Service memo on business trip extension: sample
Sometimes it may be necessary to extend a business trip, then the posted employee or his immediate superior can draw up a corresponding memo addressed to the head of the organization.
In this material we will not provide a sample of such a note - it can be drawn up by analogy with the example of a business trip memo given above.
In this case, the basis for making a decision to extend the employee’s stay at the place of business trip will be sick leave and a memo from the immediate superior of the sick employee about the relevance of fulfilling the production task at the place of business trip.
It should be taken into account that all the necessary documents are drawn up in a new way, and no changes are made to the previously issued order to send the employee on a business trip.
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What does the law say?
The current legislation determines the procedure for sending employees on business trips.
At the same time, there is no document that would regulate the procedure for processing the transfer of a business trip. In practice, a certain procedure has developed that is used by organizational leaders in such situations.
Thus, the form of the order and the procedure for filling it out must be enshrined in the local regulations of the enterprise.
It is prohibited to make changes to the main order for sending on a business trip.
It is necessary to create a new document that will reflect the main provisions and aspects of the postponement.
Normative base
The sending of employees on business trips is regulated by the Regulations on the specifics of sending employees on business trips.
This regulatory legal act was approved by Decree of the Government of the Russian Federation No. 749 of October 13, 2008.
When is it needed?
An order to reschedule a business trip is required in the following cases:
Example:
Vasiliev S.A. was supposed to go on a business trip on May 16, 2020. However, due to severe flooding, road traffic was difficult. What should be done in this situation?
Solution:
Is it possible to fire a father of many children for absenteeism? Read here.
Order to extend business trip form
- position and signature (with transcript) of the head of the employer or the person to whom he delegated such right;
- signature of the employee sent on a business trip and the date of his familiarization with the order.
To issue an order to send a group of workers on a business trip, you can use the T-9a form approved by the same resolution of the State Statistics Committee, in which for each of the workers it is possible to separately indicate the place, purpose, timing of the trip and source of payment.
Order for business trip in 2020: sample for downloading in form T-9
A sample order for a business trip in 2020, drawn up on the T-9 form, can be seen on our website.
business trip orders
Information about issued orders on business trips is taken into account in special journals.
If during the execution of a business trip there is a need to increase its duration, this activity is carried out in compliance with the mandatory requirements. First of all, an Order to extend the business trip is formed (a sample is presented at the end of the article).
An employee’s trip to another locality related to resolving production issues on behalf of the company’s management is called a business trip. For a trip to be considered as such, it must meet the following conditions:
- The place where the assignment is carried out must be located far from the main place of work of the posted employee.
- Presence of time restrictions.
Attention
The accounting service will make a settlement with A.G. Kapitonov for the additional days and pay the difference in tickets.” Based on the memo and instructions from management, the personnel service is preparing an order to extend the business trip.
Is it possible to extend a business trip without the employee’s consent?
A business trip on the instructions of management is part of the labor functions that must be performed by the employee by virtue of an employment agreement concluded with the company.
Therefore, an employee will be able to refuse to participate in a trip without being subject to disciplinary action if the administration agrees to this. This rule also applies to the extension of a business trip, since this is also a business trip.
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Business trip assignment: how to fill out correctly in 2019, application procedure
Do not forget about the categories of citizens, when arranging a business trip, for whom the law establishes the obligation of the company’s management to obtain their prior consent for such trips.
These employees include:
- Those who have young children (under 3 years old), women or other persons who are raising these children in the absence of a mother.
- Persons who are raising children under 5 years of age alone.
- Persons providing medical care and supervision of close relatives.
- Disabled people working at the enterprise, except in cases where the trip affects their rehabilitation period.
Attention! Since these employees give initial consent to a business trip, they must also obtain consent to extend its duration. If such a person refuses this, then the duration of his business trip cannot be increased.
Order to extend the travel period
There is no generally accepted form for this document. It is drawn up either in free form in compliance with the rules of business document flow, or according to the sample established in the organization.
In the title of this document they indicate the word “order” and write what it is about.
For example, “an order to extend the duration of a business trip due to production needs.”
The text itself indicates the basis, for example, “Based on an internal memo from the head of the transport department, Selifontov P.
L. about the need to perform additional repair work on a state-owned Volkswagen vehicle.
Therefore, they are installed conditionally and are divided into:
- Depending on the will of the employee.
- Related to circumstances that do not depend on the will of the employee.
Due to production needs
The reason for such an extension is the inability of the employee to cope with the assigned duties within the established time frame. It may also arise if during a business trip the employer expanded the list of work required to be performed.
Due to illness
If during a business trip an employee becomes ill and goes to a local medical facility for medical care, the business trip is extended for the duration of the illness or less.
Info
He will sign the original when he returns. And of course, the employee needs to pay additional travel allowances if the advance he received earlier is not enough. An order to this effect is usually included in the extension order.
NOTE! There are categories of workers who can be sent on a business trip only with their written consent and in the absence of medical contraindications confirmed by a medical report. These persons are indicated in Art. 259, 264 Labor Code of the Russian Federation. We believe that they should also be asked to agree to extend their business trip.
On our website you will find other samples of documents for business trips, incl.
h.
- persons raising a child with a medically documented disability;
- employees caring for sick relatives.
In addition to written consent to the extension of the business trip, these categories of employees are also notified of the possibility, established by law, of refusing to extend the business trip without giving reasons.
In this case, you will additionally need to formalize and submit your acquaintance and consent or refusal to extend the business trip.
For example, by fax or electronically, the personnel service transmits to such an employee an order to extend the period of business trip and an additionally issued notification about the possibility of refusing to increase the days of stay at the point of business trip.
This can be either a separate document or an entry at the end of the order.
For example, “The manager Makarov Yu has been familiarized with the order.
How to formalize an extension of a business trip is not described either in the Labor Code of the Russian Federation or in the regulations on business trips (approved by Government Resolution No. 749 of October 13, 2008). Obviously, this requires an order. There is no special form for it, so you can compose it in any form. Be sure to indicate the reason for the extension of the business trip and the new term (end date). Otherwise, the order is drawn up according to the general rules provided for orders for main activities.
You can download a sample order to extend a business trip from our website.
order
After drawing up an order to extend the business trip, you need to notify the employee. The notification form is any convenient. For example, you can send him a scan of the order.
The remaining expenses can also be issued as an advance, or transferred after arrival at the place of work, based on the employee’s report on the business trip.
In addition, when a business trip is extended due to an employee’s illness, he can submit a sick leave certificate by mail, which must be paid immediately upon receipt.
Another additional cost associated with increasing the length of stay on a business trip may be the difference in the cost of the originally ordered travel document and the price of the newly purchased ticket. This money is reimbursed to the employee after arriving at the place of work and filling out a trip report.
Seconding employees to perform official duties in another locality is a common practice in the activities of any organization.
Until 2013, it had the mandatory T-9 form, approved by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1.
Since the T-9 form fully meets all the requirements for a document that must be issued as an order to be sent on a business trip, most employers continue to use it now. You can also take this form as a sample order for sending on a business trip when developing it yourself. Form T-9 contains the following required fields:
- name of the employer, sending employee, his OKPO code;
- number and date of the document being drawn up;
- FULL
NAME.
The legislation does not provide a uniform form for the Order to extend a business trip. Firms develop it independently, but in compliance with a number of established rules. Such an order must contain the following information:
- Basic passport data of the posted employee.
- Full name of the company and full name of the director.
- Document's name.
- The reason for the increase in time and the new end date of the trip.
- Order of the chief accountant to transfer an additional amount of money to a posted employee for production expenses (if necessary).
- Signature of the responsible person with transcript and date of compilation.
Settlements with an employee
In case of extension of a business trip, the company undertakes to compensate the employee for expenses for:
- nutrition;
- payment for accommodation (rented apartment, hotel, etc.);
- purchase (exchange) of a return ticket.
If the funds issued before departure are spent, the employer is obliged to transfer an additional amount.
You can instruct the accountant to make the payment in the renewal order.
Such requirements are imposed by the Regulations on Business Travel.
Daily allowance is paid for the entire time spent on a business trip and includes:
- days of stay (including added ones);
- weekends and non-working holidays;
- period of travel;
- forced stop time.
If a business traveler falls ill, he has the right to receive financial compensation after presenting a sick leave certificate.
The calculation of all due payments is carried out on the basis of the documents provided: hotel bills, tickets, certificates, etc.
Example:
Marketing department employee A.V. Skvortsova was sent on a business trip from June 27 to July 9 (14 days). While carrying out the assignment, she fell ill and was in the hospital from July 4-6, which was confirmed by a sick leave certificate. In connection with what happened, Anna Viktorovna returned on July 12 (3 days later).
Solution:
Days of illness of an employee are not included in the business trip.
The organization must accrue:
- daily allowances for the period from June 27 to July 12;
- sick leave benefits for the period July 4–6;
- compensation for living expenses (the period from July 4-6 is not taken into account).
A.V. Skvortsova presented a certificate of incapacity for work, a hotel bill and checks confirming expenses in connection with the extension of the business trip. Monetary compensation amounted to 1,700 rubles.
Reasons for extending business trips
The reasons for the extension are not legally defined.
When going on a business trip, a start and end date is set.
- Execution of production orders only at the place of arrival, absence of them during the trip to him.
The start date of the business trip is the departure date, and the end date is the arrival date. They are indicated in the Order of the company management to send an employee to complete a production task.
In some cases, by the time the business trip expires, it becomes necessary to extend it. In such a situation, the employer is obliged to comply with the rules established by labor legislation. Firstly, you will need a document justifying the need to increase the duration of the business trip.
An order to extend a business trip does not have a specific, strictly unified form; it is usually issued on the organization’s letterhead.
The following points must be recorded:
- Name of the enterprise, date of issue of the order and its number.
- Full name of the seconded employee, start date of the business trip.
- Reason for extension of business trip, extension period.
- The date on which the employee must return to work after a business trip.
- Responsible persons for: recording working hours, conveying information to the business traveler and monitoring the implementation of the order.
This legal subtlety is often used in legal proceedings between an employee and an employer.
For this reason, it will be necessary to obtain the employee's written consent to ensure that the employee's civil rights are respected.
Features of the procedure
A business trip is a trip by an employee by order of his superior in order to carry out certain assignments.
It must meet the following conditions:
- be performed in a place remote from permanent work;
- be limited in duration;
- not have a traveling nature;
- Avoid running errands while on the road.
The period begins on the day of departure and ends on the date of return (indicated on the tickets).
The Labor Code of the Russian Federation and the Regulations do not contain rules for extending a business trip. Consequently, the final decision remains with the employer and depends on the volume and complexity of the assigned tasks.
According to the instructions, the maximum duration is 5 days.
Documents related to a business trip are not subject to correction.
Information is recorded in the regulatory legal acts of the enterprise:
- in the order;
- in a job assignment.
Commercial organizations have the right to use independently developed forms.
The main requirement is the presence of all required details.
Employees who are only in an employment relationship are sent on a business trip. Otherwise, the tax authorities will not recognize expenses as travel expenses.
Pregnant women, disabled people, and registered candidates are not allowed to travel.
If the period has been reduced
It must be taken into account that the business trip ends at 23.59 and begins at 00.00. If the employee completed the task earlier and wanted to return, then an order is issued and the employee comes to the city of his main place of work.
If he arrived several days (or 1 day) earlier than the pre-planned date, then the next day he must report to the place of duty. If he does not show up, it is considered a missed day of work.
The employer has the right to assign a monetary incentive for quickly completed work or not to assign one. He has the right to grant his employee an extraordinary paid day off for this time.
In the memo, indicate the reason why the business trip extension is required, as well as the period for its extension.
Based on the memo on the extension of the business trip, an order for extension must subsequently be issued if the head of the organization considers the extension of the business trip appropriate.
