JSC). Then the OKPO code is entered into the order (it is taken from the title documents), the order number for internal document flow, as well as the date it was filled out.

Part 2

The second part of this document includes basic information. Here you need to enter personal information about the employee: full name (full name), personnel number, position and structural unit (department) to which he belongs. Next, write the destination (country and city), the duration of the business trip (in calendar days), indicating its start and end date.

Pay attention to counting days

When filling out the T-9 form, it is important to correctly calculate the travel days - the trip must be calculated from the day of departure to the day of arrival. That is, if according to the travel document the departure time is 23:45, this day must be included in the business trip period (the same applies to the day of arrival). If a business traveler arrives at night at 00:05, this day should also be included in the trip.

Part 3

In the third section, you need to indicate the purpose of the business trip and be sure to indicate at whose expense it will be paid.

The purposes of the trip can be divided into two types.

Common goals:

• purchase of raw materials, equipment, materials for the organization’s activities;
• negotiations with partners, concluding new deals, agreements, contracts;
• personal participation of a company representative in controversial negotiations;
• searching for new suppliers and getting to know new markets;
• obtaining new skills, knowledge and skills, scientific research.

Narrowly focused goals

• control over the work of a branch, structural unit;
• training of young specialists;
• repair and maintenance of machinery and equipment in branches and structural divisions.

Just below, after the lines about the purposes and payment for the trip, you need to add a link to the document that served as the basis for the business trip. After the order is completed in accordance with all the rules, it must be submitted to the director of the organization for signature. Last but not least, the T-9 business trip form must be signed by the employee sent on a business trip. Opposite his signature is the date the order was created.

Order on sending on a business trip (form T-9 and T-9a)

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A business trip is considered to be the sending of an employee to perform his official duties outside the organization in which he, according to the employment contract, must perform his work. An exception will be the case when the employee has a traveling nature of work.

The assignment for a business trip must be in writing.

Typically, unified order forms are used for this: T-9 - for sending one employee on a business trip and T-9a - if there are several employees.

Download form T-9 or form T-9a

Download a sample of filling out form T-9 or form T-9a

Is it necessary to use these forms?

Since currently the use of unified forms is at the discretion of the employer, it is not necessary to use forms T-9 and T-9a. The organization has the right to independently develop an order form and approve its use.

You can also make changes to the unified forms, adapting them to the needs of the organization / individual entrepreneur.

Grounds for issuing an order

Until recently, the basis for issuing an order to send on a business trip was an official assignment, which was drawn up by the manager of the employee sent on a business trip. But since 2015, this document is no longer mentioned in the Regulations on the specifics of sending employees on business trips, so we can conclude that its preparation is not necessary.

But at the same time, the employer has the right to keep it in its document flow, enshrining this provision in local regulatory documents.

Thus, the following documents can serve as the basis for issuing an order to send an employee on a business trip:

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

In turn, the order to send on a business trip serves as the basis for the following actions and the preparation of the following documents:

• Travel certificate (form T-10) - filled out at the request of the employer;
• Time sheet (form T-12 and T-13);
• Issuing a sum of money for upcoming travel expenses;
• Calculation of wages for days on a business trip;
• Drawing up an advance report for the amounts spent.

Instructions for filling out the T-9 form

Form T-9 is intended for registration of sending one employee on a business trip. It is filled out in the following order:

Name of company

It should be included here in full, without abbreviations. It is allowed to enter an abbreviated name (if available) in brackets, as in the constituent documents. This procedure is established by Decree of the State Standard of the Russian Federation dated March 3, 2003 No. 65-Art.

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.

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.

Structural subdivision

Filled only if it is present, otherwise the line remains blank.

Position - entered in full without reduction.

Destination – indicates the country, region, locality and name of the organization where the employee is sent.

The line “Due to...”

This is a line to indicate the duration of the trip. It is calculated as follows: the first day is considered the date of departure on a business trip, even if the departure time falls at the very end of the day (for example, 23 hours 30 minutes). The last day of a business trip is considered similarly.

After the number of days of the trip, the start and end dates of the trip are indicated.

The purpose of the business trip is transferred from the document - the basis.

Next, it is indicated at whose expense the business trip will be paid.

The document that served as the basis for issuing the order - official assignment, memo, etc.

The signature of the manager, as well as the signature of the employee, indicates that he has read the order.

Sample of filling out form T-9

Instructions for filling out form T-9a

The form with the letter “a” is used when several employees are sent on a business trip at once. Unlike other orders, which have a tabular form, in this form the list of employees is not located from bottom to top, but from left to right, which does not allow this form to be used for an unlimited number of employees.

The basic details of the order are entered in the same way as filling out the T-9 form. Next comes the table, which is filled in as follows:

1. Full name of the employee - entered in full;
2. Personnel number - only if available;
3. Structural unit - if available;
4. Position – entered in full without abbreviations;
5. Business trip – enter the following information line by line:
   Country city;
6. Name of the organization where the employee is going;
7. Business trip start date;
8. Expiration date;
9. Number of calendar days of business trip;
10. Purpose of the trip.
11. Business trip at the expense of funds - the organization is indicated. Typically, this is the employer of the posted employee;
12. The employee’s signature stating that he has read the order and the date of familiarization;
13. An empty line in which you can enter additional information, for example, the amount of daily allowance;
14. After the table there is a line - it indicates the document on the basis of which the order was drawn up;
15. Signature of the head of the organization.

Sample of filling out form T-9a

Duration and place of storage of business trip orders

The original orders for sending on a business trip are stored in the book of orders for personnel work. After the end of the calendar year in which they were published, they are sent to the archive for storage.

The storage period for business trip orders is 5 years, with the exception of sending on business trips workers with harmful and dangerous working conditions - for such orders the storage period is 75 years.

Read in more detail: Business trip order (form T-9 and T-9a, sample and instructions)

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Confirmation of travel expenses

When returning from a business trip, an employee is required to provide the organization’s accounting department with all documents confirming his expenses. It can be:

• travel tickets, receipts for toll roads, parking, etc.;
• receipts from gas stations about the amounts spent on gasoline (when traveling in a personal car);
• checks, bills, receipts from hotels or hotels about expenses for renting rooms;
• any other payment documents that cover expenses related to the business trip.

Based on these checks and receipts, you will need to either return part of the travel allowances received in advance or receive compensation for funds spent in excess of the advance.

How to write a business trip order correctly

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The order is issued either on the company’s letterhead, or by using standardized forms T-9 or T-9a. Specialized programs provide the ability to fill out orders using standard forms automatically.

At the top of the document is written the name of the company and its registration code in OKPO statistics. Next, the date of issue of the order is indicated, its serial number, which is recorded in the enterprise registration book.

After this, it is necessary to fill in the personal data of the employee sent on a business trip, his personnel number, position, name of the structural unit - his place of work in the organization.

A business trip order must necessarily contain information about the place of the business trip with a breakdown of the country, city and name of the receiving organization. Information about the duration of the trip in calendar days is also filled in, with an exact indication of the start and end day of the business trip.

Below you need to make an entry about the purpose of sending the employee on a business trip, and determine the organization that will finance this trip.

The HR Inspector must complete the basis for travel. This could be an agreement, a business trip plan, a job assignment (if one is drawn up), etc.

The document is certified by the signature of the head of the company indicating his position and personal data.

The employee must be familiarized with the order against signature, with the full name deciphered and the date of signing indicated.

Sample of filling out an order for a business trip for several people using the T-9a form

If several employees go on a business trip at once, it is more advisable to issue a general order, form T-9a. The standard form of this document contains lines to reflect information on three employees. If necessary, it can be expanded to the required size.

The document must be prepared as follows. First, the form indicates the name of the business entity and the OKPO code assigned to it.

The next step is to write down the order number and also indicate the date when it was drawn up. Under this number, the document must then be recorded in the order book for the enterprise.

The body of the order is presented in a table. It is necessary to enter information about the trip of each employee. Information is reflected in lines. They are not numbered in the table.

Full name is written in the first line. an employee who goes on a business trip. The personnel number is entered in the second line.

The third line should contain the name of the employee’s structural unit, and the fourth line should contain the position in which he works.

The next line is intended to reflect information on a future trip. It, in turn, is divided into several substrings. So, the names of the country and city where the employee is sent, as well as the name of the receiving company are entered in the fifth and sixth lines.

In the seventh and eighth lines you need to write down the start and end dates of the business trip. The ninth reflects the total number of days of the business trip. In the tenth section, you must provide a brief description of your business trip goals.

The eleventh line is intended to indicate the source of funding for the trip. As a rule, such trips are paid for from the company’s own funds. However, in some situations the receiving party may also bear the costs.

The twelfth line is necessary to indicate to the employee that he has read the drafted order. He must write down here the date when he made the acquaintance and sign.

At the bottom of the order there is a line where it is necessary to reflect the document that serves as the basis for sending employees on a business trip.

The fully executed order must be signed by the head of the company.