Order (instruction) on sending employees on a business trip. Form N T-9a

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.

Business trip order form

The form of the order is currently not legally approved . Since 2003, the employer has the right to develop his own - adding his own columns, rows and columns.

In order to develop your own business trip order form, you can take the unified order form T-9 .

ON A NOTE

In practice, many companies continue to use a large number of unified forms, sometimes removing unnecessary information.

Further, from our website, using a direct link, you can order a business trip for free using the T-9 form:

TRAVEL ORDER: FORM T9

This form is used when sending only one employee on a trip. If you are sending 2 or more employees, use the order form T-9a or your own form.

The only thing that needs to be changed in the T-9 form is to delete information about the job assignment, if the need to compile it is not enshrined in the company’s local act:

If it is customary for the company to issue a consent document, it is advisable to leave this field and adjust it.

The reason for a business trip may be:

• memo;
• minutes of the board of directors;
• board materials;
• an order to put some facility into operation, etc.

In this case, the reason for the trip can easily be indicated in the travel order. Again: this information will confirm the economic justification of the expenses incurred.

How to issue a business trip order for an employee using the T-9 form in 2021

As soon as the manager decides to send employees on a business trip, the person in charge must draw up an order about this.

At the top of the document the name of the business entity and, if necessary, the name of its structural unit are reflected. Here, next to it, the registration code of the enterprise is indicated, which it receives when registering with Rosstat (OKPO code).

This is followed by the name of the administrative document, its sequential number and date of publication. Under these details, the order will subsequently be reflected in all other forms.

In the following lines, you need to write down the employee’s number according to the time sheet, which is assigned to him at the enterprise upon admission, as well as his full name.

After this, the designation of the department where the employee works, as well as the position or profession he occupies in the organization are indicated.

The T-9 form below requires entering information about the place where the employee is going. Here you can enter the country, city or name of the receiving organization.

After this, the duration of the business trip is entered, and just below the start and end dates of the business trip are indicated.

In the next section it is necessary to reflect the purpose of the upcoming business trip as stated in the report or approved plan.

After this, the order reflects the source from which the expenses for the upcoming business trip will be financed. Next, you need to write down the name of the document and its details, on the basis of which the manager’s order is generated.

After this, the order must be endorsed by the management of the company, indicating the position and its data.

Attention! The posted worker should be familiarized with this order, and he must make a note on the order in the form of a visa and write down the date the order was read.

Based on the issued order, the responsible persons pay before the business trip the amounts for expenses during the trip, including daily allowances for business trips.

Sample of filling out an order

Here from our website via a direct link you can order a business trip for free using the T-9a form:

TRAVEL ORDER: FORM T-9A

Let's look at a sample of this business trip order. Taking into account the norms of Art. 166 of the Labor Code of the Russian Federation and clause 3 of the Regulations on business trips, the order must indicate the following data:

• name of the company or individual entrepreneur;
• Full name, position and department of the traveler;
• destination;
• term;
• purpose of the trip.

The order must be signed by the head of the company or the individual entrepreneur himself, or a person performing his duties or acting by proxy.

The order should be familiarized to the traveler against signature, so that he knows his task and prepares for it in advance. In this case, for improper execution or failure to comply with this order, the employee can be brought to disciplinary liability under Art. 192 of the Labor Code of the Russian Federation and the internal act of the company.

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

When it is necessary to send several employees on a business trip at once, then in this case the order form t-9a is used. The standard form includes columns to reflect the trip of three people. If necessary, the form can be expanded to cover the required number of employees.

The document is filled out as follows. The full name of the company is entered in the upper part, and next to it in the column on the right is its code according to the general OKPO directory.

Further below, the serial number of the order and the date on which it was drawn up are indicated. Under it, this order will then need to be registered in the order book for the organization.

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The document itself looks like a table. The lines contain indicators that need to be noted for each employee. Data on the latter are entered into columns. The rows in this table are not numbered.

Full name is written in the first line. employees who are going on a business trip. The next line contains their personnel numbers.

In the third line you need to write down the names of the departments in which the employee works. Quadruple - the names of their positions, as indicated in the staffing table.

The next line should include travel details. It, in turn, is divided into several substrings.

In the fifth and sixth fields you need to write down the name of the country and city where you will be traveling, as well as the name of the host organization.

Next come the seventh and eighth lines - in them you need to write down the start and end days of trips for each of the employees. The ninth includes the number of days of travel for each business traveler. The tenth line should contain a brief summary of the purpose of the trip.

Eleventh line - it indicates the source of funds from which payment for the business trip is made. Usually these are the company’s own funds, but in some cases the business trip may be paid for by the host party.

The twelfth line serves to confirm that the employee has read the order. In it he must put his signature and the date when he did it.

At the bottom of the document, after the table, there is a line in which you need to enter information about the document on the basis of which the business trip is issued.

The completed order is signed by the director of the company.

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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Related documents

When an order is drawn up to send an employee on a business trip, a personnel specialist can draw up additional documents along with it.

It is important to remember that some of them are no longer mandatory, but must be compiled if this is expressly stated in the accounting policies:

• Travel certificate. It is necessary to put marks in it in the form of seals of the receiving companies. It is not mandatory, but can be used by the employer at will.
• Service assignment. A document in the T-10 form, which contained a list of tasks that the employee had to complete during the trip. Currently also recognized as optional.
• Logbook for travel workers. A note must be made in it when the employee departs on a business trip and when he arrives at the company. Nowadays, journaling is not mandatory.
• Service note. Drawed up by the employee justifying the amount of the requested accountable amount for the duration of the business trip. Another note can be issued upon arrival from a business trip with a request to pay the costs of purchasing fuel and lubricants - if the employee used a personal car.

Additional information in the travel order

After the abolition of the obligation to have marks in the travel certificate, the time an employee spent on a business trip began to be determined by travel tickets. It’s even easier with foreign business trips: dates are determined by customs control stamps. However, not all customs offices of the CIS countries put stamps on the passage of control. It may also be that the employee goes on a business trip in his personal car or takes a company car. How to determine travel dates in this case?

Then we recommend that you draw up a memo indicating the dates of departure and return and coordinate it with the manager. In addition, information that the employee will use a personal car or receive a company car for the trip should be indicated in the order. Entering this information will help you correctly calculate the amount of daily allowance and the average salary during a business trip.

If during the trip the employee moves by car to different destinations, this information must also be included in the service record or indicated in the order. Because, without stamps in your passport and tickets, it is impossible to correctly calculate the daily allowance rate when crossing the borders of CIS countries, in which the company may set different daily allowance amounts.

Director's business trip

It happens quite often when the head of the organization himself goes on a work trip. In this case, he sends himself on a trip, having issued a sample of a business trip referral accepted in the organization (Form T-9).

Usually, simultaneously with the travel order, an order is issued to temporarily assign the duties of the director to another person, for example, to a deputy. There is no unified form of the order, so it is drawn up arbitrarily. The main thing is to indicate your full name. the replacement and the period during which the employee will act as manager, as well as the date of publication and signatures of both parties.

If the director often travels on business trips, it is more advisable to issue one local regulatory act, which indicates that during the director’s absence, another employee will perform his duties.

In what order and taking into account what features should the T-9a form be filled out?

The T-9a order form is usually used in cases where it is necessary to send several employees on a business trip. The difference in this form in its structure is that here the list of employees is located from left to right, and not from top to bottom, so the form can only be used for a limited number of employees of the enterprise.

The so-called “header” of the form is filled out similarly to the T-9 form. Next, all the necessary lines and columns are filled in, but for several employees at the same time.

Reason: Official assignment dated March 20, 2020.

When all lines are completed, the document is signed by the head of the enterprise and the employee sent on a business trip. Signatures must be decrypted.

How are the duration of a business trip and the dates of departure/arrival from a business trip determined?

The duration of a business trip is determined by the employee’s immediate supervisor, taking into account the complexity, volume and other factors of the job assignment.

The date of departure of a vehicle, for example, a train, bus, plane, from the main workplace of a business traveler is usually considered the day the employee departs on a business trip. Accordingly, the date of return from a business trip is the date of arrival of any vehicle at the employee’s place of usual work (Resolution of the Government of the Russian Federation of October 13, 2008 No. 749).

Important! Regardless of the specific time of departure or return of the employee, the terms of the business trip must be indicated in full days . So, for example, if an employee left at 22:15, then the date of this particular day should be indicated and this very day should be included in the duration of the business trip.

When an employee returns from a business trip, for example, at 00:20, this day must be recorded as a full day of return from a business trip.

Important ! It is prohibited to carry out the procedure for registering a business trip after it has been completed, i.e. backdating.

Dates

The start and end dates of business trips are set in accordance with the rules outlined in the Regulations on the specifics of sending employees on business trips. They must be indicated in the order based on the official assignment.

Determining these dates is a very important issue that must be accurately resolved when drawing up an order. Therefore, let's talk in more detail about the rules by which it is carried out.

The date of departure on a business trip should be considered the day when the vehicle left the employee’s place of work. In accordance with this, the date of arrival is the day when the vehicle with the business traveler arrived back.

In this case, the day of departure or arrival should be considered the current day if the vehicle arrived/left before 24 hours inclusive. If arrival/departure takes place from midnight or later, then the day of departure or arrival should be considered the next day. This aspect must be kept in mind, since confusion in such cases occurs quite often.

In addition, there may be cases when the place of departure or point of arrival is located outside the city. The time it takes a worker to get there also needs to be taken into account when calculating dates.

See the video for an example of a business trip order.

https://youtu.be/nOdKPI0HnB0

Related documents

• An order (instruction) to transfer an employee to another job. Form N T-5
• Order (instruction) on the transfer of employees to another job. Form N T-5a
• Order (instruction) to reward an employee. Form N T-11
• Order (instruction) on incentives for employees. Form N T-11a
• Order (instruction) on granting leave to employees. Form N T-6a
• Order (instruction) on granting leave to an employee. Form N T-6
• Order (instruction) on termination (termination) of an employment contract with employees (dismissal). Form N T-8a
• Order (instruction) on termination (termination) of an employment contract with an employee (dismissal). Form N T-8
• Order (instruction) on hiring an employee. Form N T-1
• Order (instruction) on hiring employees. Form N T-1a
• An official assignment for sending on a business trip and a report on its implementation. Form N T-10a
• Registration card of a scientific, scientific and pedagogical worker. Form N T-4
• A note indicating the provision of leave to an employee. Form N T-60
• Personal account (svt). Form N T-54a
• Personal account. Form N T-54
• Payslip. Form N T-51
• Payroll. Form N T-49
• Timesheets for recording working hours and calculating wages. Form N T-12
• Time sheet. Form N T-13
• Staffing schedule. Form N T-3

In what order should the T-9 form be filled out?

Filling out the T-9 form is quite simple, since for each line and column there is an explanation in the form itself of what needs to be indicated in it. It is very important not to make mistakes when filling out the so-called “head” of the T-9 form.

Next, we proceed to filling out that part of the form that contains direct information on this business trip, including about the employee who should be sent on the trip