Many modern enterprises often interact with companies located in other cities and even countries to conduct their business activities. To do this, the company sends one or more employees on a business trip. As a rule, a business traveler represents the interests of the company and has a clear travel plan. The purpose for which the employee goes on a business trip is recorded in a document called a job assignment.
- 2.1 Photo gallery: entering information in columns 1–11 of the T-10a job assignment form
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:
- Fixation of the structural unit where the person works.
- The title of the position is in accordance with the wording in the staffing table of the institution.
- Name of the area where the employee needs to be sent.
- Full name of the institution where the employee is going.
- Trip start day.
- The day the trip ends.
- The total duration of the trip.
- Duration, excluding travel time.
- An indication of the institution that pays travel expenses (usually the one that sends the employee, sometimes the inviting party).
- Information from the administrative document according to which the employee is sent on the road.
- 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).
Design features
There should be no mistakes in filling out.
A travel assignment is issued in accordance with the established form No. T-10a, which was approved back in 2004 by a resolution of the State Duma. But along with this form, the employer can also approve the form of the organization if any other information is required, and so on.
The job assignment is filled out by the head of the organization. In addition, he also approves. The blue seal of the organization and the signature of the boss are required in the document - without them it is not valid.
Each column of the document is filled in one by one - accurately and accurately. If there are blots in the document, you should take a new form and fill it out. Corrections and erasures are not allowed in the document.
You can fill out the document either on a computer or manually. With the latter method, you should use only two types of ink - black or blue.
In addition, it is best to fill out a document with a regular ballpoint pen; gel pens require special care when used.
Many employees wonder: is it necessary to draw up a work assignment, for example, when going on a short business trip? After all, the employee already knows why he is going. Let's consider this issue in more detail.
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 it in a short form.
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.
can be used by organizations when sending their employees on a business trip. You will learn how to apply for a business trip certificate and fill out this form correctly from our article.
Rules for registering an employee on a business trip: forms T-10 and T-10a
Since 2015, the use of travel certificates and official assignments is not mandatory (Resolution of the Government of the Russian Federation dated December 29, 2014 No. 1595). It will be sufficient to formalize the manager’s order (order) to send him on a business trip and provide the employee with an advance report on the business trip, which will confirm the dates of the actual stay on it.
However, the organization has the right to issue a travel certificate and official assignment if it considers it necessary.
Let's look at the algorithm for preparing a full package of documents for a business trip using an example. The manager of the purchasing department of Vivat LLC, K.E. Safonov (the company is located in Tambov), is required to be sent on a business trip to Kursk to Yarov LLC to discuss a transaction for the purchase of materials necessary for production. On the spot, he must get to know the supplier, evaluate its capabilities and capacity, so that in the future an uninterrupted supply of the necessary raw materials will be ensured. The assignment for a business trip is also drawn up in the form of a document - for this you can use the unified form T-10a.
The travel arrangements are usually handled by the HR department (or the employee responsible for HR issues). She does this on the basis of an order to be sent on a business trip. The T-10 form is used as a business trip certificate form. The personnel officer fills out the front side of the form, where he indicates the full name of the traveler, his position, place of business trip and the basis document (order) for issuing a travel certificate.
The issued business trip certificate must be handed over to the manager Safonov K.E. and a note on the back of the form must be made about the date of his departure from. The disposal note is certified with a stamp (seal).
As for the reverse side of the form, it will be filled out during the business trip. Upon arrival at Yarov LLC, you will need to make a note: the receiving party will indicate the date of arrival and put a stamp (seal). At the end of the business trip, another mark will be made on the back of the form, indicating the date of departure from Yarov LLC, and this mark will also be certified with a stamp (seal).
If an employee’s business trip certificate includes the task of visiting several organizations, then a note about arrival and departure is made in each of them.
Upon returning from a business trip, manager K.E. Safonov will submit to the accounting service a business trip certificate, a completed work assignment form with a note from the head of the department on its completion, and an advance report with all documents confirming the expenses he incurred.
What information is included in the job assignment?
As mentioned above, a job assignment includes quite a lot of information. Let's look at their full list in more detail:
- Employee data – full name, company name, position;
- Date of arrival and departure;
- Tasks assigned;
- Work performance reporting column;
- Details of the visitor's company and much more.
Thus, we can conclude that a business trip assignment is the most important document on a business trip. Accordingly, he should always be with the employee during a business trip.
Also, special attention should be paid to the correctness of filling it out - errors, blots and inaccuracies are unacceptable.
Where are the business trip certificates?
The business trip certificate form has a unified form T-10, which is approved by the Decree of the State Statistics Committee of the Russian Federation “On approval of unified forms of primary accounting documentation” dated January 5, 2004 No. 1. You can download this form on our resource.
Since the travel certificate form is not mandatory for use, it can be supplemented at the discretion of the organization with those details that it deems necessary for this document.
To find out whether expenses such as per diem allowance may apply for one-day business trips, read the article
“Do not pay per diem for one-day business trips .
You can also fill out the T-10 form on our website and use it as a template for preparing your own documents.
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.
Results
Since 2015, a travel certificate has ceased to be a mandatory attribute of a business trip. But many employers prefer to formalize it, continuing to use the unified T-10 form for this.
In 2015, the execution of an official assignment is not mandatory, however, it can be completed using a standard form. The official assignment serves as the basis for preparing and sending an employee on a business trip. This document contains basic information about where the employee is being sent and why. The head of the department presents this form to the head of the organization as justification for the need to send the employee on a business trip.
In this article we will look at how to draw up a job assignment using the example of a standard T-10a form.
Who writes the job assignment?
The formation of an official assignment is carried out by the head of the company, after an order for a business trip has been drawn up on the basis of the submitted official notes on the need for travel. It is the leader who must determine the specific tasks of the upcoming trip.
The director may not directly draw up this document himself. It is enough for him to dictate to the responsible person all the necessary information, and the personnel officer or secretary will already draw up an official assignment for the employee on paper.
In this case, the unified T-10 form for this document can be used, or the company’s letterhead can be used, where the text of the document is in free form.
If a job assignment is drawn up, it must be signed by the director of the business entity.
If the economic entity belongs to a large business, the job description can be drawn up by the heads of departments, if the need for such a trip arises in accordance with the goals and objectives set for them by senior management.
Attention: persons who hold leadership positions in the company may not prepare official assignments when sending them on a business trip.
Sample of filling out a job assignment using the example of form T-10a
The job assignment must reflect the following information:
- the name of the organization whose employee the traveler is;
- Full name and position of the employee sent on the trip, the name of the unit where he works, his personnel number;
- business trip destination - the name of the locality where the trip is planned and the name of the organization to visit;
- duration of the business trip - start and end dates of the trip;
- period in calendar days - days on the road are also included in the business trip;
- organization sponsoring the trip;
- basis for preparing an official assignment - may be an official memo;
- the official task itself (the purpose of the trip) - what the employee needs to accomplish;
- signature of the head of the structural unit and the head of the organization.
In 2015, the official assignment for a business trip
fell into the category of optional documents when processing business trips. From our material you will learn about the procedure for completing a task and the possibility of using substitute documents.
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 established and proven system for processing and collecting a “travel” set of papers over the years was violated by Government Decree No. 1595 dated December 29, 2014, which introduced adjustments to the Regulations on Business Travel.
As a result, since January 2015, all links (except the order), including the official assignment, have disappeared from the above “travel” kit.
Alternative option
The disappearance of an official assignment from the text of the Business Travel Regulations does not mean at all that a paper with that name must be excluded from the internal document flow.
To arrange a business trip, you can still use the entire documentary chain described above. The only limitation: the status of the “travel” package of documents has changed - it can no longer serve as official confirmation of either the fact of a business trip or the expenses incurred in connection with it.
A simple technique will help you get out of this situation - you can modify the order to send an employee on a business trip (unified form T-9) by including the line “Purpose of the trip.”
The form of the main document sending an employee on a business trip can be found on our website: see material
.
But a condition must be met: the form of the order developed in-house must be enshrined in a local act, for example, an intra-company Regulation on Business Travel (Part 1, Article 8, Part 1, Article 22 of the Labor Code of the Russian Federation).
How to fill out a job assignment
If the company decided not to abandon the usual set of travel documents and provided for their form in the internal local act, the procedure for completing the official assignment will contain the following steps:
- obtain a manager’s decision to send an employee on a business trip;
- fill out the gr. 1-11 tabular part of the job assignment;
- familiarize the employee going on a business trip with his assignment and the purpose of the trip.
Usually, to draw up an official assignment, the unified form T-10a is used, the main part of which is represented by a table of 12 columns.
The form is crowned with general information: company name, number and date of the job assignment. In the central place of this one-page document is information about the employee going on a business trip (full name, personnel number, place of work and position). Columns 3-8 are devoted directly to the business trip: they include the name of the destination and the duration of the business trip (start, end dates and duration).
Column 9 is intended to indicate the paying organization. In most cases, this is the company itself, whose employee is sent on a business trip. In some situations, company specialists may go on business trips at the request (application) of third-party contractors (customers), then reimbursement of travel expenses may be borne by the customers (this condition is stipulated in the contract).
Column 10 “Bases” is filled in with the details of the management order (instruction) on the business trip or it may contain the wording “Travel Plan” (if the trip is carried out according to plan).
The completed column 11 describes the task (purpose) of the official trip, and the registration of the official task stops there until the seconded employee returns to his place of permanent work.
Subsequently, the job assignment is filled out by the employee himself - in column 12 he needs to briefly report on the work done on the business trip.
The process of filling out a job assignment is completed by signing this document by the employee and manager, as well as filling out the line “Conclusion on the completion of the task.” In this line, the manager gives an assessment of the work done by the employee on a business trip.
See a sample job assignment on our website.
Normative base
In particular, the procedure for sending employees on business trips is currently regulated by Chapter 24 of the labor legislation of the Russian Federation, as well as by Decree of the Government of the Russian Federation No. 749, with the latest changes that came into force at the beginning of 2020.
Labor Code of the Russian Federation
Decree of the Government of the Russian Federation of October 13, 2008 N 749
According to them, employees are sent on business trips based on a written decision of the employer, which is an order or instruction for the enterprise.
The stipulated order, which has the established form T9, indicates not only the date of departure of the employee and the duration of the business trip, but also its purpose.
Form T-9a
Form T-9
Of course, such an order existed before, but it was also accompanied by a travel certificate, as well as an official assignment, which reflected the purpose of the trip in more detail.
But with the repeal of some clauses of Resolution No. 749, the certificate acquired the status of a non-mandatory document, but the question of the appropriateness of issuing an official assignment remained open. Accordingly, many do not know whether it is necessary.
Results
The official assignment for a business trip consists of two parts - instructions from management and a report from the employee on its implementation. The document has become non-binding since 2015, but can be used for internal intra-company reporting.
The concept of a business trip is enshrined in Article 166 of the Labor Code of the Russian Federation. The legislation defines that this is a trip of an employee by order of the employer for a certain period of time to carry out an official assignment outside the place of permanent work. Sending an employee on a business trip is not as simple as it might seem at first glance. It just seems that in a commercial organization, the director with one word can send any employee even to Kolyma, if he suddenly thinks that a lucrative contract can be concluded there. In fact, everything needs to be documented, otherwise it will not be a business trip, but a vacation at the expense of the company, and from the profit. After all, the Federal Tax Service will not allow expenses for an incorrectly documented business trip to be included as expenses. That is why it is necessary to approach the preparation of all documents as responsibly as possible and it is better to prepare any “extra” papers than not to complete the necessary ones. But first things first.
On the basis of what document is an employee sent on a business trip?
Since 2015, the rules for processing business trips have been changed at the legislative level. From now on, the official assignment and travel certificate became optional, and the only document that needed to be filled out was the business trip order.
For it, the standard T-9 form is usually used, or it is drawn up on company letterhead.
The order must indicate three main conditions of the trip - for what reason, for what period and where:
Types of business trips and types of documents for their registration
Although at first glance all work trips are the same, they can still be divided into two types:
- unscheduled;
- planned.
Obviously, if an urgent production need has arisen and some employee needs to go and save the situation, then there is no time for drawing up unnecessary documents. In this case, you can get by with the minimum set and send the employee on the basis of an order from the organization (which still needs to state the purpose of the trip). This is quite acceptable, because a work assignment for a business trip in 2021 may not be necessary. This is, in particular, stated in the Regulations approved by Government Decree No. 749 dated October 13, 2008 (as amended on December 29, 2014). In addition to the official assignment, a travel certificate has also become optional, and the duration of the trip can now be determined on the basis of travel documents.
Such documentary minimalism is not very convenient, so most employers still prefer to draw up documents, especially if the trip is planned and there is no rush in preparing it. In this case, the immediate supervisor of the future posted worker must draw up a task for him or write a memo, on the basis of which the business trip order will be issued. There are unified forms for these documents, approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 N 1, so it is quite possible to use them or develop your own forms, taking into account the individual characteristics of the organization.
Sample of filling out a work assignment for a business trip
So, unified forms are more convenient, if only because they are already ready and only need to be filled out correctly. For the official assignment, a form is provided, which is called Form N T-10a “Official assignment for sending on a business trip and a report on its implementation.” From the name it is obvious that you can write a trip plan in it, and then the seconded employee will report there on its implementation. It follows from this that the form must be filled out by different people and at different times. First you need to complete the task itself. the official assignment for a business trip will be available at the end of the article, and when completed, the T-10a form looks like this:
Obviously, here the employee has not yet completed the task, so he has not yet filled out the report. We'll come back to this later, but for now let's figure out what to pay attention to when filling out the form. Step by step it will be something like this:
- Enter the name of the organization and its OKPO code at the top of the T-10a form.
- Register the form in a special journal and assign it a serial number. Typically, all business trip documents are registered together, this allows for better systematization of personnel document flow in different areas (hiring, dismissal, vacations and business trips). It is convenient to put a letter designation after the digital number; in the example given, “k” means business trip documentation.
- Enter this number in the form, and also indicate the date of its preparation.
- Indicate the last name, first name and patronymic of the posted worker, as well as his personnel number in a separate field.
- Next you need to fill out the table. In the left column you must enter the name of the structural unit of the posted employee, and in the second column - his position.
- The third column contains information about the destination. This is the name of the country and city, but when traveling around Russia it is enough to limit yourself to one city name. Next, you need to indicate the name of the company where the employee is being sent.
- You must write the start and end dates of the trip and indicate its duration in days. Separately, the form provides for indicating the number of days without taking into account the road. Essentially, this is the time that an employee must spend on completing a task. Travel time depends on the type of transport the employee will use to get to the destination and back, which means it may change if, for example, there are no train tickets for the required dates and the business traveler flies by plane.
- Another column (ninth) is intended to indicate the name of the organization that is paying for the trip. After all, sometimes it is possible to send an employee on a trip at the expense of partners if they are interested in a visit to a specific specialist. In our example, the payer is the employing organization itself.
- The last, tenth column is intended to indicate the details (number and date) of the document on the basis of which the task was drawn up. This could be a plan, a memorandum or an order for the organization.
- Below you need to fill out the fields about the purpose of the trip. It's best to keep this short as there isn't too much space. If the traveler faces several tasks, then it is best to make a numbered list so that the specialist can imagine the sequence of achieving the tasks assigned to him.
- After the document is drawn up, it must be signed by the head of the structural unit and the employee himself (that he is familiar with the task). The head of the organization certifies the form after the corresponding order approving the job assignment and the business trip has been prepared and issued.
At this point, the first part of filling out the T-10a form can be considered complete. The seconded employee leaves, completes the assigned tasks, and after his return it’s time to fill out the second part of the form. To do this, the head of the structural unit, who previously drew up the official assignment, must ask his employee about how successful the trip was. If the employee wants, and the boss agrees and there is an appropriate example, a short report on the completion of the business trip assignment can be written by the employee himself. It is enough to simply list all completed tasks and indicate the completeness of their completion. After this, the manager puts his resume about the results of the trip in the appropriate column, and then signs it. At this point, the preparation of form T-10a can be considered complete. In any form, the official assignment can be drawn up according to the same principle. There is nothing complicated about this.
