Registration and storage period of business trip orders

Logbook for employees leaving on business trips

The register of employees leaving on business trips from the sending organization is drawn up in the form approved by Order of the Ministry of Health and Social Development of Russia dated September 11, 2009 No. 739n.
Employers keep records of their employees who are sent on business trips both in Russia and in foreign countries, as well as records of employees of other organizations who are sent to them.

To carry out such accounting, two special registration forms for seconded employees are provided:

log of employees leaving on business trips from the sending organization (departure log);
a log of employees who arrived at the organization to which they are seconded (arrival log).

To organize the accounting of posted workers, the head of the organization (or a person authorized by him) appoints an employee responsible for maintaining departure and arrival logs. In addition, the employer ensures that the departure and arrival logs are stored for 5 years from the date of their registration in the prescribed manner.

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Despite the fact that in the context of Art. 9 of the Federal Law of November 21, 1996 No. 129-FZ “On Accounting” and Art. 313 of the Tax Code of the Russian Federation, departure and arrival logs are not primary accounting documents for accounting and tax accounting purposes; in the event of tax disputes, they can be used (at the request of the tax authorities) as indirect evidence when recognized in tax accounting by executing organizations, contractors and others companies' expenses under paid service agreements, work contracts and other agreements, both in total in terms of the amount of expenses and in terms of expenses for business trips.

Logs can serve as indirect evidence of the very fact of a business trip; sources of data on the geography of business trips, the number of trips and seconded workers (in relation to their personnel) or the duration of business trips, the number of visiting specialists, the frequency of business contacts (in relation to specialists who arrived at the organization). Thus, these documents can be used primarily for statistical, management and personnel records in the organization.

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The magazine is sealed with a numbered indicator holographic seal.

According to GOST 31282-2004, a control seal is a unique single-use indicator device designed to detect unauthorized access.

Before starting to work with the Journal, you must fill out the title page and certification. Be sure to enter the seal number in the appropriate line; without this, the Journal is not considered sealed.

Business trip order for employee

2003 No. 03-33/ps “On approval of the Regulations on the procedure and periods for storing documents of joint-stock companies.”

The above acts refer to the rules and periods of storage of documentation approved by the Ministry of Culture of the Russian Federation.

As a rule, such a leader is the first person of the organization (a person who, based on the charter, has the right to act without a power of attorney on behalf of the organization) - director, general director, manager.

This may be another person vested with this right by power of attorney. In the future, this person will be referred to as the employer.

The application is often handwritten, but some organizations have stenciled forms for certain types of applications.

A sample order for a business trip in 2020 is also filled out using a unified form or a form developed at the enterprise itself and contains all the above details and information.

Writing an order begins with studying the job assignment. It outlines the need for the trip and its duration. Then an order is drawn up. Based on it, the financial department calculates the amount of travel allowances (for information on how daily allowances are calculated on a business trip, read the article here.

In this matter, the enterprise has the right to be guided by its local capabilities. What serves as the basis for issuing a business trip order The basis for issuing a business trip order is an official assignment.

All of the above is certified by the signature of the head. After reading the order, the traveler signs it.

After filling out the order, it is registered in the order book or registration journal. The storage period for travel orders is no more than 5 years. Orders for long-term foreign business trips are kept for 75 years.

The original is, as a rule, in the office, with the manager’s secretary, copies are in the accounting department, human resources department and other departments. The number of copies is regulated at each enterprise individually, depending on the specifics of document flow.

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Each organization independently, or perhaps taking into account recommendations from higher departments, determines how to work with appropriate sources.

In order to optimize work with personnel documents, in particular with those related to the registration of employee leaves, various unified forms can be used.

If we talk specifically about documents related to leave, then experts recommend storing them taking into account the classification: for documents related to paid and educational leaves; orders for other types of leave.

value Issues of storage, acquisition, recording and further assignment of documents are regulated by the Law on Archival Affairs.

Sections I and IV From the established list, sections I and IV are of keen interest.

Record keeping and storage in both areas are closely interrelated. After all, further accounting accruals depend on the correct execution and preservation of personnel files.

Already inside each folder, it is recommended to systematize by order numbers, as well as by capital letter. End of accounting What to do after the storage period for a document in the archives expires? A special service in the company checks the papers. Then he systematizes them and allocates specific orders for destruction.

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And only then are they placed in archives in one form or another.

A business trip order is issued to formalize the assignment of an employee on a business trip.

A business trip is a business trip by an employee by order of a manager to carry out some assignment outside his place of permanent work.

A few days before a business trip, the manager makes a decision on the employee’s business trip in accordance with the needs of the organization. He may issue a job description or verbally instruct the HR department to draw up a document. At the same time, he must indicate the responsible persons, the purpose, place and duration of the business trip.

This document is necessary to obtain financing for upcoming expenses, as well as to properly document the employee’s absence.

This procedure applies to both commercial and budget organizations.

The business trip order is drawn up according to the unified form No. T-9 or No. T-9a, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1, or according to a form independently developed by the employer. Form No. T-9 is used when one employee is sent on a business trip, and form No. T-9a is used when several employees are sent on a business trip at the same time.

The business trip order is signed by the head of the organization or an authorized person. The document is announced to the employee against signature.

At the same time, he sets the date of familiarization.

In the office work of an organization or enterprise, in state archives, it is impossible to do without a specialized expert assessment of documents.

Determining or changing the period for further storage of a document. Selection of documents to be destroyed that are of no value or the practical content of the information in them has lost its relevance. Determining the storage period for documents that do not have scientific or historical value, but are of practical importance.

Some accounting documents are intended to be kept for a very long time - 10 years (documents on the sale of movable property), 15 years (court orders, acts, claims), 25 years.

In addition, many types of documents are subject to permanent storage.

№ 558)

For convenience, we have prepared a table from which you can understand how long orders for personnel are stored.

Type of order for personnel On transfer to another position On assigning a bonus (bonus) On establishing allowances and additional payments to the basic salary On granting leave without pay On granting parental leave On changing the last name/name On assigning a rank (municipal and civil servants) On increasing the rank of an employee On the investigation of accidents with employees On sending on business trips without going to other countries (from a month or more) On sending on business trips to other countries On internships for students (if there are official payments) On granting regular leave About provision of sick leave On internships for students (without payments) On sending on a business trip without traveling to other countries (for up to 1 month) Storage of orders for personnel It is also advisable to designate cases with an index and letter designation.

Local regulations (regulations, instructions) on personal data of employees: a) at the place of development and approval of personal files of employees (applications, copies of orders and extracts from them, copies of personal documents, personnel records sheets, questionnaires, certification sheets, etc.) (1): Employment contracts (service contracts), labor agreements, work contracts that are not included in personal files Personal cards of employees, incl.

Helpful information:

Amendments have been made to the Regulations on the specifics of sending employees on business trips, approved by Decree of the Government of the Russian Federation dated October 13, 2008 N 749 “On the specifics of sending employees on business trips” (amendments were made by Decree of the Government of the Russian Federation dated December 29, 2014 N 1595).

The official assignment and travel certificate are no longer mandatory documents. Employees are sent on business trips based on a decision (and not an order, as was previously the case) of the employer for a certain period of time to carry out an official assignment outside their place of permanent work. The actual length of stay of the employee at the place of business trip is determined by travel documents presented by the employee upon return from a business trip.

If an employee travels to the place of business trip and (or) back to the place of work by personal transport (car, motorcycle), the actual period of stay at the place of business trip is indicated in a memo, which is submitted by the employee upon returning from a business trip to the employer along with supporting documents confirming use of the specified transport for travel to the place of business trip and back (waybills, invoices, receipts, cash receipts, etc.).

Upon returning from a business trip, the employee is obliged to submit to the employer within 3 working days: an advance report on the amounts spent in connection with the business trip and make a final payment for the cash advance issued to him before leaving for the business trip for travel expenses. Attached to the advance report are documents on the rental of accommodation, actual travel expenses (including payment for services for issuing travel documents and providing bedding on trains) and other expenses associated with the business trip.

The procedure and forms for recording employees leaving on business trips from the sending organization and arriving at the organization to which they are seconded (approved by Order of the Ministry of Health and Social Development of the Russian Federation dated September 11, 2009 N 739n) were declared invalid (Order of the Ministry of Labor of Russia dated September 17, 2015 N 646n).

>Order retention periods

You can learn in detail about what rules exist for storing the main types of orders and for how long they should be stored in an organization in this article.

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In the List of standard management documents generated in the activities of organizations, indicating storage periods, approved.
Rosarkhiv 10/06/2000 (as amended on 10/27/2003), most documents related to employee business trips have only a 5-year retention period. But not in the article itself, but in the notes to it. For correspondence regarding registration of foreign business trips, the storage period is also set in the notes {amp}amp;#8212; 10 years. ┌──────┬───────────────────────┬───────── ────┬──── ────────────────────────┐ │ Number│ Document type │Shelf life│ Note │ │articles│ │documents │ │ ├────── ┼───────────────────────┼─────────────┼── ───────── ─────────────────┤ │ │Orders, instructions;

Principles and terms of storage of orders in the organization

After preparing and signing this document, measures must be taken to store it. To properly store documents, you need to know the validity periods of all types, in this case the validity periods of orders. Storage periods can generally be long-term or short-term. It all depends on the type of document.

Orders must be checked for significance every 5 years, and even earlier. Since over such a period of time, in most cases, the company may change both the personnel itself and certain functions, tasks, and divisions.

In the process of asking about the relevance of each existing order, it is recommended to organize and interest in this the company’s accounting department and other departments responsible for issuing certain documents and carrying out instructions on these documents. During general work on documents, employees and management of the company must decide on the further viability of the orders. For example, a certain order can either be deleted or changed.

So, let’s dwell on the storage rules for all three types of this regulatory act.

Storage period for orders for main activities

Orders on core activities include questions about important areas of the company’s activities, its goals and main organizational objectives.

The storage periods for production orders for core activities are considered permanent. But this in no way means that they are stored forever. Documents on the main activities are stored for the duration of the organization’s existence, therefore, they cannot be liquidated while the company exists and functions. In the event of new modifications of the company, its transformation, all old documents are by no means lost, but are transferred to the previous company.

Documents on the main activity are valid from the very first day of their publication and until it is replaced by another document or until its expiration. But even after their expiration date, they cannot be deleted. After the validity period has expired, they decide to send the documents to the archives department. And again, not many ML orders are left in the archives. To resolve this issue, management will organize a commission to decide the significance of the document for its further preservation. As a result, the decision can be of two options - this business paper is either formed for the archives department, or is completely liquidated.

According to clause 19 of part 1.1 of section 1, the storage period for certificates must be at least 10 years. In this case, the calculation of the period begins on January 1 of the year following the year of publication of the document. For example, the storage period for an order dated 2020 begins on January 1, 2017.

But this rule does not include those documents that are sent to the company for notification purposes. Their term is at least 1 year. For example, if an order is sent to a structural unit, it should not be in a public folder, since its storage period is considered temporary.

Thus, ML orders are very significant for any organization, as evidenced by their long shelf life. You should take their use seriously and try not to lose them. Otherwise, if such a document is lost, a fine will be imposed for the loss of important documents.

What is the retention period for travel documents?

Answer to the question: You need to keep orders for sending on business trips for 50 years (clause

“b” line 19 of the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods (approved by Order of the Ministry of Culture of Russia dated August 25, 2010 N 558, hereinafter referred to as the List of the Law of October 22, 2004 G.

No. 125-FZ)). Please note that in Note 2 to paragraph.

“b” of the List provides for a five-year storage period for orders on short-term domestic and foreign business trips.

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But since the labor legislation of the Russian Federation does not define the criteria for classifying business trips as short-term, we consider it advisable to keep orders for sending on any business trips for 50 years. In addition, in accordance with Part.

1 tbsp. 62 of the Labor Code of the Russian Federation, an employee has the right to apply for a copy of such an order at any time, and the employer must issue it within three working days. Failure by the employer to fulfill this obligation may be regarded as a violation of Part 1 of Art. 62 of the Labor Code of the Russian Federation and lead to claims from inspection authorities.

Attention: changes to the storage periods for personnel documents introduced by the Law of October 22, 2004.

No. 125-FZ, relate only to documents whose storage period was previously 75 years.

At the same time, legislators made a mistake, since they formally achieved an increase in storage periods for all groups of personnel documents.

Namely, for those for which a storage period of five years is provided in accordance with the items and list approved.

Storage periods for personnel orders

The next type of orders is for personnel. This type of business papers documents and regulates the labor relations between the employer and his employees. This includes employment, vacation, business trip, dismissal, relocation, etc.

According to the law, orders for drugs have two storage periods - 5 years and 75 years. Due to differences in deadlines, it is recommended that this type of documentation be kept in different folders to prevent confusion.

Reference

Shelf life 75 years

The administrative documents that are responsible for formalizing labor relations and dealing with the labor functions of employees have a shelf life of 75 years. These could be orders about getting a job, about terminating an employment contract, about taking a vacation, about going on a business trip, etc. But it is worth noting that orders for the appointment of management persons relate to orders for the main activity. Therefore, the personal files of managers are stored on a permanent basis.

The storage period for personnel orders, including the storage period for administrative documentation for vacations, business trips, etc., is valid for 5 years. These include documents that regulate the performance of employee labor functions. For example, orders to provide annual paid leave to an employee; on recall from annual paid leave; on the transfer of annual paid leave; on sending an employee on a short-term business trip within Russia; about employment on weekends and holidays; about issuing a reprimand, etc. The storage period for orders on drugs is counted from January 1 of the following year, after the year of publication of the document.

Business trip order - cancellation, sample, shelf life

Personnel questions regarding business trips are typical and require a standard list of answers. One of these answers is the competent execution of a travel order.

This document is a standard, unified form, which was once approved by the State Statistics Committee of the Russian Federation (Resolution No. 1 of January 5, 2004).

The form has a number - No. T-9 - in case of sending one employee on an official assignment and No. T-9a - in case of sending two or more employees of the enterprise.

Only a person authorized to conduct personnel affairs is required to fill out such an order. Signed by the director or employee temporarily replacing the director.

Is it necessary

Sending an employee on a business trip is not uncommon for most enterprises, institutions or organizations. It is for this reason that employees of personnel structures are required to know all the rules for registering such movements of employees.

According to labor legislation, posted workers also receive wages as usual. Only they are still owed some security for the period of departure, stay on a business trip and arrival at the main workplace.

This is payment for travel, food, housing and other basic needs, which are covered either by the enterprise or by the party inviting the business trip.

A business trip is not a vacation or a walk, therefore, during its implementation, the employee is always given a number of tasks, which it is assumed that the employee will complete according to his position.

This means that a service assignment (form T-10a) must be drawn up, where everything is clearly outlined in the form of an initial briefing for the subordinate.

It is this document that is the basis for sending an employee on a business trip, and not his application, as happens in cases of creating leave orders or other types of orders for personnel.

However, by Decree of the Government of Russia No. 1595 of December 29, 2014, on January 1, 2020, personnel records were included and new rules for processing documentation regarding business trips came into force.

The following documents are removed from circulation, but are not prohibited:

official assignment;
travel certificate;
report on the work carried out on a business trip.

These changes are that today it is no longer necessary to compile them, although their continued use is not prohibited. Therefore, for convenience, personnel officers still continue to keep this record of such papers.

In this case, the following documents remain mandatory for publication:

Order or instruction on a business trip in form No. T-9, T-9a.
A journal where all business trips are recorded.

Instead of travel documents, simple travel tickets, cards, coupons or travel certificates are now in use.

In addition to these documents, even a hotel bill can now confirm your stay on a business trip (Resolution of the Government of the Russian Federation No. 771 of July 29, 2015).

For the absence of orders or other documentation confirming a business trip, the Rostrud inspectorate may impose the following administrative penalties and warnings:

Reprimand, warning.
Imposition of a fine on an employee who is authorized to conduct personnel affairs and is responsible for the proper execution of documentation - from 1000 to 5000 rubles.
A legal entity may be fined 30 or 50 thousand rubles for identified errors in personnel records regarding accounting and registration of business trips.
Individual entrepreneurs in this regard can be fined 1000 and a maximum of 5000 rubles.

In mid-2020, on July 25, another Decree of the Government of the Russian Federation No. 771 was issued, regulating travel personnel issues. These changes came into force on August 8 and now no longer oblige personnel officers to keep a business trip log.

This means that the Rostrud inspectorate will no longer fine you for failure to fill out such a log. The business trip order, which has not been canceled, remains a relevant and important document in this case.

You can see examples of business trip purposes in this article.

Due to these significant changes in the procedure for maintaining documentation on business trips at the enterprise, in the text of the order it is no longer necessary to fill out the basis field by specifying the date and number of the official assignment, as was practiced last year.

But this line may remain unfilled, although many personnel specialists are afraid of Rosturd inspectors, and therefore continue to fill out official assignments.

Therefore, while innovations have not yet gained momentum, some companies still continue to indicate the official assignment as the basis in their orders.

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According to the new rules, the “Base” field can be left blank. And in case of an inspection and insufficient awareness on the part of the inspector and Rostrud, you can refer to Decree of the Government of the Russian Federation No. 1595 of December 29, 2014.

You can also not write anything in the field where the reason for the trip should be indicated. This assumption is quite acceptable and has been in effect for quite some time.

The following lines and cells remain basic and mandatory to fill in:

Business name;
OKPO of the organization where the order is issued;
date and document number;
FULL NAME. and the personnel number of the employee who is sent on a business trip;
the department in which he works;
the position of a subordinate going on a business trip;
the place where exactly the employee is sent to perform the tasks assigned to him;
the number of days that he will have to spend away from his main workplace;
period of time spent on a business trip – the day of departure and the day of arrival at the main workplace;
the purpose, at whose expense and the reason for sending the employee on a business trip - all these lines are filled in as necessary, which can develop directly at the enterprise.

The order must be signed by the head of the enterprise, institution, or organization.

If the boss himself is absent from work at the time of signing the order, then this can be done for him by an employee who has the authority to sign documents in his absence.

Typically, the persons replacing management are those defined in the Charter of the enterprise. This could be the chief accountant, deputy director, company lawyer, or the head of a department.

Shelf life

The shelf life of orders for business trips depends entirely on the long-term and short-term duration of the employee’s trip itself.

Is it necessary

Shelf life

This paragraph states that the storage period for all orders for short-term business trips is 5 years. But orders for long-term business trips have already been stored for 75 years.

A long-term trip by and large can be defined as six months or a year, depending on the position, and a short-term business trip can be defined as about a month or two.

Moreover, we are talking about both business trips abroad and within Russia. In the same way, all documents attached to the order in the employee’s personal file must be kept for the same amount of time as the order itself.

But orders canceling travel forms No. T-9, T-9a, drawn up earlier, are issued directly on the company’s letterhead in any form.

Such an order is classified as “personnel-related,” and therefore there is no unified form regarding the sample for filling it out or any standard standard forms.

The standard set of attributes in such an order is as follows:

the legal name of the enterprise, organization or institution - written in capital letters in the middle of the sheet;
the title of the document is in the middle of the sheet;
on the sides, first the date is indicated, then the registration number of the document;
the place where the order was issued is, in fact, the location of the enterprise where the employee works, whom they wanted to send on a business trip, but changed their mind;
a preamble is written about what this order is about - a maximum of 4-5 short lines is permissible, but most often they cost only one line;
further, the reason for canceling the subordinate’s trip on official assignment is indicated, followed by the word “I ORDER”;
Below, point by point, it is written down who is ordered to do what and with regard to the cancellation of the travel order for such and such a person;
grounds for canceling the order;
signatures - the director and familiarization with the employee.

Any consistency with legislative norms, which have a habit of changing from time to time, is the key to a calm and stable relationship between the enterprise and the inspection authorities.

Thus, when checked by Rostrud inspectors, correctly executed orders will not raise any doubts, which means that no fines will be imposed.

In addition, accounting charges, as well as tax accounting, depend on the correct information in the business trip order. That’s why it’s so important to keep track of the new rules for issuing business travel orders.

Read how to cancel a business trip here.

You can find out the deadline for issuing an advance for a business trip on this page.

Travel logs canceled

In accordance with Federal Law dated 03/07/2018 41-FZ, from 05/01/2018 the federal minimum wage will be 11,163 rubles.

The minimum wage (minimum wage) in Russia is used to regulate wages, determine the amount of benefits for temporary working capacity, pregnancy and childbirth, as well as for other purposes of compulsory social insurance (Article 3 of the Federal Law of June 19, 2000 # 82-FZ ). The right of an employee to receive a salary not lower than the minimum wage is guaranteed by the Labor Code of the Russian Federation.

Let us also recall that from January 1, 2020, Law 421-FZ increased the minimum wage, which until May 1, 2020 is 9,489 rubles.

In addition to the federal minimum wage, which is mandatory for everyone, many constituent entities have also adopted their own regional minimums, which are higher than the national value (Article 133.1 of the Labor Code of the Russian Federation).

Thus, the minimum wage in Moscow from January 1, 2020 is 18,742 rubles.

By Decree of the Moscow Government dated 12/05/17 952-PP in December 2020, the living wage in Moscow for the 3rd quarter was approved in the amount of 18,453 rubles. This value is less than the subsistence minimum, which was approved by Moscow Government Decree 663-PP dated September 12, 2020 for the second quarter of 2020 in the amount of 18,742 rubles. As noted above, the minimum wage cannot be reduced.

Therefore, from January 1, 2020, the minimum wage in Moscow is 18,742 rubles (Resolution of the Moscow Government dated September 12, 2017 663-PP, clause 3.1.1 of the tripartite agreement dated December 15, 2015).

On the territory of the Moscow region, from April 1, 2020, the Agreement of March 1, 2020 #41 “On the minimum wage in the Moscow region between the Government of the Moscow region, the Union “Moscow Regional Association of Trade Union Organizations” and employers’ associations of the Moscow region” established a minimum wage of 14 200 rubles. Previously, the minimum wage was 13,750 rubles. The agreement applies to employers - legal entities (organizations) and employers - individuals who have entered into labor relations with employees and operate in the Moscow region, with the exception of organizations financed from the federal budget.

Business trip: concept

According to Art. 166 of the Labor Code of the Russian Federation, a business trip is considered to be a business trip for a certain period of time to perform one’s official duties, but outside the place of permanent work. However, if the employee performs work duties while traveling or the work is of a traveling nature, such trips cannot be recognized as business trips.

In addition to the specified article of the Labor Code, the procedure for sending an employee on a business trip is regulated by the Decree of the Government of the Russian Federation “On the specifics of sending employees on business trips” dated October 13, 2008 No. 74.

Until 01/08/2015, the rules for sending employees on business trips were in force, according to which the following documents were required:

Service assignment.
Travel certificate.

Despite the fact that travel arrangements have been significantly simplified, some employers still consider it necessary to complete these documents. The use of this method of sending on trips is permissible provided that these norms are enshrined in the company’s local regulations, such as, for example, regulations on business trips, etc.

How long to keep orders and notifications about business trips?

For example, recently approved by the Federal Archive on October 6, 2000, it was stated that the storage period for orders for short-term domestic Russian business trips is 5 years, and for long-term foreign ones - 10 years.

We seal personnel documents Despite the fact that this document is no longer valid, other valid documents have been compiled on its basis, for example, Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558 “On approval of the “List of standard management archival documents generated in the course of the activities of government bodies, local governments and organizations, indicating storage periods.” It specifies the following storage periods: documents on business trips - 5 years, in the case of long-term foreign business trips - 10 years.

How can you destroy documents with an expired storage period? Features of storing travel orders Since there is no consensus on the storage period for business travel orders, in practice you can adhere to the following tactics. Firstly, a local act should be issued that sets out the criteria for classifying business trips as long-term.

Thirdly, when sending workers on a business trip to the Far North, accompanying documentation should be kept for 75 years. Info

For this reason, a number of experts suggest that foreign business trips of up to 60 days should be considered short-term. The law, however, establishes another deadline for business trips abroad, which must be taken into account.

According to paragraph 2 of Art. 11 of the Tax Code of the Russian Federation, individuals are recognized as tax residents of the Russian Federation only if they are actually on the territory of the Russian Federation for at least 183 days in a calendar year. Otherwise, not only does the status of the taxpayer change from resident to non-resident, but also the tax rate on all income {amp}amp;#8212; from 13 to 30%.

When applying this norm in practice, questions arise that require clarification and clarification: {amp}amp;#8212; What is considered short-term business trips and what is long-term? Is there a definition of types of business trips in regulatory documents? {amp}amp;#8212; What retention period should be set for documents relating to long-term Russian and foreign business trips, as well as short-term foreign (foreign) ones?

The Labor Code of the Russian Federation defines that a business trip is a trip of an employee {amp}amp;#171;for a certain period{amp}amp;#187;, however, there are neither any restrictions on the duration of business trips, nor the principles of dividing business trips into short-term and long-term Labor Codes of the Russian Federation contains (Article 166 of the Labor Code of the Russian Federation). It is advisable to keep some documents longer in case of disputes that may arise even after a long time, and it is safer to get rid of some as soon as possible (since, for example, there are no statutes of limitations for claims related to personal injury).

But not in the article itself, but in the notes to it. For correspondence regarding registration of foreign business trips, the storage period is also set in the notes {amp}amp;#8212; 10 years. This act reflects the following information:

ordinal number;
Full name of the posted employee;
date of issue and details of the certificate issued to the posted worker;
localization of the business trip (place and destination);
additional information (position of the traveler, date of departure and arrival);
note.

Taking into account Federal Law No. 129 “On Accounting”, as well as tax legislation, these documents are not accepted as primary accounting acts for accounting and tax accounting. But when disagreements arise in tax matters, they are used as supporting materials when counterparties accept costs under an agreement for paid provision of services, performance of work and other documents in tax accounting.

Attention: In addition, it can be supplemented with the following information (at the request of the employer): Additional information allows you to obtain auxiliary information that may be needed for accounting purposes at the enterprise. The arrival log must contain the following information:

ordinal number of record;
Full name of the posted worker;
the organization that sent the employee on a business trip;
date of arrival, departure.

Below the log title contains information about the employer.

Then records are made for the seconded employees. The document was clearly presented in this way: Nuances of filling out So, at present there is no legal provision that would establish the procedure for filling out the journal. If the employer plans to use the logbook in the future, then he needs to adopt a local act.Insurance LawPermalink

By Semyon Zelkin / 21st July, 2020 / Civil law / No Comments

In addition to the key recommendations for drafting this document, we will also touch on other topics, namely:

storage periods for travel orders;
Features of storing business trip orders.

Drawing up a business trip order In order to maintain documentation on business trips in full compliance with legal requirements, you have to take into account many nuances.

Data is recorded in personnel order logs. Companies provide for a free choice of the form of storing documentation.

The order also requires that travel certificates be kept when sent to the Far North for 75 years (despite the fact that travel certificates are no longer a mandatory document). At the same time, neither the Labor Code of the Russian Federation nor the Decree of the Government of the Russian Federation dated October 13, 2008 No. 749 “On the peculiarities of sending employees on business trips” in any way divides business trips into short-term and long-term.

And although some other legislative acts mention deadlines for business trips or the dependence of the payment of daily allowances on their duration, none of the documents establishes criteria for classifying business trips as long or short-term. Thus, at present, the legislation does not clearly define the storage period for business trip orders.

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When sending an employee on a business trip, it is necessary to correctly prepare all related documents. In this article we will look at the main one - an order to send an employee on a business trip.

In order to maintain business trip documentation in full compliance with legal requirements, you have to take into account many nuances.

Let's start with the fact that a business trip is the sending of an employee, by order of the manager, on a trip outside the place of permanent work for a certain period of time to carry out official assignments.

Thus, even sending an employee on official business to a company branch is also a business trip, and for such a trip it is also necessary to issue an order, pay daily allowance, etc.

It is important to remember that a person performing work on the basis of a civil contract cannot be sent on a business trip. It is also prohibited to send underage workers and pregnant women on business trips.

Usually, to issue an order to send an employee on a business trip, the unified form No. T-9 is used. In cases where several employees go on a business trip at once, form No. T-9a can be used.

General cleaning of personnel: what to do with old documents

The travel order must contain the following items:

date and document number;
OKUD form code;
organization code, its name, name of the structural unit;
personnel number, full name, position of the employee sent on a business trip;
destination (country, locality, organization indicated);
duration and dates of the trip;
purpose and basis of the business trip;
source of financing expenses;
manager's signature;
signature of the employee confirming familiarization with the order.

How to identify expired documents

The issue of storage periods for business trip documents is not as simple as it seems. The fact is that the legislation ambiguously describes the requirements for storing documents depending on the duration of the business trip, and also establishes different periods for storing documents for domestic and foreign business trips.

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We seal personnel documents

Despite the fact that this document is no longer valid, other valid documents have been drawn up on its basis, for example, the Order of the Ministry of Culture of Russia dated August 25.

The order also requires that travel certificates be kept when sent to the Far North for 75 years (despite the fact that travel certificates are no longer a mandatory document).

At the same time, neither the Labor Code of the Russian Federation nor the Decree of the Government of the Russian Federation dated October 13, 2008 No. 749 “On the peculiarities of sending employees on business trips” in any way divides business trips into short-term and long-term.

Sample travel log

By Decree of the Government of the Russian Federation dated July 29, 2015 No. 771, the mandatory requirement to draw up a business trip logbook was canceled.

However, some employers continue to maintain this document. This is convenient because it helps:

Confirm travel expenses for tax purposes.
Carry out settlements with employees, as well as branches with head offices regarding the validity of the costs incurred.
Check the reasons for the employee’s absence from work.

The information listed is also contained in other documents, for example, a ticket, a hotel receipt, etc., but keeping a journal allows you to combine all the necessary information.

There is no unified form of the registration log, therefore it is allowed to register it in free form, as well as in the form of an electronic document in accordance with the requirements of GOST R 54471-2011/ISO/TR 15801:2009.

The logbook may include the following information:

Serial number.
Personal data of the person, namely full name.
Position held.
The location where the employee is sent.
Details of the travel certificate.
Details of the person arranging the trip.
Dates of departure and arrival of the employee.
Signature of the person for whom the trip is issued.
Other information.

the accounting journal can be found by following the link: Journal of registration of business trip orders - sample.

How long are vacation orders stored? storage of personnel documents

Typically, enterprises use unified forms approved by Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1:

Form T-9 - when sending one employee on a trip;
form T-9a - when sending several employees or an entire group on a business trip.

The current legislation does not contain any rules obliging to keep logs of orders for sending on business trips. Enterprises have the right to independently determine whether a single accounting book will be kept for all types of management orders or whether there will be several books depending on the type of orders. You will learn more about how orders are numbered in the article Rules for numbering orders in personnel records management.