Memo for a business trip: sample 2020

The employee’s travel time is determined by travel documents, which the employee provides to the employer upon his return.

If there are none, as, for example, in the case of using the employer’s personal or motor transport, the time of the business trip is determined on the basis of the information contained in the memo, which the employee provides to the employer along with the attachment of documents confirming the use of the specified transport.

Thus, a business trip memo has at least two meanings.

Writing Instructions

The form can be presented on an ordinary A4 sheet. Let's consider the form and structure of the document :

In the upper right corner you must indicate the full name of the head of the company in the dative case.
A little lower - the full name of the head of the department (if there is one). The full name of the employee who compiled this memo is immediately written down.
The central part of the form indicates the title of the document and its contents. The employee must express his appeal to the manager in free form.

Must be present:

date of departure, arrival;
purpose of the trip;
name, make, model, registration number of the vehicle (when the trip was on a personal, official or rented car);
at the bottom of the form - a description of the attached documents;
date of preparation of this document, employee’s signature with transcript.

Note structure and drafting rules

No legal act establishes a strict form. Each organization approves it independently.

According to Federal Law No. 402-FZ dated December 6, 2011, the note must contain the following information:

name of company;
Full name of the head;
purpose of the trip;
duration of the business trip (if the employee returned after 24-00 hours, one more day is added to the daily allowance);
total amount of expenses;
date of document preparation, employee signature.

All documents with which the employee can confirm the expenses incurred are attached to the note:

waybill;
receipts from gas stations confirming the purchase of fuel;
receipts for payment for travel on a toll road, paid parking services, etc.

A memo should be drawn up taking into account certain rules:

The document is drawn up on an A4 page. If the organization has a designed letterhead, it is better to use it.
In the upper right corner, the person who makes the decision to send the employee on a business trip and the author of the note are indicated.
The title of the document is indicated in the center, there is no dot.
The main block is information about the purpose and duration of the trip, and the costs incurred.
A block where all attachments to the memo are listed.

If necessary, you can supplement the note with a request for the allocation of travel funds. After preparation, the document must be submitted to the accounting department for registration and approval by management.

If we are talking about an individual entrepreneur, then if he goes on a business trip, there is no need to document it. Although, in order to be safe from problems with the tax office in this regard, it is better to draw up a similar internal document and attach to it all evidence of costs.

How is the document compiled?

The legislation does not stipulate the conditions that must be followed when drawing up this document; for this reason, the memo can be drawn up in free form, but taking into account specific conditions :

The service note is drawn up on A4 sheet. If the company has a letterhead, then it is more correct to write explanations directly on it.
The document is addressed to the person who takes the decision to send him on a business trip, the head of the company. His position and full name are written in the upper right corner.
Next, it is necessary to clarify who exactly is considered the author of the memo, a business traveler. In addition, his position and individual data are included.
Approximately in the 2nd third of the sheet, in the center, you need to indicate the name of the document.
Then there is a detailed document, which explains in detail for what reasons, for what purposes, who exactly and during what period was sent on a business trip.
Additionally, it is necessary to determine whether personal or work vehicles were used. If yes, the registration numbers of the vehicle, as well as information about the driver, are entered.
In addition, in this section it is necessary to more accurately define the period of departure and return, as this will make it possible to clearly determine the duration of the trip.
The next item is applications.
It is necessary to write in it which primary documents were provided in order to prove the business trip. This can be a waybill, cash receipts from gas stations, parking receipts, a report on the work done, as well as documents confirming the extension or cancellation of a business trip, if this happens. ATTENTION! Since the list of supporting documentation is not regulated in any way, the more checks, receipts, and invoices are attached, the easier it is for the accountant to write off the costs of the business trip.
The last thing to do is set the date for the note and sign it.

Read more about what a memo is here, and from this article you will learn about the rules for preparing memos according to GOST, as well as what are the requirements for their writing and appearance.

Who should draw up and when?

In large companies with extensive internal document flow and a developed hierarchical system, it is customary to request the manager’s consent to send employees on a business trip by drawing up a special document - an internal memo. But there is another situation when such paper is necessary.

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According to Decree of the Government of the Russian Federation dated December 29, 2014 N 1595 and Decree of the Government of the Russian Federation dated July 29, 2015 N 771, a memo about a business trip is drawn up by the employee after returning. Specific deadlines for submission are not specified in the legislation, so it is allowed to submit it either on the working day when the trip ends, or on the next working day after its completion.

Request for payment of funds for expenses

This category is one of the more well-known and sought-after types of memos. It is written by employees who must travel for official purposes from their workplace. How to write a memo requesting compensation for expenses :

Drawing up a memo requesting reimbursement of travel funds should be carried out strictly after the employee’s return.
It is necessary to determine a list of services for which money was spent for official purposes, but this is not enough.
It is necessary to attach proper checks, travel tickets, receipts, as well as other documents indicating the fact that the employee paid for these services.
Clearly record the date of departure of the employee on a business trip, as well as the date of arrival.
In addition to the key points established for absolutely all notes, in the text of the document show a clear time with minute-by-minute accounting and the city from which the employee departed, as well as the city of arrival.
Then list in detail all the services for which compensation is required, depicting them as informatively as possible, but at the same time briefly.
Then mark the minute-by-minute time of arrival and indicate the list of documents that you will attach as a basis for receiving funds.

Read more about how to write a memo for payment, recalculation and deduction of wages here.

Features of drawing up a work assignment for a business trip

Business trips - the diversion of employees from their permanent place of work, trips to carry out assignments from management - must be properly documented. Previously, the official assignment was issued together with a travel certificate and an order for the organization. What role does a job assignment play when going on a business trip nowadays, how to draw up a document and what are the rules for document flow regarding it - more on that below.

What documents does a business traveler need?

An employee sent on a business trip is subject to serious requirements for paperwork - the papers confirm the company's expenses, controlled by the fiscal authorities.

The current version of Government Decree No. 749 dated 10/13/08 speaks of the need:

written order from the administration to go on a business trip;
advance report on business expenses.

All entries in the advance report are confirmed by primary documents (travel, living expenses, etc.). The written order is issued in the form of a business trip order, which briefly describes, among other things, its purpose.

Despite the reduction in documentation for business trips at the legislative level, many personnel officers continue to issue both a travel certificate and an official assignment for a business trip, believing that the mandatory documents specified in the legislation are not enough to fully account for the business trip.

Both the order and the job assignment reflect the goals set by management for the employee. The job assignment has a number of features.

Is a job assignment required?

Resolution No. 749 does not mention this type of document, and therefore it is considered that the organization has no obligation to draw it up. If the business trip is urgent, it is easier to get by with a written order for the organization; this will not be considered a violation. However, if a serious long trip is ahead, the employee should still present the task in the clearest, most detailed form, in a separate document. Usually, a memo or, more familiar to the employee and management, an official assignment is drawn up.

It not only indicates the purpose of the trip, as in the order, but also provides a more detailed list of tasks that the seconded employee must perform to achieve it. This detailed form of presenting the task is convenient: it makes it possible to avoid misunderstandings and inaccuracies when carrying out an official assignment to an employee and to easily monitor the execution of the administration.

A travel assignment is considered an internal document; its application must be reflected in local acts relating to business trips (Article 8 of the Labor Code of the Russian Federation).

On a note! Order No. 558 of the Ministry of Culture dated 08/25/10 on the list of management documentation and storage periods for documents under No. 669 specifies documents on the secondment of employees, including official assignments. Their shelf life is 5 years, and 10 years for business trips abroad.

Who issues the official assignment and who must sign it?

The execution of a job assignment for a seconded employee can be entrusted to his immediate superior, for example, the chief engineer, if an ordinary engineer is sent on a secondment. Quite often, the registration is carried out by an employee of the personnel service on the basis of a memorandum from the head of the department, approved by the head of the company.

The written assignment for a business trip is signed by:

head of the company;
head of a structural unit;
the worker himself.

The number of copies of the document is specified in the LNA. Most often they are limited to one copy. The task is issued to each employee separately, even if they are sent on a business trip as a group, according to the order.

The head of the company, going on a business trip, draws up an official assignment for himself as an employee and signs it himself.

The document provides not only the task as such, but also a report upon return from a business trip on its execution. It must be provided to management regardless of whether the approved T-10a form is used or a free one adopted by the company and enshrined in a local act.

After the end of the trip, the task is submitted along with the advance report and documents confirming the expenses. If the organization's document flow provides for a travel certificate, it is also attached to the package.

On a note! If the use of an official task is prescribed in the LNA, the employee is obliged to report in writing on the execution, otherwise he will be punished under the Labor Code of the Russian Federation, Art. 192.

Composition of the document

A service assignment for a posted employee, drawn up in any legal way (on a unified form or without it) contains certain details:

Document header. Consists of the name of the document, number, date, name of the company that sent the employee on a business trip.
Information about the posted employee. Full name, position, personnel number, department to which it belongs.
Business trip information. This will include the name of the receiving party, the location of the business trip, its expected start and end dates. Indicate the number of days of the business trip, including those without being on the road. Form T-10a provides the name of the organization that pays for the business trip. Usually this is the same company where the business traveler works. If the document is drawn up in free form, according to the rules of internal LNA, this paragraph may be omitted, meaning by default.
Base. The details of the base document are indicated here. Most often this is a business trip order, but there may also be another document, for example, a remote work plan if a technical specialist is sent on a business trip.
Exercise. Enter the purpose of the trip, point by point.
Report on the completion of the task. This item is filled out after the employee returns either by himself or by his immediate supervisor, who is able to objectively assess whether the subordinate has completed the assigned task.
Signatures. The head of the company, the department and the employee himself sign. A separate paragraph includes a resolution on the completion of the task and the signature of the head of the unit under it (for the second time, upon the employee’s return).

In many cases, the T-10a form is not used because it has limited fields to fill out. If the content of a job assignment is voluminous, it is inconvenient to fill out such a document. Then a free form is used with the inclusion of the above data.

Sample

Let's take a conventional example, in which Deputy Director Vasily Petrovich Ivanov goes on a business trip to carry out a number of assignments. After returning, he himself fills out a report on the completion of the task. The official assignment was completed by a personnel service employee on the written order of the director. The director is the employee's immediate supervisor. The unified form, according to the LNA, is not used by the company.

Official assignment for sending on a business trip and a report on its implementation

dated 10.10.19 Ivanov Vasily Petrovich tab. No. 5

Division - AUP, position - deputy director.

Sent to Stimul LLC, Ryazan, on a business trip for the period October 10-17, 2020, for a period of 8 calendar days, of which 2 days were on the road. Reason: order No. 65-k dated October 9, 2019 on sending V.P. Ivanov on a business trip.

Contents of the job assignment:

1. Conclusion of a contract for the supply of grapes. 2. Reconciliation of mutual settlements for the 1st-3rd quarter of 2020.

Director of Agat LLC Matrosov N.N.

Familiarized with the task: Deputy. Director Ivanov V.P.

Implementation report (filled out by employee): 1. A contract for the supply of grapes dated October 12, 2019 was concluded. 2. Quarterly and general reconciliation of mutual settlements with Stimul LLC for the 1st-3rd quarter of 2020 was carried out.

10/18/19 Deputy Director Ivanov V.P.

Conclusion on the completion of the task: completed in full (filled out by the director).

Director Matrosov N.N.

How to count days correctly

A preliminary calculation of the employee's absence days is made before dispatch and is included in the text of the assignment. The actual duration of the business trip is determined primarily by travel documents. The starting point is the date of departure of transport from the place where a member of the work team works permanently.

In case of loss of travel documents:

use documents confirming the rental of housing by an employee on a trip (hotel receipt, any other documents indicating temporary residence);
The employee does not have documents for accommodation and travel - he draws up a memo (or any other document) in which he indicates the actual duration of his stay on a business trip, and the receiving party confirms it with the signatures of its responsible persons.

If the employee used company or personal transport instead of public transport, or involved third parties in the transportation, he draws up a memo with attached any documented data that the travel was carried out along the required route (waybill, gas station cash receipts, etc.).

When calculating business trip days reflected in the order, in the official assignment and in the report on its execution, it should be taken into account that:

a day is counted up to 24 hours, including the last minutes, from zero hours – the next day;
if the station, airport, marina are located outside the city limits, the travel time to them is included in the business trip period;
The appearance of the business traveler at his permanent workplace on the day of departure and arrival is negotiated with the administration.

Reporting the use of your transport

REFERENCE! In this case, a document such as a memo may be needed if the employee is sent on a business trip in his personal transport. There are no special conditions for the preparation of this document; it is written in free form.

As a rule, a memo with the use of a personal car must necessarily indicate the following information: date, time of start and end of the trip. This information is required so that the company’s accounting department can calculate the required daily allowance. For example, if an employee returns from a business trip after midnight, then one more day is added to his daily allowance.

The memo must be supplemented:

waybill;
receipts for paid parking;
cash receipts for fuel.

In addition, this document must indicate all costs associated with the use of vehicles - toll roads, etc.

Where can I find a sample memo?

What information is reflected in the memo? In order to make it convenient to fill out memos, the company is developing a universal template in which the business traveler will simply need to enter the actual data. You can download such a sample of a ready-made memo form on our website.

Due to the fact that the memo is an important primary document, it is necessary to ensure that it contains all the details required for the primary document (their list is given in Article 9 of the Law “On Accounting” dated December 6, 2011 No. 402-FZ).

These details include:

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document's name;
name of the employing company;
Full name and position of the posted worker;
date of document preparation;
place and duration of the business trip;
list of applications;
signature with a transcript of the employee’s full name.

In addition, since the trip is carried out by car, you will need to indicate its make and license plate number.

Companies can develop their own memo form, formatting it in the form of a table and providing all the necessary details. The form of the document may be approved by local regulations on business trips.

On the developed form of the memo, all known fields can already be filled in, and upon arrival from a business trip, the traveler will only have to fill out all the free fields of this document and put his signature.

Example of a service letter

To the director of Polyara LLC, Elena Anatolyevna Titova, from sales manager Denis Vladimirovich Bychenko.

SERVICE NOTE

Confirmation of the fact of being on a business trip.

I would like to bring to your attention that from January 15 to January 21, 2020, I was on a business trip to the Hermes private enterprise, located in Ivanovo. To travel to and from the business trip to Polyara LLC, located in Moscow, I used a personal Hyundai car, license plate M256 VO 732.

The actual duration of the business trip was 7 calendar days. Lived with relatives.

Departed: 01/15/2017 at 10.30.

Arrived: 21.01. 2020 at 19.30.

Application:

Cash receipt for gas station in Moscow dated January 15, 2017.

Cash receipts for gas stations in Ivanovo dated January 19, 2017, dated January 21. 2020

Report on the work done.

01/21/2017 Bychenko Bychenko D.V.

We recommend that you look at our other articles on how to draw up a memo for salary increases, bonuses and de-bonuses for employees, promotions, additional payments for increasing the amount of work, writing off material assets, fixed assets, issuing cash, combining positions, car repairs, purchasing and other activities related to equipment, as well as time off.

With whose signature and approval the document is formed

The head of the enterprise signs and approves all documents related to the future business trip and at its end.

Coordination of the memo is required with the accounting department; in addition, any expenses incurred during the preparation of the trip and during it must be documented for accounting purposes.

According to the legislation, there is no clear date for submitting a report for a business trip for the employee who carried it out, however, there is a requirement for this action to be completed as soon as possible upon returning from the business trip.

Management response

After the manager makes a positive decision on the need for a business trip, copies of the note are sent to all departments listed in the left corner (above) to take the required measures (preparing orders, ordering tickets if necessary, accruing funds to travelers).

We talked about how to correctly write a response to a memo in a separate article.

Features of drawing up a work assignment for a business trip

What documents does a business traveler need?

An employee sent on a business trip is subject to serious requirements for paperwork - the papers confirm the company's expenses, controlled by the fiscal authorities.

The current version of Government Decree No. 749 dated 10/13/08 speaks of the need:

written order from the administration to go on a business trip;
advance report on business expenses.

Both the order and the job assignment reflect the goals set by management for the employee. The job assignment has a number of features.

Is a job assignment required?

A travel assignment is considered an internal document; its application must be reflected in local acts relating to business trips (Article 8 of the Labor Code of the Russian Federation).

Who issues the official assignment and who must sign it?

The written assignment for a business trip is signed by:

head of the company;
head of a structural unit;
the worker himself.

The head of the company, going on a business trip, draws up an official assignment for himself as an employee and signs it himself.

Composition of the document

A service assignment for a posted employee, drawn up in any legal way (on a unified form or without it) contains certain details:

Document header. Consists of the name of the document, number, date, name of the company that sent the employee on a business trip.
Information about the posted employee. Full name, position, personnel number, department to which it belongs.
Business trip information. This will include the name of the receiving party, the location of the business trip, its expected start and end dates. Indicate the number of days of the business trip, including those without being on the road. Form T-10a provides the name of the organization that pays for the business trip. Usually this is the same company where the business traveler works. If the document is drawn up in free form, according to the rules of internal LNA, this paragraph may be omitted, meaning by default.
Base. The details of the base document are indicated here. Most often this is a business trip order, but there may also be another document, for example, a remote work plan if a technical specialist is sent on a business trip.
Exercise. Enter the purpose of the trip, point by point.
Report on the completion of the task. This item is filled out after the employee returns either by himself or by his immediate supervisor, who is able to objectively assess whether the subordinate has completed the assigned task.
Signatures. The head of the company, the department and the employee himself sign. A separate paragraph includes a resolution on the completion of the task and the signature of the head of the unit under it (for the second time, upon the employee’s return).

Sample

Official assignment for sending on a business trip and a report on its implementation

dated 10.10.19 Ivanov Vasily Petrovich tab. No. 5

Division - AUP, position - deputy director.

Contents of the job assignment:

1. Conclusion of a contract for the supply of grapes. 2. Reconciliation of mutual settlements for the 1st-3rd quarter of 2020.

Director of Agat LLC Matrosov N.N.

Familiarized with the task: Deputy. Director Ivanov V.P.

10/18/19 Deputy Director Ivanov V.P.

Conclusion on the completion of the task: completed in full (filled out by the director).

Director Matrosov N.N.

How to count days correctly

In case of loss of travel documents:

use documents confirming the rental of housing by an employee on a trip (hotel receipt, any other documents indicating temporary residence);
The employee does not have documents for accommodation and travel - he draws up a memo (or any other document) in which he indicates the actual duration of his stay on a business trip, and the receiving party confirms it with the signatures of its responsible persons.

When calculating business trip days reflected in the order, in the official assignment and in the report on its execution, it should be taken into account that:

a day is counted up to 24 hours, including the last minutes, from zero hours – the next day;
if the station, airport, marina are located outside the city limits, the travel time to them is included in the business trip period;
The appearance of the business traveler at his permanent workplace on the day of departure and arrival is negotiated with the administration.

Business trip documents

Sending an employee on a business trip is formalized as follows:

the employee writes a memo for a business trip, a sample of which must be approved by the head of the company along with the regulations on business trips and other local acts;
based on the memo, the manager makes a decision to send a person on a business trip or not;
after the decision is made, the personnel service issues an order for sending on a business trip, a travel certificate and an official assignment in the forms approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of 01/05/2004;
after the employee returns from a business trip in accordance with Art. 26 of the Regulations on the specifics of sending an employee on a business trip, approved by Decree of the Government of the Russian Federation No. 749 of October 13, 2008, he needs to submit an advance report to the accounting department.

What documents are attached?

The following documents are attached to the memo to clarify expenses:

waybill;

checks and receipts for expenses for fuel, housing, parking.

If the employee does not have such papers, then he needs a memo where the date of departure and return will be written, with a confirmation mark from the company.

Supporting documentation

Along with the note, the employee creates the following package of documents:

waybill;
checks and statements that will clearly demonstrate his expenses during the trip;
when traveling by personal/work transport - a waybill or any other confirmation of the route to the destination.

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If for some reason the employee does not have the above receipts, he must submit a memo with a confirmation note from the receiving party or organization, which will indicate the time of his arrival and departure.

How to submit a trip cancellation notice

There are cases when an employee, for good reasons, cannot go on a business trip. Events for which a trip is canceled must be described in the company's rules.

An order form is available.

Main reasons for canceling a business trip:

weather;
family circumstances;
employee illness.

The reason must be stated in the order.

If an employee was given money for a trip, he must return it to the accounting department when canceling the trip. An order to cancel the trip is also issued, which must indicate the reason.

In this episode, an employee is recalled due to completing work early. But the style of the document when canceling a business trip for another valid reason will be the same.

Sample and filling rules depending on the option

two options for service notes related to sending an employee to the required area :

According to which the order is formed, they are the basis for the employee’s trip.
Documentation completed by the employee himself after completing the task.

Documents for download (free)

Sample memo for a business trip

About the direction

This version of the note is the basis for issuing an order and can be drawn up by the immediate superior of the person being sent.

The main thing in this case is the argumentation of the need to send the employee on the trip .

Accounting department of Pion LLC

to the head Gorban O. O.

Service memo

about organizing a business trip

from No. 208/07

Dear Oleg Olegovich!

Due to production needs, I ask, from February 5, 2019, to send junior accountant Alina Sergeevna Golovko in a company car Toyota Mark II, license plate A234 AA546, to the city of Omsk to draw up a balance sheet for a branch of the enterprise.

In addition, in connection with the business trip, I ask you to highlight:

6000 rubles for hotel accommodation;
6000 rubles as daily allowance;
6000 rubles for fuel to refuel the car.

Head of the accounting department Sazonova E. E.

For travel expenses

This reporting documentation is drawn up by the employee himself after completing the task and upon arrival at the enterprise and serves as the basis for reimbursing expenses associated with the trip.

The document also sets out the main facts :

purpose of the trip;
date of departure and arrival;
car data.

In addition, the list contains the details of all supporting documents for expenses.

Accounting department of Pion LLC

to the head Gorban O. O.

Service memo

about travel expenses

№208/07

Dear Oleg Olegovich!

According to order No. 334 dated, I went on a business trip to the city of Omsk to draw up the balance sheet of a branch of the enterprise in a Toyota Mark II company car, license plate A234 AA546.

I am attaching documents on the basis of fuel consumption for the trip and other expenses.

List of documents: waybill, gasoline coupons, hotel receipts.

Junior accountant Golovko A.S.

About canceling a business trip

It is drawn up with the aim of returning the funds spent on preparatory work and indicating the reason for canceling the event .

Accounting department of Pion LLC

to the head Gorban O. O.

Service memo

about canceling a business trip

from No. 208/07

Dear Oleg Olegovich!

In connection with the preparation of the annual balance sheet by the branch accountant, I ask you to cancel the business trip of the junior accountant A.S. Golovko.

Chief accountant Sazonova E. E.

For report

In this case, the preparation of a memo is carried out in the same sequence as in the case of travel expenses - the employee draws up reports in his own hand and in a free-form list indicates the basic data of the trip, reports on the work done, indicates the expenses incurred and attaches supporting papers, checks, receipts.