Form T-9 and T-9a. Business trip order

A business trip order (form T-9, T-9a) is an administrative document directing an employee of an organization on a business trip. If there is a need to send an employee on a business trip, then first of all you need to draw up an appropriate order. The Ministry of Finance has developed unified forms T-9 for one employee and T-9a for a group of employees; it will be easiest to use these forms. and the form T9 and T9a can be found at the end of the article.

How to write a business trip order? Let's look at filling out an order using the example of registering a business trip for one employee using the T9 form.

Sample of filling out a business trip order (form T-9)

In the unified T-9 form, everything is thought out, so filling out this form will not cause any difficulties. Let's look at the basic data in the document:

• We set the date for placing the order and assign it an individual number. Also, at the top of the form, do not forget to indicate the name of the organization and its OKPO.
• In the body of the order we indicate the personal data of the employee sent on a business trip: full name, position, structural unit, as well as the personnel number assigned to him upon hiring.
• We indicate information about the place of assignment of the employee, that is, to which locality the secondee is sent and to which organization.
• The duration of a business trip is indicated in numbers, the first day of the business trip is the day of departure from the locality of the permanent place of work, the last day is the day of arrival at the place of permanent work.
• The purpose of the business trip is specified depending on the job assignment given to the employee.
• If necessary, fill in the line “travel at expense” and indicate the source of funding for the trip.

As a rule, the head of the department in which the employee works draws up a job assignment, which is given in the business trip order in the “grounds” line. The head of the organization signs the order, then we familiarize the employee with the order, and he puts his signature as a sign of his consent.

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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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An example of a business trip order for an employee

A business trip order is one of the mandatory documents when sending an employee on a business trip; upon return, the employee submits a completed advance report in form AO-1 with documents confirming travel expenses, a sample advance report can be viewed here, and a travel certificate, form T-10, confirming the fact of location business trip.

Changes in 2015: The Government of the Russian Federation, by its Resolution dated December 29, 2014, abolished the mandatory issuance of a travel certificate and official assignment. Details in this article.

Sample of filling out the unified form T 9

The order form for sending an employee on a business trip must be filled out without errors and include all the necessary data for accounting calculations. In order to avoid errors, we will consider a sample of filling out the form.

The completed form of the unified form T 9 of the order to send an employee on a business trip includes the following data:

• the name of the organization is indicated at the top of the form;
• OKPO;
• number and date of drawing up the order being drawn up;
• personnel number and full name of the traveler;
• name of the structural unit, if any;
• indication of the position held;
• destination of the business trip;
• the period of time of the business trip in calendar days with a breakdown of the start and end dates of the trip;
• the goal that must be achieved during the business trip;
• how the trip is financed;
• grounds for sending an employee on a business trip;
• signature of the head of the enterprise or organization;
• signature of the seconded specialist confirming familiarization with the order.

The sample form shows how to enter data:

Download the business trip order (form T-9). Sample filling and form

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Download samples of the organization's personnel documents : Form T-1 and T-1a. Employment orderForm T-2. Employee personal card Form T-3. Staffing table of the organizationForm T-6 and T6a. Vacation orderForm T-7. We draw up a vacation scheduleForm T-8. Order of dismissal Form T-10. Travel certificateForm T-10a. Business trip assignmentForm T-13. Working time sheetForm T-49. Payroll Form T-51. Payroll for calculating and calculating wagesForm T-53. Payroll for salary paymentsForm T-53a. Payroll register Form T-54. Employee's personal account Form T-60. Note-calculation on granting leaveForm T-61. Calculation note upon dismissal