Filling out the unified form T-9 - example

One of the forms of organizing an employee’s work at an enterprise can be a business trip. The concept of a business trip is disclosed in the Labor Code of the Russian Federation. A business trip is considered to be the performance by an employee (employees) of an enterprise of their official duties outside their permanent place of work, usually in another area (town, city, country) by written order of the employer. In the event that the employee’s work is in the nature of constant travel, then traveling will not be considered a business trip (Article 166 of the Labor Code of the Russian Federation dated December 30, 2001 No. 197-FZ).

When sending an employee on a business trip, one should be guided by the Decree of the Government of the Russian Federation of October 13, 2008. No. 749.

The business trip is carried out at the expense of the enterprise, travel days are also paid. The employee’s consent to travel on a business trip on business of the organization is not required, since it is issued by a direct order of the first person of the organization (director, general director, etc.).

The following have the right to refuse a business trip:

• One of the parents who raises the child alone (mother, father).
• Employees who have large families.
• Employees whose relatives are dependents or caretakers.

The listed categories of employees can still be sent on a business trip, but they must confirm their consent to the trip in writing.

It is prohibited to send on a business trip:

• Pregnant women working at the enterprise;
• Employees under 18 years of age.

To send an employee on a business trip, as a rule, an order is prepared in the form T-9 (when one person is sent on a business trip) or T-9a (when several employees are sent on a business trip).

The orders of forms T-9 and T-9a are similar, except that in form T-9a there is a plate where data on several employees of the enterprise is filled out, which allows you to rationally spend time on preparing the necessary documentation.

Currently, in business practice there are no strict requirements for the use of the above unified forms; the employer has the right to use them at his own discretion. An enterprise (firm) can create its own order form independently and approve it.

It is also permissible to make some changes to the T-9 and T-9a forms, making them more convenient for the needs of the enterprise or the work of an individual entrepreneur.

What may be the basis for creating a business trip order?

A number of documents may be the basis for creating a business trip order:

• Service assignment.
• Service note.
• Indication of an organization that has great powers in relation to this enterprise.
• Indication of the head of the enterprise, individual entrepreneur.

Despite the fact that since 2015, such a document as a “official assignment” is not mandatory for creating an order to send an employee on a business trip, experts recommend introducing it into the internal document flow of the enterprise, approving it with an order.

This will systematize and streamline work in the organization.

The order to send on a business trip, in turn, is the basis for the creation of subsequent necessary documents and actions, namely:

Documentation:

• A document in the form T-12 and T-13 - a timesheet form for recording the working time of an enterprise employee.
• Document in form T-10 - travel certificate form.
• Advance report – a document confirming an employee’s expenses during a business trip

Actions:

• Issuance of money on account, usually from the company's cash desk, for possible expenses during a business trip.
• Calculation of an employee's salary for the days during which he was on a business trip.

FAQ

Question number 1 . What purposes can be stated on the form?

Answer. Common goals:

• purchase of raw materials, equipment and fixed assets, materials for production activities;
• negotiations with potential clients, partners, suppliers in order to conclude new deals, agreements and contracts;
• search for new sources of raw materials and suppliers;
• acquaintance with new markets;
• acquisition of new knowledge, experience, exchange of knowledge and experience;
• presence of a company representative in case of disagreements and disputes.

Narrow goals:

• training of young employees, mentoring;
• control of the branch's work;
• equipment repair and maintenance.

Question number 2 . Is printing necessary on forms T-9 and T-9a?

Answer. According to GOST “Unified Documentation System”, an order in forms T-9 and T-9a is not stamped, since the document is internal and there is no need to confirm its authenticity.

Question number 3 . What fines does a company face if there is no order in form T-9 or T-9a?

Answer. Possible fines during a tax audit include:

• for officials - from 1000 to 5000 rubles;
• for individual entrepreneurs: from 1000 to 5000 rubles;
• for legal entities: from 30,000 to 50,000 rubles

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

Order forms and contents

When issuing an order to send a person on a business trip, the unified business trip order form No. T-9 is used. And in cases where you need to send several people on a business trip, you can use its version - No. T-9a.

The order must contain the following information:

• Name of the organization;
• structural division of the company;
• organization code;
• Personnel Number;
• FULL NAME;
• OKUD form code;
• position of the referred employee;
• destination, which includes the designation of the country, locality and organization);
• duration of the trip;
• travel dates;
• its purpose;
• its foundation;
• source of financing;
• signature of the director or manager;
• date of entry into force, that is, the preparation and signing of the order;
• Document Number;
• and the employee’s signature confirming his familiarization with the order.

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.

Features of filling out the form

These features include:

• the form is intended to be filled out only for those employees who spend most of their time at their main workplace;
• if the traveling nature of the work is indicated for an employee as the main duties, then business trip orders are not drawn up for him;
• There is no need to ask the employee’s prior consent for a business trip on an official form. By law, management can send any employee on a business trip at its discretion;
• exceptional cases are employees with children under 3 years of age, mothers and single fathers. Prior approval is required for sending such personnel on business trips.

What should a journal look like for recording orders to go on a business trip?

The responsible employee, usually an accountant, is required to register all orders for sending company employees on business trips in a separate journal, which is specifically designed for this purpose. The journal can be compiled in any form, on sheets printed on a computer or hand-graphed. Columns and lines of the journal are created arbitrarily, but the following information is important

• Date of document creation.
• The serial number under which the order is registered.
• The title of the position of the employee sent on a business trip.
• The full name of the employee sent on a business trip is indicated.
• The name of the structural unit (if any) where the employee directly works.
• Purpose of business trip.
• Start/end date of the business trip.
• The location where the employee is going.

Maintaining and filling out a log is mandatory for the responsible employee, since the absence of a completed log can lead to punishment for the employee responsible for this and the enterprise as a whole. This information may be useful later when certain controversial issues arise.

Personal card T-2: recommendations for filling out

Personal card T-2 is filled out for employees of all categories hired on the basis of an order (instruction) on hiring

Sample of the unified form T-2

The form of the personal card T-2 was approved by Decree of the State Statistics Committee of Russia dated 04/06/01 No. 26 “On approval of unified forms of primary accounting documentation for recording labor and its payment (hereinafter referred to as the resolution of 04/06/01).

The personnel service employee must keep in mind that the rules for maintaining personal cards of the T-2 form, with the exception of the Instructions for the use and completion of primary accounting forms and documentation for labor accounting and its payment, approved. Resolution of the State Statistics Committee of Russia dated 04/06/01 No. 26 does not exist, therefore the contents of this article can be considered as recommendations, and not as a tangible requirement for exact execution.

Documents required for issuing a personal card; information coding

To fill out a personal T-2 card, the HR officer needs the following employee documents:

1) passport (or other identification document);

2) work book;

3) military ID;

4) document confirming graduation from an educational institution:

5) insurance certificate of state pension insurance;

6) certificate of registration with the tax authority;

7) order for employment.

All other information is entered based on the information provided by the employee.

When encoding information in a personal T-2 card, you must be guided by a number of rules for filling out, defined by the Standard for Automated Personnel Management Systems:

1. If incorrect entries or information not related to this filling are made in the coding field, the T-2 form is considered damaged and must be rewritten. Therefore, it is recommended to either enter exact codes or not enter them at all until the T-2 personal card is submitted to the archive.

2. If there are no records or if the answers are negative (“I don’t have”, “I’m not a member”), the encoded part of this detail remains empty. 1 3. When indicating dates, the name of the month is written in full, the year is written in four digits; for example, September 14, 2004

4. Dates are coded in Arabic numerals in the following order: day/month/year; for example, 04/23/1998.

When filling out other sections of the card, you must follow the Instructions, approved. Resolution dated 04/06/01 No. 26.

Filling out sections of the form

The name of the organization is indicated in full, for example, closed joint-stock company Energostroi. The abbreviated name is indicated if it is. enshrined in the constituent documents. The OKPO of the organization is indicated on the side.

An employee's personnel number must contain no more than six digits. It is assigned to each new hire or employee and does not change with any movement of the employee within the organization until his dismissal.

The taxpayer identification number and the number of the insurance certificate of state pension insurance are indicated in accordance with the certificate of assignment of the TIN and the insurance certificate of state pension insurance.

In the “Alphabet” column the first letter of the employee’s last name is indicated.

The nature of the work is indicated: 'permanently', 'temporarily', etc.

The type of work (main, part-time) is recorded in full.

Gender is indicated by the letter “M” or “F”.

Last name, first name, patronymic are written down completely and legibly.

The date of birth is established on the basis of a passport or other identification document and is written in full in the text area, for example, “January 9, 1975.” In this case, the code is indicated as follows: 01/09/1975.

When indicating your place of birth, the following must be taken into account:

• the length of the entry, including spaces and punctuation marks, should not exceed 100 characters;
• districts and regions are written in the genitive case, without commas, with the following abbreviations: city - city, village - village, krai - kr., okrug - okr., region - region, village - settlement, district - rn., station - station;
• the words aul, kishlak, village, village are written in full;
• the code of place of residence is determined according to the All-Russian Classifier of Objects of Administrative-Territorial Division. OK 019-95, approved. Resolution of the State Standard of Russia dated July 31, 1995 No. 413 (OKATO); for example, at birth in Moscow, in the “Code” column it is indicated: 45.

Citizenship is written without abbreviations. Recording of citizenship and its coding is carried out according to the All-Russian Classifier of Information on the Population. OK 018-95, approved. Resolution of the State Standard of Russia dated July 31, 1995 No. 412 (OKIN).

Filling out the “Citizenship” column

The languages ​​spoken by the employee are indicated in full without abbreviations. The degree of knowledge of the language in text form is indicated as follows.

Information about language skills

When encoding the column “Knowledge of a foreign language”, two codes are indicated, with the first indicating the language code, the second - the degree of knowledge of it.

For example: “English - read and translate with a dictionary” is written in the “Code” column as: 014 1.

Education is recorded and coded according to OKIN and the All-Russian Classifier of Specialties by Education. OK 009-93, approved. Resolution of the State Standard of Russia dated December 30, 1993 No. 296 (OKSO).

According to OKIN, education is coded as follows.

Sometimes in practice problems arise with how to create a record of an employee’s education if it is not completed.

Information about incomplete education

Abbreviations of words when writing the name of an educational institution are allowed, without distorting the meaning of the name. In the case where the name of the educational institution includes the word “name”, you should write “by them”; if this is followed by the word “professor”, “academician” or something else, then you should write “to them.” professor', "im. academician”, etc. Orders are not indicated in the names of educational institutions.

All information about education (qualification, direction or specialty) is established on the basis of an education diploma.

The free lines in the education section are intended for the name and date of graduation of the second educational institution of higher or secondary vocational education.

If an employee graduated from two secondary or two higher educational institutions in different specialties, both educational institutions are recorded. Diploma qualifications are indicated in the following order:

• for higher educational institutions - “bachelor”, “master”, “specialist”. For the qualifications “bachelor” and “master” the direction is indicated, and for the qualification “specialist” the specialty is indicated;
• for secondary educational institutions - “technician”, “merchandiser”, etc.

The profession (main and additional) is indicated entirely on the basis of the staffing table and the order (instruction) on hiring. It is coded in accordance with the All-Russian Classifier of Worker Occupations, Employee Positions and Tariff Classes (OKPDTR). An additional profession is considered to be one that does not coincide with the main profession, but may be of interest to the organization.

Work experience (general, continuous, giving the right to a bonus for length of service, as well as the right to other benefits established in the organization, etc.) is calculated on the basis of entries in the work book and (or) in other documents confirming the relevant length of service.

Marital status is recorded and coded according to OKIN.

Marital status information

Only family members are indicated as part of the family, indicating the degree of relationship. The closest relatives are considered to be father, mother, son, daughter, brother, sister, the person in whose care the employee was, and other close relatives living with the employee.

Passport data is indicated in strict accordance with the passport. The residence address is recorded according to the rules for recording the place of birth.

In the event that an employee did not receive a work book on the day of dismissal due to absence from the workplace or for another reason, the personnel service employee sends notices by mail to the specified addresses about the need to come to the personnel department for a work book (or express consent to send it by mail) or inquiries about the employee’s location. Therefore, it is necessary to fill in both columns - the address of residence according to the passport and the actual address of residence, as well as the telephone number of the employee or immediate relatives.

Filling out the section on military registration

The main documents on the basis of which section is filled out. 2 “Information on military registration” of the T-2 personal card are:

• military ID (or temporary certificate issued instead of a military ID) - for citizens in the reserve;
• certificate of a citizen subject to conscription for military service.

Information about military registration

After filling out the “General Information” and “Military Registration Information” sections, the employee signs the personal card and personally puts down the date to confirm agreement with the entered information. The HR employee puts his signature, the name of the position and a transcript of the signature, thereby confirming that the entries were made by him personally on the basis of the submitted documents.

Entering information about hiring, certification, oo9.. about advanced training, incentives, etc.

When entering information about hiring and transfers to another job, you must fill out all columns of the table. Information must be entered without abbreviations

Information about hiring and transfers to another job is entered on the basis of an order (instruction) on hiring (forms T-1 and T-1a) and an order (instruction) on transfer to another job (form T-5). When filling out this section, the HR specialist must familiarize the employee with the entries made against receipt.

When filling out section. 4 “Certification” of the personal card, all columns are filled in, namely:

• date of certification;
• decision of the commission, for example, “transfer to a position,” “send for advanced training,” etc.;
• a link to a specific document (usually a protocol of certification results) indicating its number and date.

The “Bases” column may be blank, or it may indicate an organization’s order to send an employee for certification and/or an order to approve the certification results.

Data on advanced training are recorded on the basis of documents submitted upon hiring or received from the personnel training department. In the section “Advancement of qualifications” the following is indicated:

• start and end dates of training;
• type of advanced training;
• name of the educational institution (institute of advanced training of the ministry (department), faculty of advanced training at a higher educational institution, faculty of advanced training at a secondary vocational educational institution, institute of advanced training, advanced training courses at the ministry (department), advanced training courses at enterprises, scientific research and design and engineering organizations, higher and secondary vocational education institutions, institutes for advanced training and their branches);
• type of document (certificate, identification);
• the “Bases” column may be blank, or it may indicate an order from the organization to send an employee for advanced training.

Similarly, information about professional retraining is entered, indicating the specialty (direction, profession) in which the retraining is taking place.

When filling out section. “Incentives and awards” it is necessary to indicate the types of incentives applied to the employee (both at the organization level and at the level of ministries and departments), as well as list state awards.

Vacation accounting

In the “Vacation” section, records are kept of all types of vacations provided to the employee during the period of work in the organization. The basis for making entries are orders for granting leave.

When filling out the vacation table based on an order, only the start date of the vacation is entered, while the end date is entered “de facto”, after the employee has actually returned from vacation. This is due to the fact that if an employee is called back from vacation or is interrupted, the “End Date” column will indicate the employee’s return to work date, and not the planned end date of the vacation as ordered.

Leave without pay must be noted in the same table. It is taken into account when calculating the length of service that gives the right to annual basic paid leave, because according to Art. 121 of the Labor Code of the Russian Federation and it does not include the time of granting an employee unpaid leave lasting more than 7 calendar days.

Similarly, the length of service giving the right to annual basic paid leave and the time of parental leave before the child reaches the legal age are not taken into account.

In addition, according to Art. 121 of the Labor Code of the Russian Federation, from the length of service giving the right to annual basic paid leave, the time the employee is absent from work without good reason, including due to his removal from work in cases provided for in Art. 76 Labor Code of the Russian Federation.

Below are possible types of documents on the basis of which the HR department employee recalculate this length of service (according to Article 76 of the Labor Code of the Russian Federation).

Types of documents serving as the basis for recalculating length of service in case of suspension from work

In the “Additional Information” section, for completeness of accounting, where necessary, indicate:

• information about studying at part-time (evening), correspondence, external departments of institutions of higher and secondary vocational training (the dates of admission to the educational institution and its graduation should also be indicated):
• information about a working disabled person indicating the MSEC certificate, the disability group and the date of its establishment (change), the cause of disability;
• MSEC conclusion on the conditions and nature of work.

After an employee’s dismissal from the organization, entries are made in section. XI “Grounds for dismissal”, which indicates a breakdown of the grounds for dismissal of the employee in accordance with the exact wording given in the Labor Code of the Russian Federation, the date of dismissal, and the number of the dismissal order.

When closing the T-2 personal card, the HR employee puts his personal signature with its transcript and indication of the position. The employee himself signs in the same way. In this case, the employee’s signature confirms his agreement with all entries made in his personal card.

Changing employee information

When information about an employee changes, the corresponding data is entered into his personal card, which is certified by the signature of a specialist from the HR department, and if changes are made to section. “General information” and “Information on military registration”, then with the signature of the employee himself.

Changes are made according to the same scheme as in the work book. Based on the first forms and during the implementation of an automated personnel accounting system in the USSR, the OST “Standard for automated personnel management systems” was developed. It outlined the basic rules for filling out a personal card. As stated in the OST, “when a last name is changed, the old one is crossed out and a new one is written in its place in accordance with the documents submitted to the personnel department.” Further, “all subsequent changes in data about the employee (change of place of residence, etc.) are reflected in the personal card by an employee of the HR department.” A complete replacement of a personal card is not advisable for the reason that in the future it will be difficult to restore the entire picture for this employee.

As for changes in passport data and marital status, the same scheme can be used - with a strikethrough.

.IN. MITROFANOVA, Ph.D. econ. Sciences, Director of the Center for Professional Development

sample of filling out an employee’s personal card

example of filling out a resume for a job

information about the conditions and nature of professional activity; sample filling

vacation accounting

specialty number in accordance with the classifier

Who has the right to refuse to go on a business trip?

There are some categories of employees who have the right to refuse the offer of the organization’s management to go on a business trip, in particular:

• employees who are raising children alone;
• workers who have children under three years of age;
• employees who have dependent relatives.

In the above cases, it is necessary to obtain the employee’s consent to travel.

According to Russian legislation, an employee can be sent on a business trip:

• directly the head of the organization;
• person authorized by him.

The basis for sending an employee on a business trip may be an order (a list of other local documents of the enterprise).

Changes to the document

Changes to the employee’s T2 personal card are made by an employee of the HR department. You can make adjustments:

• if information is entered incorrectly;
• when information about an employee changes.

When making changes, the HR employee crosses out outdated or erroneous data with a pen (one line), and then makes a new entry and certifies it with his signature. When making changes to personal data or military registration information, the employee must sign the indicated boxes, confirming the changes. Upon dismissal, the employee signs in section eleven.