Form of order to send an employee on a business trip: form T-9

Why do you need a travel order?

An order to send an employee on a business trip is the primary accounting and internal document of the enterprise.

An order to send an employee on a business trip is needed to:

record the fact of a business trip, resolve organizational issues;
notify the employee and obtain his consent to the business trip, which he confirms by signing the order;
enable the accounting department to calculate the amount of funds the employee needs for the trip; How daily allowances are calculated and paid for one day of a business trip - read on our website here https://otdelkadrov.online/6525-minimalnye-sutochnye-pri-odnodnevnoi-komandirovke
formulate the main points related to being on a business trip, its duration and tasks;
confirm the legality of the employee’s presence where he is sent, and the legality of his absence from his main workplace;
report in the event of a tax audit.

Important! Only an employee working under an employment contract can be sent on a business trip by order.

If filled out, the travel certificate (form T-10) contains all the information from the order. A note about arrival and departure is also made on it. Without an order, an employee’s trip may be framed as absenteeism from work.

Form of order to send an employee on a business trip: who signs

If the director of an enterprise sends him on a business trip, he independently signs the official assignment and travel certificate issued for himself. If his powers are not delegated to another employee, then he signs the order for his dispatch on the trip himself.

The director has the right to choose a replacement from among the persons who are allowed to replace the director by law and local regulations of the enterprise. When delegating authority, the right to sign is also transferred, which means that the documents mentioned above will be signed by the substitute. This could be:

chief accountant of the company (if such an approach is permitted by the Charter);
head of HR department;
head of a branch, division, or other structure;
deputy general director;
another founder (if there are several founders of the company).

What is included in a business trip order

To draw up a business trip order for one employee, take a unified form of form T-9, for a group of employees - form T-9a, and a service assignment, form T-10a.

The order must include the following information and data:

Name of the organization;
document number and date of preparation;
last name, first name and patronymic of the traveler, personnel number, if any;
name of the department in which the traveler works, position;
name of the organization to which the employee is sent;
number of business trip days;
purpose of the trip;
who pays for travel expenses;
on the basis of what document is the business trip order issued;
surname and signature of the head of the enterprise;
surname and signature of the traveler.

All lines of the T-9 order form must be filled out, and those that cannot be filled out for some reason are marked with a dash.

Business trip arrangements

Documentation of a business trip consists not only of an order; an advance report from the employee is mandatory. In some cases, written consent of the employee will be required (for example, a mother or single father). You can read more in this article

After completion, the order is signed by the manager or his authorized person and the employee. With his signature, the latter notifies that he has read the order and is ready to carry it out. The order does not need to be certified by a seal, since it serves for internal “circulation” and there is no need to confirm its authenticity within the enterprise itself.

According to the order of the Ministry of Finance of the Russian Federation No. PZ-10/2012, unified forms of primary documents are not mandatory for use. Therefore, an order to send an employee, a job assignment, and a travel certificate are filled out with reliable information on:

forms T-9, T-9a, T-10, T-10a;
any other form developed by the enterprise.

Each enterprise has the right to adopt its own form of order and job assignment, and enter into them both generally accepted information and special information necessary only for this organization, the content of which depends on the specific situation.

It is not necessary to use the T-9 form as a single form for drawing up an order. Regardless of what form the order form will be, the totality of information entered into it must be sufficient for subsequent processing by the accounting department, personnel officer, etc.

The first day of a business trip is the day of departure from the workplace, the last day is the day of return to the workplace. If it is necessary to extend a business trip, a new extension order is drawn up, which indicates the reason for the extension.

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.

ORDER on sending on a business trip in form T-9 sample ORDER on sending on business trip in form T-9 form

Sample orders

An order to send on a business trip is drawn up according to standardized forms:

T-9 – in relation to one employee sent on a trip;
T-9a – in relation to the team.

Organizations are not prohibited from using independently developed forms as order forms. The only condition that must be observed in this case is that the final version of the order must contain all the required information about the business trip and the details of the organization.

Form T-9 - for one employee

RF PP No. 749 obliges supervisors to issue orders on the secondment of their employees in writing. Regardless of whether the standard travel order form or the organization’s own letterhead is used, the document must include the following information:

full name of the employing company indicating its form of ownership;
serial number of the paper being drawn up and the date of its preparation (required for keeping records of internal documentation);
information about the seconded employee - full name, position and structural unit;
address of the location of the organization acting as the receiving party;
duration of the business trip, expected start and end dates;
a brief description of the intended purpose of the trip;
algorithm for paying the employee’s remuneration and the source of funds (in most cases, this is the employer himself, but situations are possible when the initiator of the trip is a third party, then it fully assumes the obligation to pay the citizen for the period of the business trip);
title of the position, handwritten signature and full name of the employee who compiled the document;
handwritten signature of the person sent on the trip (as confirmation that the employee has read the document and does not have any complaints about its contents).

You may be interested in : Is it possible to cancel a business trip?

Sample filling T-9:

How to begin drawing up a business trip order

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.

Work assignment for a business trip sample of filling out Work assignment for a business trip form

After settlement, advance funds are issued to the traveler. As a rule, the employee receives a travel certificate. It confirms that its owner has been delegated the status of “seconded person” and contains marks on the time of arrival and departure of the seconded person.

Is it necessary to do a work assignment?

In 2020, drawing up a travel certificate and a job assignment form is no longer mandatory. However, the employer, through its local regulations, can establish the need to use such documents (Articles 8 and 22 of the Labor Code of the Russian Federation). The form of these documents must be drawn up in the manner adopted by the employer. To draw up a sample order for sending an employee on a business trip, public sector employees use the T-9 form.

It is also not necessary to keep a log of employees going on business trips (Resolution of the Government of the Russian Federation of July 29, 2015 No. 771).

The employer is required to prepare the following documents:

a sample order to send an employee on a business trip in form T-9 (Article 166 of the Labor Code of the Russian Federation, clause 3 of the Regulations, approved by Decree of the Government of the Russian Federation of October 13, 2008 No. 749);
advance report on office expenses (clause 26 of the above Regulations). In budgetary organizations, an advance report is drawn up according to form No. 0504505, approved. By order of the Ministry of Finance of the Russian Federation dated March 30, 2015 No. 52n, and in extra-budgetary ones - in form No. AO-1, approved. Resolution of the State Statistics Committee of the Russian Federation dated August 1, 2001 No. 55.

What is the basis for issuing a business trip order?

A business trip order is issued on the basis of a notification that a business need has arisen to send an employee for a specific purpose to solve production problems. The official assignment is a justification for the need for a business trip. If the manager considers the grounds set out in the memo to be poorly substantiated and insufficient, the order for the business trip will not be issued.

The basis for issuing a business trip order is a job assignment.

About business trips

The order or instruction is filled out sequentially.

In the header we indicate the full name and OKPO code (8 digits).
The serial number of the document and the date of its preparation.
Personnel number of the employee and full name (in the gender case) who is being sent on a trip.
We indicate the structural unit and position of the person being sent.
Detailed information about the destination (from country to street and name of organization).
Then the duration of the trip in days and, of course, the dates - from what date to what date.
We describe the purpose of the trip.
At whose expense the business trip is carried out.
We rewrite the document data (date, number, author), on the basis of which the order is drawn up.
Signature of the head of the organization and the seconded employee.

We invite you to familiarize yourself with: The procedure for registering a personal file for an employee

Base

The order to send personnel is issued based on the decision of the immediate supervisor. A sample order for the business trip of employees in the T-9 form is drawn up on the basis of a job assignment, which indicates the place of business trip, the date and time of the trip, as well as the goals and objectives of the trip.

Recently, the main document for processing business trips has been considered an order to send an employee on a business trip.

Initially, ideas to send an employee on a business trip are proposed by the heads of structural units, who draw up reports and memos to inform management.

In these documents, they describe the purpose of the upcoming trip, identify the tasks, determine the duration of the proposed business trip, and also recommend company employees who can handle it. The purposes of a business trip are distinguished - representative and production.

Upon receipt of this form, the director considers the issue raised and then makes an appropriate management decision. If it is positive, then a travel order form is prepared.

Businesses that are large enough often have annual plans for upcoming business trips. These plans determine when and for what purpose it is necessary to send an employee on a business trip.

As soon as the planned date of departure on a business trip arrives, the relevant documents are prepared, including an order, which are submitted to the administration for signing.

The need to use such a document as an official assignment is left at the discretion of the company administration. If an organization uses this form, it can also serve as the basis for the formation of management orders.

In any case, business entities are given the opportunity to use an order drawn up in any form, or to apply an order for which the T-9 order form has been established.

A unified travel order form is used in most travel programs.

Attention:

the chosen form of order should be reflected in the company’s accounting policies and

business trip situation

, if it is developed.

Download the business trip order (form T-9). Sample filling and form

Download samples of the organization's personnel documents : Form T-1 and T-1a. Employment orderForm T-2. Employee personal card Form T-3. Staffing table of the organizationForm T-6 and T6a. Vacation orderForm T-7. We draw up a vacation scheduleForm T-8. Order of dismissal Form T-10. Travel certificateForm T-10a. Business trip assignmentForm T-13. Working time sheetForm T-49. Payroll Form T-51. Payroll for calculating and calculating wagesForm T-53. Payroll for salary paymentsForm T-53a. Payroll register Form T-54. Employee's personal account Form T-60. Note-calculation on granting leaveForm T-61. Calculation note upon dismissal