Drawing up an order to cancel a business trip due to coronavirus + sample

Why do you need an order?

It would seem that there is nothing simpler: cancel the business trip. Some enterprise employees actually believe that a verbal order from the head of the organization is sufficient for this, but this is not entirely true. The fact is that any action taking place within the company is always strictly regulated by various kinds of documentation. Business trips are no exception.

If the highest official of the organization decides to send one of his subordinates on a business trip, a corresponding order is issued about this. Based on it, all kinds of travel papers are subsequently drawn up, accounting and personnel operations are carried out, etc. Likewise, if a decision is suddenly made to cancel a trip, a new order must be issued that will launch the necessary process within the enterprise.

The consequence of the order is usually the cancellation of previously issued documents (travel certificates, passes, directions, etc.), surrender of tickets, funds issued for a business trip, etc.

https://youtu.be/DIbNUb2yTqM

Algorithm of actions when canceling a business trip

An example of the procedure for canceling a business trip in the regulations on business trips. A sample memo on the cancellation of a business trip. An example of formatting the cancellation of a business trip in the form of a separate paragraph of the order. A sample of canceling a business trip entry in the register of employees going on business trips. Legal regulation:

• Labor Code of the Republic of Belarus;
• Instructions on the procedure and amount of reimbursement of expenses during business trips within the Republic of Belarus, approved by Resolution of the Ministry of Finance of the Republic of Belarus dated April 12, 2000 No. 35 (hereinafter referred to as Instruction No. 35);
• Instructions for office work in government bodies and other organizations, approved by Resolution of the Ministry of Justice of the Republic of Belarus dated January 19, 2009 No. 4 (hereinafter referred to as the Instructions for office work), etc.

In some cases, employers have to cancel a previously made decision on a business trip. The actions of the employer in this situation are also not regulated by law. An approximate procedure for action in this situation is presented in Diagram 1. As you can see, the number of actions that need to be performed after the cancellation of a business trip depends on whether the employee received an advance and whether he incurred certain travel expenses before leaving for the business trip. Diagram 1. Actions when canceling a business trip

Please note that a business trip is canceled if it cannot be rescheduled. Cancellation of a business trip can occur at any time, right up to the employee’s departure on a business trip. A situation where an employee has gone on a business trip or has already arrived at the destination of the business trip, perhaps having stayed there for several days, cannot be considered a cancellation of a business trip, and only after that it became clear that this business trip is not necessary and for this reason it is cancelled. In this situation, the time for the business trip has already passed, and the traveler, in fact, has already begun to carry out the business trip. In such a situation, we are actually talking about changing the duration of the business trip.

Step 1. Regulation of the procedure for canceling a business trip in a local regulatory legal act.

Since the procedure for actions in case of cancellation of a business trip is not regulated at the legislative level, it is advisable to provide for it at the local level, for example, in the regulations on business trips.

An example of the procedure for canceling a business trip in the regulations on business trips

Step 2. Establishing the fact that it is impossible to send an employee on a business trip and initiating cancellation of the trip.

The initiator of cancellation of a business trip can be either the employer or the employee. The employer decides to cancel a business trip, as a rule, in cases where there is no longer a production need or the possibility of such a business trip.

In some cases, a business trip is not possible for reasons related to the employee. Such reasons can be either valid (for example, temporary incapacity for work, which does not allow rescheduling a business trip, theft of documents necessary for a business trip, etc.) or disrespectful (for example, absenteeism). The validity of the reason in the latter case is important for deciding the issue of compensation for expenses already incurred by the employee (for example, for the purchase of travel tickets).

If the reasons for canceling a business trip come from the employee, the seconded employee is often replaced. The basis for canceling a business trip may be a report or official note from the head of the department in which the employee whose business trip is planned to be canceled works, documents received from the employee confirming the impossibility of sending him on a business trip (certificate of incapacity for work, etc.).

Sample memo on cancellation of a business trip

Step 3. Issuing an order to cancel the trip and revoke the travel certificate.

In accordance with Art. 93 of the Labor Code of the Republic of Belarus, paragraph 2 of Instruction No. 35, sending employees on a business trip is formalized by order (instruction) of the employer.

Orders for business trips belong to the category of orders for personnel. The storage period for orders for sending on a business trip depends on the duration of the business trip: for short-term (less than a month) business trips - 3 years, for long-term (more than a month) - 75 years (subclauses 21.3, 21.4 of the List of Standard Documents No. 140*).

Accordingly, cancellation of a business trip is also carried out by a similar legal act with the same storage period and registration index “l” (subclause 142.3 of the Instructions for Office Management).

The administrative part of the order to cancel a business trip is drawn up in accordance with Part 12, Clause 99 of the Instructions for Office Work, according to which, if the administrative document cancels a previously issued document or its individual provisions, the last paragraph provides a reference to the canceled document (paragraphs of the document) indicating its date, registration code and title. In this case, a stable phrase is used: “Recognize the order... dated... No. ..." as invalid.

*List of standard documents of the National Archival Fund of the Republic of Belarus, generated in the process of activities of state bodies, other organizations and individual entrepreneurs, indicating storage periods, approved by Resolution of the Ministry of Justice of the Republic of Belarus dated May 24, 2012 No. 140.

An order to cancel a business trip, as a rule, also indicates the reason for canceling the business trip and orders the posted worker and other officials of the employer to carry out certain actions that are necessary in connection with the cancellation of the business trip.

Sample form for canceling a business trip as a separate item in the order

Step 4. Making a corrective entry in the register of employees leaving on business trips, canceling the travel certificate.

If, in accordance with paragraph 2 of Instruction No. 35, an entry was made in the register of employees going on business trips and a travel certificate was issued, then it is advisable to cancel them on the basis of an order to cancel the business trip. The current legislation does not establish the procedure for canceling an entry in the register of employees going on business trips, as well as the procedure for canceling a travel certificate, but only approves their forms (the corresponding appendices to Instruction No. 35). A possible option for canceling an entry in the logbook for employees leaving on business trips is given below. Sample of cancellation of a business trip entry in the register of employees leaving on business trips

Similar corrections are made to the travel certificate register.

Step 5. The employee returns the advance payment and provides them with an advance report if part of the issued funds has already been spent.

After making a decision to cancel the business trip, the posted worker must return the previously issued advance payment to the company's cash desk, as well as submit an advance report if part of the previously issued funds for the business trip has been spent.

Note that according to sub. 4.1 Instructions No. 35, in case of cancellation of a business trip for reasons beyond the employee’s control, when returning the purchased travel document to the employee, the cost of the travel document will be reimbursed in full, including the cost of services for its registration.

Note. In the case of a business trip abroad and the cancellation of such a business trip for reasons beyond the control of the posted employee, reimbursement of expenses for visas, hotel reservations, and the cost of the tariff established by the carrier when returning purchased travel tickets is carried out on the basis of documents confirming expenses in accordance with the law (clause 30 Instructions on the procedure and conditions for providing guarantees and compensation during business trips abroad, approved by Resolution of the Ministry of Labor and Social Protection of the Republic of Belarus dated July 30, 2010 No. 115). In this case, the employee is obliged no later than 3 working days, excluding the date the employer made a decision to cancel a business trip abroad, to submit to the accounting service of a legal entity, division, or individual entrepreneur a report on the amounts of foreign currency spent, to return foreign currency or Belarusian rubles by depositing them in cash desk or making a bank transfer to the account of a legal entity, individual entrepreneur, except for the cases established in clause 1 of part two of Art. 107 TK. By decision of the employer, in the absence of spent amounts of foreign currency or Belarusian rubles, the employee does not submit a report on the spent amounts of foreign currency (see clause 34-1 of the Instruction on the procedure for conducting cash transactions in cash foreign currency on the territory of the Republic of Belarus, approved by the resolution of the Board of the National Bank of the Republic Belarus dated March 29, 2013 No. 185).

Current regulatory documents do not establish deadlines for cash return in case of cancellation of a business trip. In practice, as a rule, when canceling a business trip, they are guided by the general deadlines established for their return.

However, since the day of return from a business trip from which the specified periods are calculated is absent in the case under consideration, the countdown can begin from the day:

• cancellation of a business trip, not counting the day of cancellation (date of issue of the order);
• familiarizing the employee with the order to cancel the business trip;
• returning to work after illness (if a business trip is canceled due to employee illness).

It is advisable to stipulate in a local regulatory legal act (for example, in the regulations on business trips) or in an order to cancel a trip the date from which the countdown should begin.
Vladimir Eduardovich Samoseiko , lawyer

Who should sign the order to cancel a business trip?

Any order always comes from the main person of the enterprise - the director (or an employee temporarily performing his duties), accordingly, the document must first of all have his signature.

Also, all employees who are indicated in it (i.e., those who are directly affected by the order and those who are responsible for executing the order) must sign the order.

It is necessary to certify a finished order with a seal only when this is a condition expressed by the management of the organization.

Transfer of business trip: petition, reasons, order, sample letter

Stability is a wonderful factor. But life is full of surprises, so you can’t expect absolute stability in any area. This also applies to business trips, the established duration of which may change at any time for reasons beyond our control.

Changing the duration of a business trip must be properly completed. Resolved issues will save you from hassle, misunderstandings and troubles that are quite possible in such a situation.

Regulatory regulation of the issue

A business trip is one of the components of an employee’s work activity, i.e. it has the necessary standards that are based on the Labor Code of the Russian Federation and relevant Government resolutions.

An employee goes on a business trip by special order of management. This may be an order or a resolution in which all the necessary components are noted. Since the timing of a business trip may change, and sometimes there are many reasons for this, the issue of rescheduling a business trip also arises; it is taken into account and spelled out in the general provisions on business trips.

Consequently, there is a regulatory framework that serves as a “springboard” for the error-free execution of relevant documents:

• Labor Code of the Russian Federation (Part 1, Chapter 24, Article 166),
• Tax Code of the Russian Federation (Article 264),
• Code of Administrative Offenses of the Russian Federation (Article),
• Decree of the Government of the Russian Federation dated October 13, 2008 No. 749,
• Letter from Rostrud (PG 1487-6-1).

When rescheduling a business trip, an order or instruction to reschedule it is unconditionally issued and the reason for this action is indicated. The order is accompanied by documents confirming its necessity.

In what cases is it possible to reschedule a business trip?

It is in principle impossible to list all the reasons for postponing a business trip, since both official circumstances and the human factor play a role here. But the main ones can be identified. For example:

• By necessity,
• Initiative coming from the receiving side
• Inability for an employee to travel
• Obstacles of insurmountable force.

The main reason is often medical indications, i.e. a business trip is postponed due to an employee’s illness. In cases where a business trip is the only means of resolving the issue, and the grounds for postponing it are unconvincing, postponing the business trip is impossible.

How to place an order for this

To issue an order to postpone a business trip, general provisions on this issue are used: there is an order for a business trip, there must be an order to extend it. Accompanying documents must be attached to the order.

What documents does it accompany?

1. Grounds for changing the timing of a business trip,
2. Service note.

Structure

There are no general regulations for drawing up an order to reschedule a business trip and, as a rule, it is drawn up in any form. But at the same time, there are a number of points that cannot be omitted, i.e. the order has a certain structure. The order must state:

• Base,
• Deadlines
• Additional conditions: refund of tickets and daily allowance (if necessary),
• Compensations and fines,
• Number of writing the order,
• Signature of the chief executive,
• Additional signatures of persons familiar with the order.

Sample

LLC "IK"

ORDER

dated December 1, 2020 No. 111 Moscow

about rescheduling a business trip

In connection (base)

I ORDER:

Source:

Storing an order

Administrative documentation is subject to certain storage requirements. In particular, after creating an order and familiarizing all interested parties with it, the document should be filed in a folder with other similar acts. He must remain in it for the period specified in the company’s local papers or for the period established by Russian legislation.

After the relevance of this document expires, it can be transferred to the archive or destroyed (also in compliance with the procedure specified in the law).

Stages of processing a business trip cancellation due to the coronavirus pandemic

Next, we will consider the main stages of canceling a business trip due to the current situation in 2020.

First, you need to issue an order to cancel the business trip .

There are 2 options : cancellation and creation of a new order. Cancellation of a previously issued order can be made provided that there was .

A new order is generated if there was payment for daily allowance, accommodation, and travel.

A sample order to cancel a business trip due to coronavirus is attached below. It can be downloaded for free.

ORDER ON CANCELLATION OF A BUSINESS TRAVEL DUE TO CORONAVIRUS: SAMPLE

The next step is to cancel your flight and hotel reservations.

Refunding tickets for business trips is relevant in today's global situation. Once the order has been issued, reservations must be canceled and tickets returned. In most cases, fines or compensation are charged for canceling a reservation (including hotels). In this case, such payments can be taken into account as expenses.

Refund of air tickets

To begin with, it is worth distinguishing between forced and voluntary cancellations of air tickets.

Voluntary refusal is usually understood as termination of the contract at the initiative of the passenger who booked a seat on the plane. A forced refusal occurs if the flight indicated on the ticket is canceled or delayed; if it was not possible to provide the passenger with a seat, flight or date, and for other reasons.

Normative base

Part 1 of Article 166 of the Labor Code of the Russian Federation states that a business trip is a trip by an employee of an organization to a certain place to carry out an assignment from the management of the enterprise.

Paragraph 2 of paragraph 3 of the Regulations on Business Travel regulates that an employee is sent on a trip in accordance with the order in forms No. T-9 and T-9a.

Labor Code of the Russian Federation

Form T-9

Form T-9a

Cancellation or rescheduling of a business trip must also be made in accordance with a special order or instruction.

Moreover, the document must be re-issued - it is prohibited to make amendments to the main business trip order.

Cancellation and rescheduling of a business trip - an order on how to formalize the reasons

Postponement of a planned trip to another time is possible due to completely different circumstances. Recalling an employee from a trip or changing the date of his trip does not have strict regulations, but based on the legislation, a standard registration procedure can be formulated and recommended.

Grounds for canceling a business trip may be related to the following groups of circumstances:

• Objective reasons - their composition does not depend on the employee, for example, the head of a partner company postponed negotiations;
• Subjective reasons - they are determined by the employee, for example, if the employee cannot leave due to an illness or due to family difficulties.

This list may be compiled in any order from similar circumstances. The transfer or full return of the employee is necessary if a natural disaster has previously occurred. If unpredictable situations are currently occurring at the place of arrival or the organization is faced with other urgent decisions, the employer has the right to cancel the travel order.

As the day of the trip approaches, the employee may report feeling unwell in order to issue a premature refund or send another specialist. In this regard, a special order (instruction) is issued. The standard procedure for registering this event can be formed using the sample algorithm of actions presented below.

Trip cancellation and registration are the following steps:

• An official note is drawn up, the completion of which reveals why the trip is being postponed or completely cancelled;
• An order is drawn up, the proper sample of which is signed by the employee;
• Information is entered into the official journal that such a document as this order was issued, its number is entered;
• If funds are available, a report on expenses is drawn up and returned;
• If an advance was issued, it is returned, while the cost of tickets is reimbursed by the enterprise.

This document will need to be issued in each case when it is necessary to reschedule a work trip. If you need to unify a standard template for filling out, it is now possible to view a standard template, the form of which will help you write a new personal template for your company. A form such as a memo begins with an address to the manager. Next, the document contains its name, date and year when the publication was made.

In the main part, the memo describes the reasons for which the trip is postponed or even the tickets are returned. Here the employee refers to the previous order as evidence of his need for the trip, then he indicates why the established departure date must be postponed or canceled . At the end, the memo, like any form, is signed.

Circumstances often arise that may interfere with the further performance of a job assignment. In such cases, it is necessary to correctly document the cancellation or rescheduling of a business trip.

How to apply correctly?

Let's look at step-by-step instructions on how to properly process a business trip cancellation:

• collecting documentation and identifying the reasons that caused the cancellation of the trip;
• drawing up a memo indicating the reasons for cancellation;
• issuing an order to cancel a business trip;
• return of the unused part of the advance, provision of an advance report.

Documentation

To complete the process, a certain package of documentation is required:

• order;
• memo;
• advance report;
• documents confirming actual expenses incurred on a business trip.

Sample order:

Sample memo:

Do you need an advance report?

Two situations are possible:

Example #1:

Obidin S.V. According to the direction of management, I had to go on a two-week business trip. However, on the day of departure, the employee became very ill. The manager decided to cancel the trip. The funds were issued to Obidin three days ago. Is he obliged to return them?

Solution:

The employee did not make any expenses before the business trip was cancelled. In this case, he simply hands over the funds to the cash register using a cash receipt order. It makes reference to the cancellation order as the basis.

Example #2:

Savilova N.Yu. She spent 3 days on a business trip, after which she received a telegram about the death of a close relative. She called the director, who decided to cancel the trip. What to do in such cases when a certain part of the funds has already been spent?

Solution:

The employee needs to draw up an advance report in Form No. AO-1, ​​and hand over the remaining funds to the cashier.

Financial and accounting side of the issue Let's take a closer look at some of the financial and accounting nuances that may arise.

Features of refunds

All unused funds issued to an employee as an advance must be returned to the cashier no later than three working days after returning to work due to the cancellation of a business trip.

The confirming document about the funds used will be an advance report in form AO-1:

Advance report-ao-1

Return of tickets

When canceling a business trip, one of two documents must be attached to the advance report, depending on the circumstances:

• a document confirming the return of the ticket indicating the amount withheld and returned;
• a certificate from the carrier company about a non-refundable ticket.

Refund of travel allowances

Unused travel allowances must be returned to the company's cash desk in proportion to the number of business trip days that were cancelled.

Tax consequences

For the purposes of calculating income tax, it is necessary to document the losses and expenses incurred in connection with the cancellation of a business trip:

• amounts withheld by the carrier company when returning tickets should be included in non-operating expenses as of the date of recognition;
• the price of the originally purchased ticket minus the refunded amount should be taken into account as part of other production and sales expenses.

Postings

Example of accounting entries when canceling a business trip: