Form T-10a (filling sample). Business trip assignment

Labor legislation and the regulations that regulate the rules for sending employees on business trips (Resolution of the Government of the Russian Federation of October 13, 2008 No. 749) do not oblige the task to be formulated for a business traveler in writing. But it should be taken into account that Part 1 of Art. 8, para. 7 hours 1 tbsp. 22 of the Labor Code of the Russian Federation give the right to issue a local administrative act, which will make it mandatory to formulate a job assignment, as well as establish a sample and procedure for its preparation. This is especially widespread in budgetary institutions.

However, in order to draw up such a document, you can use not only the free form travel assignment form established by the employer, but also the form approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 - unified form T-10a, official assignment, a sample of which we and Let's look at it in the article.

Instructions: before the start of the business trip

So, let’s look at filling out a document for sending on a business trip step by step using the unified form T-10a as an example. The form established by Goskomstat or the employer is drawn up for the purpose of correct accounting and payment of travel expenses.

Step 1. Fill out the header

We begin filling out the sample business trip assignment by entering general information:

• name of the institution;
• numbers of forms according to OKUD and OKPO;
• serial number;
• date of formation.

Step 2. Fill in the employee’s personal data

A sample job assignment for a business trip (format T-10a job assignment you could see above) contains information of a personal, individual nature:

• FULL NAME. the employee must be listed in the center of the form;
• The number on the timesheet is recorded in the same part.

Step 3. Fill out the table

The form “Office assignment for a business trip in 2021,” a sample of which can be studied further, contains a table consisting of 12 columns, the first 11 of which are filled in in order with the following information:

1. Fixation of the structural unit where the person works.
2. The title of the position is in accordance with the wording in the staffing table of the institution.
3. Name of the area where the employee needs to be sent.
4. Full name of the institution where the employee is going.
5. Trip start day.
6. The day the trip ends.
7. The total duration of the trip.
8. Duration, excluding travel time.
9. An indication of the institution that pays travel expenses (usually the one that sends the employee, sometimes the inviting party).
10. Information from the administrative document according to which the employee is sent on the road.
11. Description of the purpose of the employee's referral.

Having filled out the first 11 columns, the registration can be interrupted until the employee returns from the trip.

Step 4. Sign

The process should be completed by ensuring the signature of the head of the structural unit where the person leaving works. In general, the document must be approved by the head of the institution (a person authorized by the head).

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.

Instructions: at the end of a business trip

Upon returning from your trip, you should complete filling out the document. You can do this as follows.

Step 1. Fill out the report

Having returned from the trip, the employee (column 12) enters information based on its results, that is, gives a brief report on the fulfillment of official assignments.

Step 2. Sign

The document concludes:

• signature of the employee returning from the trip;
• assessment by the head of the unit of the effectiveness of the trip in the line provided for giving an opinion on the business trip;
• signature of the head of the department, date of the report.

Step 3. Let's rent

A properly executed document should be submitted to the accounting department of the institution.

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.

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.

What kind of document is this?

And, nevertheless, the official assignment is an official document, the form of which T-10a is approved by Resolution of the State Statistics Committee of the Russian Federation No. 1, however, since 2013, the specified act is only advisory in nature, therefore, the document forms approved by it are not mandatory for use.

You can download the job assignment form for free on our website:

Form T10a

Therefore, each employer is free, at his own discretion, to apply the established form of the job assignment or to approve a new one, but taking into account the norms specified in the Resolution.

At the moment, the job assignment has the status of an official document, which reflects in detail the purpose of the employee’s trip, and also specifies a list of tasks that the employee needs to complete during the trip, indicating the deadlines for completion and other circumstances taken into account when drawing up the document.

Is it necessary?

It should be noted that all the data reflected in the official assignment is also indicated in the order for sending on a business trip, including the purpose, as well as the assigned task, but only in a condensed form.

You should also take into account the fact that Resolution No. 749 contains an indication of the mandatory execution or presentation of the following documents:

• a written decision on sending on a business trip;
• travel documents;
• memo on the use of personal transport;
• housing rental documents;
• advance report on expenses incurred.

At the same time, the official assignment is not included in the list of documents that must be presented or executed; accordingly, this document is not mandatory, and the question of the advisability of its execution is decided by the employer based on the conditions stipulated in the local acts of the enterprise.

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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Role of job assignment

Since time immemorial, the official assignment has been a mandatory link in the chain of processing travel papers: on its basis, an order was issued, followed by a travel certificate - with which the company employee went on a business trip.
The main information reflected in the job description is the purpose of the business trip. It is filled out before sending an employee on a trip. After completing the official assignment, the second part of the document is drawn up with the title “Official assignment for sending on a business trip and a report on its implementation”, from the content of which a conclusion is drawn about the effectiveness of the official travel of the company employee and the validity of travel expenses.

Until 2015, such a mechanism made it possible to document every step of a posted worker and confirm expenses, which complied with the requirements of the accounting law of December 6, 2011 No. 402-FZ. For tax accounting purposes, this was no less important - the controllers also did not ignore the degree of completeness of the “travel” package of documents.

IMPORTANT! The obligation to fill out an official assignment was enshrined in clause 6 of the Regulations on Business Travel, approved. Government Decree No. 749 dated October 13, 2008.

This system of registration and collection of the “travel” set of papers, established and tested over the years, was violated by the Decree of the Government of the Russian Federation of December 29, 2014 No. 1595, which made adjustments to the Regulations on business trips.

As a result, since January 2015, all links (except the order), including the official assignment, have disappeared from the above “travel” kit.