Due to the pandemic of coronavirus, many companies are more often forced to cancel or transfer business trips. The reasons can be different: the sudden introduction of restrictive measures at the destination, the abolition of the event or a corner disease. Accordingly, many are wondering how, in this case, to correctly arrange the cancellation of a service trip. We talk about this in our new material.
Step 1. Release an order to cancel a business trip
The abolition of a business trip in connection with coronavirus begins with the publication of the relevant order. The following information must be included in its text:
- grounds for canceling the trip
- names and positions of employees who affect the order
- The number of the order of the business trip, which is canceled
- The procedure for returning advance funds
It is not enough to submit to the order to cancel the coronavirus business trip as the basis for canceling – it is necessary to clarify the specific reason (introduction of restrictive measures, suspension of air traffic, etc.) and refer to official documents, for example, or.
If the employee has not yet been paid an advance and per diem for the upcoming trip, you can limit yourself to canceling the previously published order on sending on a business trip.
Step 2. Cancel the reservation
After issuing an order to cancel the business trip, it is necessary to cancel the reservation of the hotel and hand over the tickets (unless they were bought at the irrevocable tariff).
In most cases, fines or penalty are provided for the cancellation of the armor, and various fees are deducted from the cost of tickets. So it is unlikely that it will be possible to return the full amount. Nevertheless, the earlier you cancel the reservation, the higher the probability of a return of funds.
Step 3. Recalculate the funds
Then the employee must draw up an advance report in which you should indicate which amount was spent on the purchase of tickets and booking the hotel and how much it was possible to return. Confirming documents (receipts on the return of funds, checks, etc.) must be attached to the report.
Also, the employee will have to return the advance funds paid to him and the daily in the company’s office or transfer them to the current account. After that, the accounting department recalls funds. At the same time, fines and commissions for canceling the reservation are considered as non -operating expenses and therefore do not require the retention of personal income tax and insurance premiums.
