A travel certificate is a document confirming that an employee is on a business trip. In each city (point) where the employee arrives, a record of the time of arrival and departure, certified by signature and seal, is made in the travel certificate. Until 2015, issuing a travel certificate was mandatory; the unified form T-10 was approved by the State Statistics Committee of Russia dated January 5, 2004 No. 1.
Last year, the procedure changed - from January 8, 2015, employers are not required to issue a travel certificate and job assignment to employees who go on a business trip, since the requirement to issue these documents has been canceled. However, employers can continue to use these documents further, in particular, travel certificates (for example, according to the unified T-10 form), if they have made such a decision and this is reflected in the company’s accounting policies. The time an employee is on a business trip must be noted on the working time sheet.
Please note that from August 8, 2015, employers are also not required to draw up logbooks for posted workers, however, they can continue to draw up logbooks in a free, independently approved form.
How to determine the period when an employee is actually on a business trip? The time of a business trip can be determined by the travel documents provided by the employee to the employer upon return. If your employee travels to the place of business trip and returns to the place of work by vehicle (official or personal), then the length of stay on the work trip must be indicated in the memo. If the employee cannot provide travel documents (due to their absence), then the employee must confirm the period of stay on a business trip with documents for renting accommodation.
An employee’s business trip must be arranged in the following order:
1. The employer decides to send the employee on a business trip.
2. All necessary documents are drawn up to send the employee on a business trip and money is transferred for travel expenses.
3. When the employee returns from a business trip, the final payment is made to him.
Sample assignment for a business trip
Two points are worth noting:
- Business trips are divided into two types: planned and unscheduled. The sample travel assignment in question is prepared by the immediate supervisor of the employee who is sent on a business trip based on the plan.
- At the moment, the Regulations approved by Government Decree No. 749 dated October 13, 2008 (as amended on December 29, 2014) do not contain requirements for the mandatory execution of this document. However, a reason is required to issue an order. This basis becomes an official memorandum or a unified form T-10a, an official assignment, a sample of which is presented below.
What document are you using now?
Although, in accordance with the new provisions, a number of documents have been transferred to the category of optional, this does not mean the need to completely exclude them from the company’s internal document flow. As before, responsible officials can adhere to the “classic” design while maintaining the logical chain of documents. However, it is worth considering that now the official assignment for a business trip cannot act as an official confirmation of the fact, purpose and expenses of the work trip.
However, there is a way out. Taking into account the fact that a business trip order is mandatory, you can use its unified T9 form, to which you can add a paragraph dedicated to the purpose of the business trip.
But we should not forget that any modification at the initiative of the organization of the approved form of the order must be secured by local acts. As a rule, one of them, based on Article 22 of the Labor Code, is the Regulations on Business Travel.
At the same time, to compose:
- Business trip assignment;
- Report on it;
- Travel certificate;
You can use the unified forms T10, as well as T10a, approved by the State Statistics Committee.
Download the official assignment form for a business trip in form T10.
Sample assignment for a business trip
Let's look at filling out this document step by step.
First stage. Create a job assignment
Filling out the header. We enter into the document the full name of the organization and the eight-digit OKPO code.
After this, we assign a serial number to the document. The current date is entered.
A short digression and clarification is required here. The fact is that different organizations have different numbering methods. But we recommend adhering to the rule: the details of the official assignment and the travel order must be the same. Firstly, this will avoid confusion and unnecessary work. And secondly, they are inextricably linked, one cannot exist without the other, and in this regard, such numbering is justified.
We write down the last name, first name and patronymic of the employee being sent on a business trip and his personnel number.
Now let's move on to filling out the main columns.
The first column contains the name of the structural unit of the posted worker.
The second contains the position of this employee.
The third contains the name of the country and city of destination.
The fourth is the short name of the organization to which we send our employee.
In the fifth, we enter information about the date when the employee leaves on a business trip.
The sixth entry contains the end date of the business trip.
In the seventh we put the total number of days of the trip.
In the eighth column we indicate the number of days of travel without taking into account travel time (if an employee goes from St. Petersburg to sunny Syktyvkar by train, the time he will spend on the road, going back and forth, will be five days, if by plane, then 2 hours there and back).
In the ninth we write down information about the organization that pays for the business trip.
In the tenth - information about the documents that served as the basis for the business trip (plan or memorandum).
In the eleventh column we briefly but succinctly write down the purpose of the business trip.
After filling out the indicated columns, the manager signs the document, introduces it to the employee and sends it to the personnel department to prepare a draft travel order. Personnel officers prepare an order and sign both documents from the head of the organization.
This is what a sample of filling out a work assignment for a business trip looks like, upon return from which the second stage of filling begins.
Second stage algorithm
After the employee returns from a business trip, the manager finds out whether the goals of the business trip were achieved.
The question of who fills out the 12th column is decided in agreement with the boss. The employee can write himself whether the assigned task was completed, how and to what extent. All marks are entered on the travel assignment form.
The boss, in the appropriate column of the document, makes a conclusion about the results of the trip, signs and submits the report to personnel, after which he plans new long-term goals and objectives or formulates explanations for the reasons for the unsuccessful trip to his superiors.
Form of official assignment for a business trip in 2021 (sample)
Here you can find the official assignment form t-10a.
Sample of filling out the form “T-10”
Unified form N T-10
Approved by the Decree of the State Statistics Committee of Russia
| Reverse side of form N T-10 | ||||||||||||||||||||
| Notes on departure on a business trip, arrival at destinations, departure from them and arrival at the place of permanent work: | ||||||||||||||||||||
| Dropped out | Legion LLC | Arrived at | LLC "Smena" | |||||||||||||||||
| “ | 27 | “ | June | 20 | 18 | G. | “ | 27 | “ | June | 20 | 18 | G. | |||||||
| Director | Sidorov | Director | Petrov | |||||||||||||||||
| job title | personal signature | job title | personal signature | |||||||||||||||||
| Sidrov P.S. | Petrov F.D. | |||||||||||||||||||
| full name | full name | |||||||||||||||||||
| M.P. | M.P. | |||||||||||||||||||
| Dropped out | LLC "Smena" | Arrived at | Region LLC | |||||||||||||||||
| “ | 3 | “ | July | 20 | 18 | G. | “ | 3 | “ | July | 20 | 18 | G. | |||||||
| Director | Petrov | Commercial Director | Smirnov | |||||||||||||||||
| job title | personal signature | job title | personal signature | |||||||||||||||||
| Petrov F.D. | Smirnov V.I. | |||||||||||||||||||
| full name | full name | |||||||||||||||||||
| M.P. | M.P. | |||||||||||||||||||
| Dropped out | Region LLC | Arrived at | Legion LLC | |||||||||||||||||
| “ | 11 | “ | July | 20 | 18 | G. | “ | 11 | “ | July | 20 | 18 | G. | |||||||
| Commercial Director | Smirnov | Director | Sidorov | |||||||||||||||||
| job title | personal signature | job title | personal signature | |||||||||||||||||
| Smirnov V.I. | Sidorov P.S. | |||||||||||||||||||
| full name | full name | |||||||||||||||||||
| M.P. | M.P. | |||||||||||||||||||
Material on documenting an employee’s business trip
On the Internet you will find many useful materials that contain information about the rules for filling out the certificate form.
Much more important information on this topic can be gleaned from videos created by employees of various training centers.
Having analyzed many similar materials, we conclude that from them HR officers will learn about:
- how to fill out a travel certificate correctly ;
- how to fill out the form when an employee must visit several enterprises during a business trip;
- how to calculate the duration of a business trip;
- How is work travel paid?
- who can be sent on a business trip;
- which categories of the population have the right to refuse a business trip for personal reasons;
- how to correct errors made while filling out form No. T-10;
- What should an employee do on business trips to receive payment for completed tasks during a business trip?
As practice shows, at some enterprises employees are very often sent on business trips.
Does the HR employee manually fill out each travel certificate?
Of course not. Such organizations use programs that help automate filling out forms.
By whom and to whom is the document issued for a business trip?
This document can be issued by any division of the organization where the posted employee directly works, but if there is a personnel service, the best option would be if it is the one who issues this certificate. The main condition is the signature of the head of the enterprise, as well as his seal.
This document is drawn up in one copy, handed to the employee of the organization and filled out at the enterprises where the employee is sent.
Upon returning from a business trip, an employee of the organization hands over a travel certificate to the accounting department employee, attaching all financial reports, including transport ones, and after this the expenses will be calculated. Daily expenses in each organization are different, but cannot be below the established level.
Here you can see a sample order for disciplinary action for tardiness or other misconduct.
How to fill it out and why you need a sample sublease agreement for non-residential premises - read this article.
The main mistakes made when issuing a certificate
It is very important to complete this document correctly and without errors. It would be better to double-check all the data, especially passport details and travel dates. If you made a mistake when writing your last name, you may have problems when checking in with the hotel staff, who have the right to refuse accommodation. Also, the dates of your business trip must coincide with the information indicated on the form.
All marks must be made at appropriate intervals. But if it happens that the deadlines were shifted, you will need to have documents confirming the reason.
If you forget to register with the HR department of any organization, you risk that your report will not be accepted at your place of work, and the money spent on the business trip will have to be returned from your salary . That is why you should carefully approach the preparation of a travel certificate and sometimes double-check all the data specified in it.
The need to use a travel certificate
Until it was cancelled, the travel certificate was very important in determining the timing of departures, as well as in justifying the accrual of daily expenses. Especially when including them in the tax base.
But due to problems that arose during its registration, the main one of which was the affixing of entry and exit marks in the organization or at the place of arrival, as well as the ability to confirm the period of business trip with other documents, led to the abolition of the obligation of this certificate. This was enshrined at the legislative level by Government Decree No. 1595 in 2015.
Without a travel document, all the necessary information can be obtained from tickets, receipts and hotel invoices, and other documents.
Important! According to the new rules, the travel certificate has been canceled; it is filled out only if this is established in the accounting policy of the organization, as well as in the Regulations on Business Travel, which stipulates its registration when sending employees on business trips.
That is, its use should be enshrined in the local standards of the enterprise itself.
The certificate is issued to the employee after signing the order to send him on a business trip.
To do this, you can either use automatically filled out forms from specialized programs, or enter them into a template pre-purchased from a printing house. Basically, a standardized document is used, for which Rosstat has defined a special form T-10.
After all the necessary visas and stamps have been affixed, the certificate is handed over to the employee who is going on a business trip.
Important! A travel certificate is valid when presented together with the traveler’s passport or other supporting form.
Together with it, it can also be a job assignment for the employee, which, like a certificate, is necessary only if it is determined by the norms of the enterprise. Rosstat has also determined a unified form for it.
It is permissible to use a document that combines both the identity card and the official assignment.
When an employee has received funds for upcoming expenses and leaves for his destination, a mark is placed on the travel certificate at the time of his departure at the enterprise. The same entry is made at the time of arrival at the company receiving the business traveler at the time of arrival.
Similar notes must be made upon departure, after completing an official assignment and returning to your employer.
When drawing up and submitting an advance report on expenses incurred, the employee attaches the certificate to it along with other supporting documents.
Attention! You can read more about how to send an employee on a business trip here.
