How to obtain a travel certificate in form T-10

Firstly, as a preface, we would like to announce that the travel certificate form, which is valid in 2020, can be downloaded from us right now, the format of the displayed sample is Word

21.06.2016

Now about the changes and innovations that have occurred in relation to the travel certificate in 2020.

Previously, the employer was obliged, before sending employees on a business trip across the territory of the Russian Federation and CIS countries, to draw up a work assignment, which was printed in printed form with the appropriate order and certificate. The calculation of travel expenses took place taking into account this documentation, and accordingly, the write-off was based precisely on this list of papers.

But now bureaucratic red tape is a thing of the past, employers are completely freed from this fate. This fact is confirmed by the decree of the Government of the Russian Federation, which came into force on December 29, 2014, the registration of the document was carried out under number 1595. Although for those who were comfortable using the IDs, it is not prohibited to do it the old fashioned way even now.

What do the updated travel requirements mean?

• The management of the organization is required to confirm the business trip by drawing up an order certified by its own signature.
• The document indicates several important components at once: a task is written down for the employee with whom he leaves the city.
• Ask the employee to keep tickets and other travel documents, which will confirm to the tax authorities the fact that the business trip took place.
• The employer may immediately have a question - what if a colleague travels in his own car? Then an official note is attached to the order, where there are waybills, checks, receipts.

Another important nuance is how to arrange business trips abroad? The fate of drawing up a travel certificate in no way affected travel outside Russia, and as of today, nothing has changed either. A note from the border service on the appropriate page of the employee’s international passport is sufficient.

How to correctly fill out a travel certificate, form

If you nevertheless decide to draw up a travel certificate, you should adhere to the T-10 form, which the company can slightly supplement and even add additional lines on its own.

When an employee arrives at the place where his business trip is taking place, he must indicate when he arrived and then when he left. This simple technique will allow the company to write off travel expenses.

If the employee’s goal is to visit several cities or other populated areas at once, it becomes more difficult to indicate his movement, because according to the law, only 1 final destination is always indicated in the certificate.

How to legally resolve this issue?

1. Write out several certificates at once, where different cities will be written down.
2. If this procedure seems too laborious to you, you can use a computer to add the missing columns.

To download a business trip certificate, click the active link.

It is possible to record data in a travel certificate.

List of documents allowing you to confirm travel expenses

New requirements for how a business trip can be confirmed and explained point to the most basic document - the decision of the director of the enterprise, as discussed in paragraph 3 of the Regulations on Business Travel. The format of how to correctly mark the paper is chosen by the employer himself. More often they use an order or an order. The order may look in format No. T-9 of 2004. You are allowed to develop the form yourself, taking into account that this will include the required fields to fill out. There is no need to record the reference to the job assignment.

But what needs to be done without fail is to enter information in a journal in which a record of workers who go on a business trip is kept. This should contain information on the respondent’s full name, the full name of the company he represents on the trip, as well as the final, planned destination. Where a travel certificate is indicated, in its absence, put a dash in pen. The specific dates on which the business trip took place are recorded in the work time sheet; the forms are called T-12 and T-13. When an employee is on a business trip, the K value is always entered.

When your colleague returns from a business trip, do not forget to request an advance report from the employee within the first 3 days, which indicates what needs the funds were spent on. Of course, words alone are not enough, so warn the worker in advance that he will have to put aside checks, contracts and, finally, receipts for housing, food, refueling personal vehicles; accountants will need them.

After the expense report has been properly prepared, it must be shown to the accounting department, and taking into account this document, reporting regarding accounting and tax accounting is created.

Features of calculating salary tax deductions from travel expenses*

* If deductions for the single tax of the simplified tax system are calculated, the travel amounts issued are included in the full value, but only when supporting papers are attached - orders from management, railway tickets, invoices issued and paid to the hotel where the employee lived, office notes. The desire to include daily allowance contributions into the tax base is formalized by filling out a regulatory act, which sets out the daily allowance rates that are valid and accepted within a certain limit for different countries. But there is no need to limit yourself to the accepted daily allowance amount; the entrepreneur has the right to approve his own figure, the main thing is to confirm it with documentation and receipts from the trip.

A travel document (travel certificate) is issued to an employee sent on a trip for the purpose of performing official duties.

The certificate is filled out on a unified form according to form T-10 (Resolution of the State Statistics Committee of Russia No. 1 of 01/05/2004). At the same time, current legislation allows the employer to draw up a form of travel sheet independently, including the necessary points and provisions. In this case, the developed format must be consolidated in the accounting policies and other local regulations of the organization.

Where can I get the form?

The travel sheet (the form can be downloaded on our website) looks like this.

Previously, this document was required to be completed when employees were leaving on a business trip. According to labor legislation, the purpose and duration of the trip had to be stated in the certificate.

In 2020, the obligation to draw up a travel certificate was removed from institutions (RF RF No. 1595 dated December 29, 2014). Since January 2020, the employer himself decides whether to fill out a special certificate for business trips or not. If the organization accepts its completion, this must also be specified in the internal regulations of the institution.

Government decree on cancellation

In 2020, Russian Government Decree No. 749 came into force, according to which this certificate ceased to be a mandatory document.

The main reasons for making such adjustments:

• reduction of the total number of documents in circulation of the organization;
• providing the enterprise with complete freedom in the development and use of reporting forms.

How to confirm the fact of a business trip

The cancellation of travel certificates caused the problem of confirming business trips. Therefore, filling out is carried out on an individual basis at the decision of the employer in the event that having a certificate is useful for accounting for expenses or conducting office work.

RF PP No. 749 states that the main documents confirming a business trip are tickets, checks and travel receipts.

IMPORTANT! Despite the cancellation of the travel certificate, companies continue to use the form, modifying it to suit their requirements. Its relevance is due to the need to maintain reports on cash expenditures for the Tax Service.

https://youtu.be/g4QwO-9rhGc

Front part

Key information must be entered on the title side. Here the details of the organization itself are indicated: its name and OKPO code, as well as the parameters of the certificate itself (number and date).

• Full name, personnel number and passport details (if necessary) of the employee;
• structural unit and position of the person sent on a business trip;
• information about the receiving party (city, name of organization);
• purpose of the trip;
• duration of the trip, indicating the start and end dates of the trip and the total number of days.

The front side of the sheet is certified by the manager’s signature and seal (if available).

Back part

All movements of the employee are recorded on the back. Here the receiving organization puts down the following marks:

• about the date of actual arrival;
• about the day of departure.

Thus, the actual number of travel days is displayed on the back. It is also mandatory to indicate the last name, first name and patronymic of the employee and the place of business trip (city or other locality).

The turnover of the sheet is certified by the head of the receiving organization, and, when used, the seal of the institution is affixed.

The T-10 form must be filled out in strict accordance with the established rules. Errors in the document are not allowed. If an inaccuracy was made during registration, the erroneous information must be crossed out with one line, and the correct information must be written on top. Corrections must be certified. The specialist responsible for preparing the document must sign and affix a stamp (if available at the institution).

If an employee must visit several cities or host enterprises as part of one trip, then chronology must be strictly observed when making notes.

Constantly drawing up and signing a bunch of papers within the framework of labor relations with the employer, and in other areas of personal and work life, each of us has long ago come to the conclusion that most of them are useless and formal. Nevertheless, all these papers are mandatory - this is required by law in order to “insure” against certain unforeseen unpleasant situations. There are, however, non-binding documents that, on the contrary, have a much deeper meaning. Among them is a travel certificate.

Nuances

An employee may be sent on a business trip to several destinations. In the travel certificate, it is then very important to follow the chain of arrival-departure entries, which must correspond to the employee’s route, avoiding missing entries.

If errors were made when filling out, then the incorrect mark is carefully crossed out with one line, the correct one is made on top, and the correction is certified by the corresponding signature. Firms can use independently developed travel certificate forms, which may include a work assignment section.

If the organization does not use travel certificates, then you can confirm the dates of the business trip with travel tickets, hotel receipts, etc.

https://youtu.be/FvJyxqouFrk

Place of a travel certificate in the travel procedure

Seconding an employee involves completing several documents at once

Secondment is a rather complex and relatively lengthy process, which consists not only of paperwork, but also preliminary verification of the possibility of sending an employee on a trip, obtaining his consent if necessary, paying an advance payment for travel, etc. Each of these procedural points is a mandatory requirement labor legislation, directly provided for by a number of norms (Chapter 24 of the Labor Code and Regulations on business trips No. 749 of October 13, 2008).

A business trip in accordance with the Labor Code is considered to be a trip by an employee to a populated area other than where, in accordance with the employment agreement, his place of work is located, at the direction of the employer, to perform tasks related to job functions. The legal basis for a business trip is an administrative document issued by the employer - an order.

The process of documenting a business trip is not clearly regulated by any of the mentioned legislative acts. They also do not contain a direct requirement to issue a travel certificate, as well as an official assignment, a report on its implementation, etc. All these points are at the discretion of the employer, who, in accordance with Art. 22 of the Labor Code has the right to reflect a clear procedure and conditions of the procedure in its own local regulations (for example, create a provision on business trips).

Why do you still need a travel permit?

A business trip is, although not a mandatory document, its practical significance is quite great

Despite the fact that the travel certificate is undeservedly “depreciated” by the legislator, this document has several practically important aspects:

1. Confirmation of the identity of the business traveler, clarification of the destination and purpose of the trip for counterparties at the place of travel. In other words, upon arriving at the destination, the employee presents the document in question, and the receiving party thereby receives confirmation of the purpose of his visit.
2. Confirmation of the fact of travel for the party sending the employee. Based on the order alone and the absence of the employee on site on the day of the business trip, it is difficult to judge whether he actually visited the destination, because in some cases the task can be completed remotely. The travel certificate contains marks of arrival and departure, certified by the signature and seal of the receiving party.
3. On the way to the destination and back, the employee can present a travel certificate to a representative of any government agency or enterprise, thereby confirming the fact of his official travel, its route and purpose.

It should be remembered that a travel document can serve as a supporting document and is generally valid only upon presentation of a passport or other identity document.

What points should be taken into account in the travel regulations, as in the local legal acts of the organization

In order for the company to have a clear travel mechanism, as well thought out and adapted to production realities, it is recommended to develop and approve a local policy for business trips. This document may include many aspects, regulate in detail all stages of the trip, and in relation to the travel document:

• fix its shape;
• establish departments and positions responsible for preparing the document, marking arrival and departure;
• contain rules for maintaining a log of registration of certificates;
• determine positions authorized to sign the document;
• establish a procedure for paying business trip expenses;
• regulate the procedure and terms of document storage.

As a rule, the personnel officer is responsible for paperwork in the organization. The head of the organization signs the travel certificates.

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 from 2020.

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.

Registration of a travel certificate

Regulations of the State Statistics Committee No. 1 of 01/05/2004. two unified forms for travel certificates have been approved - T-10.

The unified form of travel certificate was approved by the State Statistics Committee

Since 2013, this form is not mandatory for use - each employer has the right to develop their own, more convenient for use.

The general rules for filling out and submitting a travel certificate to an organization are as follows:

1. The certificate is filled out and signed by the manager by the employee who is entrusted with the functions of processing the business trip, after issuing the order on the business trip.
2. The manager’s signature, as a rule, is affixed with the organization’s round seal (the condition depends on the chosen form of the certificate and the procedure established by the local legal regulations on business trips).
3. The certificate can be registered in a special journal for registering such documents, if one is maintained at the enterprise.
4. Before issuing a certificate to the employee, the responsible person puts a mark on the retirement, certifying it with his own signature and the seal of the structural unit (if any).
5. The certificate is issued to the posted employee against signature in the registration register.
6. Upon arrival at the destination and upon departure from it, the employee turns to the responsible person of the receiving organization to put similar marks on the certificate.
7. Having arrived at the organization that sent him, the employee again comes to the person who issued the certificate, who makes the final mark.
8. The certificate form may require the signature of the head of the structural unit in which the posted worker works, who must assess whether the official task has been completed.
9. The business traveler submits the certificate to the accounting department for calculation of payments.

The business trip log is drawn up in any form

Paid travel certificates are stored among the primary accounting documents of the accounting department in accordance with the established rules for their storage, archiving and destruction. According to Order of the Ministry of Culture of Russia dated August 25, 2010 N 558, the storage period for a travel certificate in an organization is 5 years.

Travel certificate: is it mandatory, how to fill it out correctly

Sometimes a situation arises when an employee needs to travel to another city or country to complete some task.

The number of documents that may be issued at his place of work sometimes includes a travel certificate.

Despite the fact that changes in legislation now require that this form not be drawn up, a large number of organizations still continue to do so.

Travel certificate – mandatory document or not?

Until 2020, the law established that if an employee’s business trip was issued, then this document had to be drawn up without fail.

https://youtu.be/I2bmgJRbLSY

The travel certificate then served as the basis for determining the length of an employee’s stay in the receiving organization, and participated in the calculation of days based on which daily allowances were issued for business trips.

Since 2020, this form, as well as some others, have been declared optional. From now on, the certificate had to be drawn up only when this obligation was expressly stated in the accounting policy or other internal local acts. For example, in the Regulations on Business Travel.

If this form is not issued, then the dates of the business trip must be confirmed with travel tickets, checks, hotel bills and other means.

Attention! If a business trip is being processed, the business trip order now plays a dominant role in the process. Based on this, a travel certificate can be filled out.

A special unified T-10 uniform has been developed for it. However, organizations have the right to create their own form or modify the standard one.

For example, you can add fields for a job assignment, as well as an advance travel report form.

After the form is completely filled out and stamped, it is handed over to the employee going on the trip. The latter must present it only together with a passport or another document with which he can confirm his identity.

An official assignment may also be issued along with the certificate, but this form is also now optional. The task contains questions that the employee must complete during the trip, after which the employee himself fills out a report on their implementation.

Attention! After an employee returns from a business trip, he needs to make an advance report, attaching all documents confirming expenses to it, and then submit the report and certificate to the accounting department for verification.

Travel certificate 2020 form download

travel certificate in Word format for 2020.

filling out the T-10 form in PDF format.

Travel certificate: sample of filling out form T-10

Let's look at an example of how to correctly draw up the form of a travel certificate.

Front side

Entering data begins with recording the full or abbreviated name of the company. After this, in the column on the right you need to enter its digital code according to the OKPO directory.

The next step is to enter the ID number in order, as well as the date on which it was issued. If this is provided for by internal rules, then the document under the specified number must be entered in the business trip log.

Next, the full name is entered into the form. employee, his timesheet number, name of structural unit and position.

Then the document contains columns in which you need to enter information about the receiving organization. As a rule, this part contains the name of the country, city, and also the organization to which the trip is taking place.

Attention! In the case where there is no company name (for example, an employee travels to another city to search for potential clients), then only the city and country can be entered in this column.

Information about the purpose of the business trip, the number of days, as well as its start and end dates is transferred from the business trip order or official assignment.

Another mandatory information that the T-10 form must contain is information about the document that confirms the identity of the traveler. This includes its name, series and number, date of issue.

After the document is fully completed, it must be signed by the head of the company, and it is also necessary to affix a seal (if used).

Reverse side

At the bottom of the form, or on its reverse side, there may be columns where the receiving party puts a mark on the arrival and departure of the posted worker.

At the same time, it must include the name of the city, the date of the event (arrival or departure), position and transcript of the signature.

If the receiving organization uses a seal, then the entered information must be certified by it.

Moreover, the imprint must be affixed so that it is clearly visible and fully readable.

Attention! If an employee intends to visit several places, then marking should be done in such a way that, thanks to the sequence of marking, the entire order of departures and arrivals can be easily tracked in the future.

Corrections may be made to the document. Most often this can happen due to a change in travel dates. But it must be done carefully.

Thus, previous information that is considered incorrect is crossed out once, so that the previous entry is easy to read. After this, new data is written above. The changes made are certified by the signature of the person responsible for this and a seal.

Can the receiving party refuse to mark?

Due to the fact that the travel certificate form is no longer mandatory, the organization that receives the posted worker may refuse to mark the arrival and departure on it. However, this will not constitute a violation of the document.

If the form is not stamped, then to determine travel dates you must use:

• Information from travel documents;
• Customs stamps in the international passport. They will also determine the date of crossing the country’s border in both directions;
• Service memo.

A service report must also be drawn up if the employee used a personal or work vehicle during the trip. However, to confirm the dates of the trip and the chosen route, you need to use a waybill, receipts from gas stations and other reporting documents.

Related documents

A travel certificate can be issued together with the following accompanying documents:

• Job assignment - according to the new rules, this form is drawn up at the discretion of management. Business entities often use it to reflect to employees the tasks that they must solve on a given trip.
• Progress Report - This should be used when the work assignment is not being used. In it, the posted employee describes exactly what he did on his business trip.
• Advance report (Form AO1) - in it, an employee returning from a business trip reflects the expenses incurred. All of them are indicated according to the provided supporting documents, which are included as an appendix to the expense report.
• Invoices and receipts, rental agreement - they are issued to the employee during a business trip when renting housing to confirm the amounts spent on hotels.
• Tickets, insurance policies, etc. - they are used as confirmation of the travel expenses of the traveler. This can also include boarding passes, linen receipts, checks and receipts for receipts, etc.
• Other documents that confirm other expenses incurred by the employee on a business trip. For example, receipts for storage, receipts for communication services.
• An official note drawn up by the employee upon return with fuel receipts attached to it. It is composed mainly when using personal or business transport on a trip.
• An official note drawn up by an employee for expenses for which he does not have supporting documents - travel, accommodation, etc.

Source: https://buhproffi.ru/dokumenty/komandirovochnoe-udostoverenie.html

Rules for filling out form T-10

The T-10 form can be filled out either by hand or printed using computer technology. However, it is important to remember that it is filled out solely on the basis of the relevant order - this is where all the data is taken from.

All data for the travel certificate is contained in the travel order

If the information about the purpose of the trip (destination, date of trip) indicated in the certificate does not correspond to that specified in the order, such a business trip cannot be paid for by the accounting department.

The following columns on the front side of the T-10 form must be completed:

• company name - you can specify both full and abbreviated ones, however, it must fully correspond to the name defined by the statutory documents;
• the registration number of the certificate and the date of its issue - in accordance with the business trip registration log;
• employee personnel number - in accordance with accounting data;
• Full name of the seconded person, without abbreviations;
• the name of the structural unit in which the secondee works;
• the name of his position;
• destination - name of the company, its address;
• purpose of the trip - indicated in strict accordance with the order;
• start and end dates of the business trip (time limits are indicated without taking into account the time spent on the road);
• details of an identity document (passport, service ID, etc.);
• signature of the head of the organization or other authorized person, company seal.

The signature of the head of the organization is affixed to the front side of the certificate and a seal is affixed

The reverse side of the form contains departure and arrival notes. Each mark includes:

• name of the locality (nothing else needs to be indicated here);
• date;
• position, full name and signature of the person authorized to mark travel certificates at a particular destination.

A travel certificate is an informal name for a travel certificate, or form T-10, which is often used by experienced personnel officers. What does this term mean? Is it necessary to draw up such a document, and if so, how?

In the current Russian labor legislation, which regulates all issues related to business trips, there is no such thing as a “travel list”. Moreover, another document, which in its modern version denotes this same sheet, namely a travel certificate, was also abolished in 2020. Based on this certificate, it was previously possible to find out about all the employee’s movements, the duration of the business trip and which organizations he visited. Currently, this is not mandatory, but if the management of an organization wants to use documentation such as a travel sheet, no one can prohibit it.

What is it for?

From 01/08/2015, a government decree abolished the travel certificate, official assignments and business trip logs (resolution dated 12/29/2014 No. 1595).
Thanks to the new edition of the regulations on the specifics of sending employees on business trips (approved by Decree of the Government of the Russian Federation of October 13, 2008 No. 749), it has become easier for employees to confirm their presence on a work trip. After the 2020 amendments, there has been no recent news about changes to travel permits in 2019. Since 2020, the document flow when processing business trips for employees has been simplified: to justify a business trip, a written decision of the head of the organization, which is formalized by order, is sufficient. The employee confirms his presence at the destination with train (plane, bus) tickets, and in their absence, with other similar documents (invoices, hotel receipts, gasoline, etc.). If the employee does not have such papers, then he asks the receiving party for a memo confirming the duration of the business trip.

Since the law does not prohibit issuing a travel certificate in 2020, many companies continue to use this document. It is convenient to use it:

• confirm that the employee is on a work trip;
• reflect exact dates of arrival and departure;
• confirm expenses and daily allowances.

Business travel certificate

The form of the unified form of the travel list was approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 and is called form No. T-10. OKUD code is 0301024. By Decree of the Government of the Russian Federation of December 29, 2014 No. 1595, its mandatory use was discontinued. But if desired, the company’s management makes a decision independently and can stipulate in local regulations the need for its registration - cases of using the form in enterprises are not uncommon. This right is provided to employers by Articles 8 and 22 of the Labor Code of the Russian Federation. At the same time, the procedure for issuing the certificate is established.

Regardless of whether a unified document form is used or the employer has developed and secured its own form in the Travel Regulations, the specialist responsible for personnel or an accountant must indicate the following mandatory details in it:

• last name, first name and patronymic of the employee sent on a business trip, his personnel number;
• city ​​or other locality and name of the company where the employer sent the employee;
• purpose of the business trip and its duration in calendar days (specify the period in dates);
• details of the employee’s identity document;
• notes with the signature of an authorized person on arrival at the place of work and on departure from there.

When completed, the unified form certificate will look like this:

Reverse side:

From the sample travel sheet it is clear that the marks must be certified by a signature with a description of the position and full name. an authorized person, as well as a round seal of the company (if used). After arriving at the organization, the employee must submit the sheet to the accounting department to confirm the timing of the trip, along with other documents. And also issue a report on the work performed.

If the organization has approved another form of travel sheet, developed independently, then when drawing it up it is necessary to take into account the requirements given in the local regulatory act by which it was approved. If there is no approved form, but there is a desire to use the form, you can download it and include it in the list of affairs of your organization.

In accordance with changes in legislation, the unified form T-10, travel certificate, is no longer mandatory for use (from 01/01/15). However, at their discretion, enterprises have the right to continue to use this document to streamline the document flow of business trips. Let's look at how to fill out a travel certificate in 2018 - you can download the form at the end of the article.

At the legislative level, the concept of business travel is given in chapters. 24 TK. In accordance with stat. 166 is a trip to another location by order of the head of the company and for the purpose of representing the interests of the employer. The nuances of sending personnel on business trips are regulated in Resolution No. 749 of October 13, 2008. And in its own LNA, the enterprise is obliged to approve regulations for reimbursement of expenses to business travelers.

Until 2020, the use of a travel certificate was mandatory for all companies without exception. After the adoption of Resolution No. 1595 of December 29, 2014, this norm became invalid. The basis for sending a specialist on a business trip is now a management order (order). This document indicates the location of the trip, as well as goals, objectives and deadlines. Nevertheless, organizations may, at their discretion, continue to prepare both job assignments (form T-10a) and travel certificates for employees.

For what? First of all, the traveler’s certificate is intended to determine the total period of stay on the trip. After all, it is clearly visible here exactly when the person left the employer and when he returned. In addition, thanks to separate lines, you can track which organizations the employee visited. Consequently, the stamps of the receiving party confirm that the individual was indeed on a business trip. In this case, daily allowances are calculated for all days of stay.

Travel certificate - how to fill it out correctly

Sometimes an enterprise may send its employees on business trips in order to complete a given production task.

Among the documents that are often issued for such a trip, there is also a travel certificate.

Recent changes in legislation allow not to use it, but many companies still continue to use this form.

Is it possible not to use a travel permit?

Until 2020, a travel certificate was a mandatory document if an employee’s business trip was issued. Employee business trips: what it is, who cannot be sent, guarantees for the employee during the trip. It served to determine the length of stay on the trip, and also confirmed the period for calculating daily allowances.

https://youtu.be/aqpBZT4jUnI

Since 2020, it, as well as several other forms, have been recognized as optional for use.

Now you need to fill out a certificate only if it is expressly stated in the accounting policy, in the regulations on business trips, or in other local regulations. Local regulations - what they are and the procedure for their adoption by the company. In its absence, travel dates can be confirmed with tickets, hotel checks, memos and other documents.

Arranging a business tripHow to arrange a business trip in 2020

After all signatures and seals have been affixed, the document is handed over to the employee. It is valid when presented together with a passport or other identity document specified in the form.

An official assignment may be issued along with the certificate. An official assignment for a business trip - how to draw it up correctly? (it is also now optional).

It contains instructions that the employee must decide during the trip, and the employee also needs to reflect reports on their implementation in it.

An organization can develop its own form and combine the travel certificate and work assignment into one document.

Attention! After returning from a trip, the employee must fill out an advance report, attach to it a certificate stamped during the trip, and submit them to the accounting department along with documents confirming expenses.

Since the travel certificate is no longer a mandatory document, the receiving company may refuse to stamp it. And this will not be considered a violation of the rules for its registration.

If there are no stamps, the duration of the trip is determined using:

• Dates on travel documents;
• Customs stamps in the international passport, they also determine the date of crossing the border;
• Service memo.

Attention! The latter method also applies if the employee travels in his own or work car. However, travel dates and routes must be confirmed using a route sheet, cash receipts from gas stations and other documents.

travel certificate in Word format in Word format.

Sample travel certificate in Word format download in Word format.

Travel certificate: sample of filling out form T-10

Let's look at how to fill out the travel certificate form correctly.

Front side

The registration of the form begins with indicating the full or abbreviated name of the company, and in the column on the right - the code in the OKPO directory.

Next, the next certificate number is written in the following columns, as well as the date it was filled out. The document must also be registered in the journal under this number if its maintenance is provided for by current local regulations.

The next step is to write down your full name. employee, his number according to the report card, position held and the name of the department where he works.

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This is followed by columns in which information about the receiving party is recorded.

Typically, the name of the country, city, and also the company to which the employee is traveling is written down here.

If the name of the company is unknown at the time of the trip (for example, the trip is made to find new clients), then you can only indicate the country and city.

Based on the data entered into the business trip order or official assignment, the document indicates the purpose of the trip, the number of days allotted for the trip, as well as its start and end dates.

Form T-10 must contain information about the identity document - its series, number, place of issue.

The fully completed document is signed by the head of the company, and a company seal is also placed here, if used.

Reverse side

Below, or on the reverse side of the form, there are columns where the receiving organization must put notes on the arrival and departure of the traveler.

In this case, the city, date of arrival or departure, as well as the position and personal information about the employee who made the mark must be indicated.

If the company uses a seal, then its imprint must also be affixed to the document. The print must be clear and easily readable.

If an employee has several business trips, then when marking the receiving companies, it is necessary to follow the sequence of records so that in the future the chain of arrivals and departures can be traced.

Attention! Corrections can be made to the travel certificate, for example, when extending a business trip. But this must be done carefully.

The previous entry is crossed out with one line so that it can be read, and new information is indicated at the top.

After this, the corrections are certified by the person’s signature and seal.

In addition to the travel certificate, the following documents can be used:

• Service assignment - this document is not required to be completed. But many companies still use it - the form records the task that the employee must complete while traveling, and he himself reports on its completion there;
• Progress report - applies if a work task is not used. In it, the employee describes the process of fulfilling these instructions;
• Advance report AO-1 - serves for the employee to report on expenses incurred by him, by attaching supporting documents. Daily allowances for business trips are not subject to reporting - they simply need to be entered, depending on the daily allowance and the number of days of travel;
• Documents that can be used to confirm the rental of premises for accommodation during a business trip - a receipt or invoice from a hotel indicating all the necessary information, or a rental agreement for an apartment or house;
• Documents that will confirm the amounts spent on travel - paper and electronic tickets, boarding passes, receipt for linen on the train, etc.;
• Checks or receipts for taxi services;
• Documents for other expenses - check from the storage room, receipt for communication services, etc.;
• An official note with receipts for fuel and lubricants, if the employee traveled by his own or company transport;
• An official note if the employee does not have documents to confirm residence or travel, or both.

Source: https://kadrypro.ru/komandiroa/doc/komandirovochnoe-udostoverenie.html

What document replaces a travel certificate in 2018

The main goal of f. T-10 was confirmation of the length of the employee’s stay on the trip. Since the document has been officially cancelled, how can the period of travel be determined now? To answer, let us turn to Resolution No. 749. According to clause 4, the date of departure of a specialist is considered the day of departure from the employer, and the date of arrival is the day of return to the place of work. A day is counted inclusive of 24 hours.

In fact, travel documents, that is, tickets, are proof of stay. If the employee travels by personal or official transport, confirmation will be a memo with the attachment of a route or waybill, checks, receipts, invoices, etc. If for some reason there is no documentation for travel, documents for housing are used as confirmation. And in the absence of the latter - a memo or a similar form.

Travel order – form

You can fill out a sample travel certificate, form T-10, which can be downloaded below; the employer has the right to use a form of its own design or a unified one. The document of the State Statistics Committee was approved in Resolution No. 1 of 01/05/04. The registration is usually carried out by an employee of the employer’s personnel service. The basis for filling out the certificate is the order of the manager.

The current form is a two-sheet form. The first (front) side is intended for entering data before the employee departs on a trip. This provides general information about the employer, information about the posted person, as well as the place, duration and purpose of the trip. Additionally, information about the traveler’s identity document is indicated. The form is certified by the head of the company.

The second (reverse) side of the form is filled out during the business trip and immediately upon returning from it. An exception is the mark of departure from the organization, affixed immediately before the trip. If an employee is sent on a business trip to visit several enterprises, it is recommended to present identification at each of them to indicate the dates of arrival/departure. The official certifies the accuracy of the data with a signature and seal. On the date of return to his organization, the traveler returns the certificate to the personnel officer for the final mark of arrival.

How to fill out a travel certificate - sample data entry

The HR officer can fill out the form either manually or on a computer. In any case, all signatures must be affixed in person, without the use of computer methods or facsimiles. If the enterprise is small and there is no separate personnel employee on staff, the certificate may be drawn up by the chief accountant or director of the company. Next, let's take a closer look at what data to enter and where exactly.

What information is required to be filled out in the travel certificate f. T-10:

• Document header – here the name of the employer and its OKPO code are indicated. The serial number and date of the certificate must be provided.
• Data about the employee - here the full name of the individual is entered, it is indicated in what position and in what structural unit the person works in the organization.
• Information about the planned trip - this section provides basic information about the upcoming business trip. Namely, you should indicate where the specialist is being sent (name of country, city and enterprise); for what period (data are given in calendar days, travel time is not taken into account); for what tasks - the purpose is transferred from the management order (order) or memo. The deadline must also be specified in specific dates – “from” and “to”, and in the absence of information about the receiving party, the name of the organization is not required.
• Data on the document confirming the identity of the traveler - usually the number and series of the passport are given here.
• Certification of the certificate - the document is signed by the head of the employing company. His position and a transcript of his personal signature must be provided. If the company has a seal, an imprint is placed.
• Data on travel destinations - the sending party notes the fact of departure of the posted worker by affixing a calendar date, signature and company seal. After this, the personnel officer hands over the certificate to the employee for travel. On a business trip, the specialist sequentially presents the form for the appropriate marks at each of the places of visit. Here, each of the organizations where the employee visited makes its own entries. Upon return, the certificate is handed back to the personnel officer, who makes the final mark on the employee’s arrival.

Note! If an enterprise uses travel certificates in document flow, a special journal is used to record the latter. Such a document can be drawn up in any form indicating to whom, when and for what trip the certificate was issued.

Travel certificate - sample filling

For clarity, let’s look at how you can fill out a certificate for an upcoming business trip for an employee. Suppose an organization sends a manager on a business trip to conclude a number of trading contracts. The header of the document indicates the name of the enterprise - Digital Systems LLC, OPKO code 48523075. Then the form is assigned a serial number according to travel certificates and a date - No. 41 of 05.14.18.

Next, in the line with information about the employee, his full name and position are indicated - manager Sergey Stepanovich Ivanov, department - main. After which information is provided about the duration and place of the business trip - from 05/15/18 to 05/18/18, Moscow. The total number of travel days is 4 days (calendar). Passport information is taken from the employee’s personal file. Finally, the document is signed by the director of the company, and on the back there is a mark of retirement dated May 15, 2018.

The employee is going to visit several organizations. For example, this is Sigma LLC; Tekhnika-plus LLC; Computer City LLC and Robotics LLC. On the second page you need to mark your visit to each of these companies. If the receiving company refuses to note the arrival and departure of the traveler on the certificate, this will not be considered as a violation of the form. Since, as mentioned above, the document no longer has official validity.

Sample of filling out a travel certificate

Front side

The document begins with the full name of the company (an abbreviated form can also be used) and the registration code in OKPO statistics.

Next, the next number in order is entered into it, and the date of its compilation is also indicated. The certificate must also be noted in a special registration journal.

Below you enter information about the employee’s time code and his personal data - full name, position held in the organization, as well as the name of the department where this person works.

In the following columns you must indicate information about the receiving party. Basically, the name of the country, city and company to which the employee is sent is written down here.

Based on a business trip order or official assignment, the purpose of the trip, the period of its implementation, as well as the exact time of the start and end of the trip are entered.

The certificate must include a passport or other document confirming the employee’s identity, as well as its details - series and number.

The travel certificate must be endorsed by the management of the enterprise. The company's seal is also affixed here if it exists in accordance with the company's charter.

Reverse side

Below or on the other side of the document, responsible people at the enterprise and organization receiving the traveler make notes about the entry and departure of the employee.

In this case, the city, date of arrival (departure), as well as the position and personal data of the specialist whose responsibility is to keep records of this time are recorded. This information must be certified with company seals, if they are provided for by internal regulations.

The resulting image of the stamp must be clear so that all the necessary information can be read.

If the traveler has several destinations in accordance with his assignment, then when filling out the certificate it is necessary to follow the sequence of entries according to visits, so that an unambiguous chain of notes on arrival and departure is obtained.

Attention! Corrections are permitted in this document, but they must be made carefully. An incorrect entry is crossed out with a thin line so that the previous information can be read. The correct information is written at the top. After which everything is certified by the responsible person, as well as the seal of the company.

Where to download a travel certificate form T-10

The unified form according to Goskomstat Resolution No. 1 of 01/05/04 can be downloaded on any accounting website or in reference and legal systems. If a company develops its own form, which is not prohibited, you must include all the necessary details in the document. Simultaneously with the certificate, the enterprise must approve the manager’s order for business trips and other related forms. The latter include an official assignment, a report from a posted person on the work performed; advance report, etc.

Conclusion - in this article we figured out how to issue a travel certificate, the sample is laid out according to the standard form. Since 2015, this document has been excluded from the list of required ones, but companies have the right to draw up a form in order to optimize office work. An order from the company's management for the trip and an advance report from the employee to reimburse expenses incurred continue to be mandatory.

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