Order for business trip of employees (form T-9a): sample

A business trip order (form T-9, T-9a) is an administrative document directing an employee of an organization on a business trip. If there is a need to send an employee on a business trip, then first of all you need to draw up an appropriate order. The Ministry of Finance has developed unified forms T-9 for one employee and T-9a for a group of employees; it will be easiest to use these forms. and the form T9 and T9a can be found at the end of the article.

How to write a business trip order? Let's look at filling out an order using the example of registering a business trip for one employee using the T9 form.

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

In the unified T-9 form, everything is thought out, so filling out this form will not cause any difficulties. Let's look at the basic data in the document:

• We set the date for placing the order and assign it an individual number. Also, at the top of the form, do not forget to indicate the name of the organization and its OKPO.
• In the body of the order we indicate the personal data of the employee sent on a business trip: full name, position, structural unit, as well as the personnel number assigned to him upon hiring.
• We indicate information about the place of assignment of the employee, that is, to which locality the secondee is sent and to which organization.
• The duration of a business trip is indicated in numbers, the first day of the business trip is the day of departure from the locality of the permanent place of work, the last day is the day of arrival at the place of permanent work.
• The purpose of the business trip is specified depending on the job assignment given to the employee.
• If necessary, fill in the line “travel at expense” and indicate the source of funding for the trip.

As a rule, the head of the department in which the employee works draws up a job assignment, which is given in the business trip order in the “grounds” line. The head of the organization signs the order, then we familiarize the employee with the order, and he puts his signature as a sign of his consent.

To organize personnel records in a company, beginner HR officers and accountants are perfectly suited to the author’s course by Olga Likina (accountant M.Video management) ⇓

Procedure for sending on a business trip

[ads-pc-3] [ads-mob-3]

Currently, the business trip order remains the main document required to be filled out when sending an employee on a business trip. Since 2015, the organization may not prepare a job assignment, a business trip report and a travel certificate. Their use is left to the discretion of the company, and if these documents are used, information about this must be reflected in the corresponding internal act.
At large enterprises, there is also planning for upcoming business trips for the current year, which is drawn up in the form of an approved schedule.

A few days before a business trip, the manager makes a decision on sending an employee in accordance with the needs of the enterprise. He can issue an official assignment or verbally instruct the personnel department to draw up a business trip order. At the same time, he must indicate the responsible persons, the purpose, place and duration of the business trip. Therefore, to avoid misunderstandings, it is still advisable to draw up a documentary justification that will contain all this information.

Based on the received order, the HR department inspector draws up a business trip order and brings its contents to the attention of the employee sent on a business trip. This document is necessary to obtain financing for upcoming expenses, as well as to properly document the employee’s absence. After familiarization, the employee, as a rule, draws up a memo with a preliminary calculation of the upcoming costs of the trip, on the basis of which funds are allocated to him.

The business trip is marked in the time sheet with a special letter code “K” or digital “06”. At this time, the employee retains his working hours and average earnings.

At the discretion of the management, the organization may draw up a travel certificate, in which on the day of departure a note is made about the employee’s departure. Also, if this is established by the internal rules of document flow, then upon the departure and arrival of employees, the personnel employee can make notes in the registration log of posted workers.

An example of a business trip order for an employee

A business trip order is one of the mandatory documents when sending an employee on a business trip; upon return, the employee submits a completed advance report in form AO-1 with documents confirming travel expenses, a sample advance report can be viewed here, and a travel certificate, form T-10, confirming the fact of location business trip.

Changes in 2015: The Government of the Russian Federation, by its Resolution dated December 29, 2014, abolished the mandatory issuance of a travel certificate and official assignment. Details in this article.

Order form T-9a

Despite the fact that unified forms have, for the most part, ceased to be mandatory, many enterprises continue to use them. This also applies to the unified form T-9a, put into effect by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1: it is convenient, simple in structure and familiar.

T-9a business trip order form.

Download the business trip order (form T-9). Sample filling and form

.
Download samples of the organization's personnel documents : Form T-1 and T-1a. Employment orderForm T-2. Employee personal card Form T-3. Staffing table of the organizationForm T-6 and T6a. Vacation orderForm T-7. We draw up a vacation scheduleForm T-8. Order of dismissal Form T-10. Travel certificateForm T-10a. Business trip assignmentForm T-13. Working time sheetForm T-49. Payroll Form T-51. Payroll for calculating and calculating wagesForm T-53. Payroll for salary paymentsForm T-53a. Payroll register Form T-54. Employee's personal account Form T-60. Note-calculation on granting leaveForm T-61. Calculation note upon dismissal

How to fill out form T-9

Form T-9 can be downloaded on our website:

Form T-9 reflects the following information:

• Name of organization or individual entrepreneur, OKPO code.
• Order number and date.
• Full name of the traveler, his personnel number, position, and, if necessary, the name of the unit where he works.
• Place of assignment on a business trip: country, name of locality, name of organization.
• The number of days of the business trip, its start and end dates.
• The purpose of the trip (official assignment) must be indicated, because The accounting of travel expenses depends on this. For example, the cost of traveling to inspect equipment that a firm intends to purchase should increase the cost of that equipment. A trip to conclude an agreement with a supplier of the main raw materials used in production will be recorded as general business expenses, and support for the sold goods will be recorded as commercial expenses.
• The source of funds from which the business trip will be paid. Most often, these are funds from the sending organization or individual entrepreneur. But let’s say that if an auditor goes on a business trip from an audit firm, and the expenses for his trip under the terms of the audit agreement are borne by the audited organization, then this organization will be indicated as the source of funds. This point is also important for the accountant, because, say, in the above example, the expenses for the auditor’s trip cannot be attributed to the expenses of the sending company, but must be taken into account as re-billed to another legal entity.
• Reason for business trip. This item may be left blank if the decision to travel is made directly by the head of the company or individual entrepreneur. But if the initiator of the trip was the traveler himself or the head of the department in which he works, then in this regard the employees usually contact the management of the company with a memo, the details of which will be reflected in this line of the T-9 form.
• Position and signature (with transcript) of the head of the company or individual entrepreneur.
• Signature of the posted worker and the date of familiarization with the order.

If you have access to ConsultantPlus, check whether you have properly arranged your business trip and filled out the T-9 form. If you don't have access, get a free trial of online legal access.

To learn about what the amount of daily allowance may be and how this affects the accrual of personal income tax and insurance premiums, read the article “Amount of daily allowance for business trips (nuances).”

When to use the unified form T-9a

Form T-9a is an order of similar content drawn up for a group of workers. Moreover, each employee may have his own business trip location, duration, start date, purpose and source of funding. What unites them is the basis of the business trip, which will not always be filled out in this form.

This form can also be downloaded from our website:

See also “We arrange and pay for business trips.”

Order (instruction) on sending employees on a business trip

Unified form N T-9a Approved by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1
(see Instructions for the use and completion of forms of primary accounting documentation)
————+ ¦ Code ¦ +————+ OKUD form ¦ 0301023 ¦ +————+ according to OKPO¦ ¦ ————————————————— L———— name of organization ———————T——————+ ¦ Document number ¦ Date of preparation ¦ +——————-+——————+ Order ¦ ¦ ¦ (instruction) L——————-+——————- on sending an employee to business trip Send on a business trip: ———————————T—————T———-T————-+ ¦Last name, first name, patronymic ¦ ¦ ¦ ¦ +————— —————-+—————+———-+————-+ ¦Personnel number ¦ ¦ ¦ ¦ +——————————-+—————+ ———-+————-+ ¦Structural division ¦ ¦ ¦ ¦ +——————————-+—————+———-+————-+ ¦Position ¦ ¦ ¦ ¦ ¦ (specialty, ¦ ¦ ¦ ¦ ¦profession) ¦ ¦ ¦ ¦ +———T———T————+—————+———-+————-+ ¦Command-¦ place ¦ country, ¦ ¦ ¦ ¦ ¦ destination ¦ destination- ¦ city ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +————+—————+———-+ ————-+ ¦ ¦ ¦organization ¦ ¦ ¦ ¦ ¦ +———+————+—————+———-+————-+ ¦ ¦ start date ¦ ¦ ¦ ¦ ¦ ¦ +————+—————+———-+————-+ ¦ ¦ ¦ endings ¦ ¦ ¦ ¦ ¦ +———+————+————— +———-+————-+ ¦ ¦term (calendar days)¦ ¦ ¦ ¦ ¦ +———————-+—————+———-+————- + ¦ ¦ goal ¦ ¦ ¦ ¦ +———+——————--+—————+———-+————-+ ¦Business trip ¦ ¦ ¦ ¦ ¦( indicate the source of ¦ ¦ ¦ ¦ ¦financing) ¦ ¦ ¦ ¦ +——————————-+—————+———-+————-+ ¦With order (instruction) ¦ ¦ ¦ ¦ ¦the employee is familiarized. Personal ¦ ¦ ¦ ¦ ¦signature of the employee. ¦ ¦ ¦ ¦ ¦Date ¦ ¦ ¦ ¦ L——————————-+—————+———-+————— Ground: ____________________________________________________________ official assignment, other basis (number, date) ________________________________________________________________________ Head of the organization _________ ______________ ______________________ position personal signature signature transcript