During the Pandemia of Coronavirus, the abolition of business trips became a widespread phenomenon. The likelihood of transferring or canceling business trips can now be affected by factors such as a sudden illness of an employee or his contacts with sick, the introduction of strict quarantine measures at the destination, closing borders or the abolition of air traffic. In this article, we will consider the main reasons for the cancellation of business trips in 2023, and also find out how to correctly arrange the cancellation and return the money for tickets and a hotel.
Grounds for canceling a business trip
In case of cancellation of the trip for reasons associated with coronavirus infection (the introduction of quarantine, the closure of air traffic, etc.), force majeure circumstances can be considered the basis for canceling.
When drawing up documents, it is important to justify the specific reason and, if possible, refer to official documents or resolutions on the introduction of anti -icing restrictions.
If the business trip was canceled due to the fact that the employee or his relatives fell ill with coronavirus, then the cause of the sentence or his family circumstances is considered the reason for the cancellation.
How to arrange a cancellation
Suppose a business trip was canceled. How to arrange it correctly?
Firstly, an employee or his manager must draw up a official note on the cancellation of a business trip, where it is necessary to indicate its cause.
Secondly, on the basis of a service note, it is necessary to release an order to cancel the working trip. This document is compiled on the company’s form in free form. In the text of the order, you need to specify specific grounds for cancellation (in this case, you can refer to official documents or recommendations of Rospotrebnadzor).
The order also indicates the name and position of the sentence and the number of the order on sending on a business trip. If tickets have already been bought and a hotel room was booked, and per diem, then the document also shall indicate the procedure for the return of funds.
Then the employee must familiarize himself with the order and put his signature.
How to cancel armor and return money
After issuing an order to cancel the business trip, it is necessary to cancel the residence in the hotel and hand over tickets – and the one who bought them should do this. In connection with Pandemia, many airlines provided the opportunity to return tickets, even purchased at a non -return tariff.
Nevertheless, it will not be possible to return the full amount most often, since carriers hold various service fees. It is also likely that you will have to pay a fine for the cancellation of the hotel reservation, especially if the abolition occurred in a short time. In tax accounting, these costs are recorded for non -operating expenses without taking into account the amount of VAT.
Within three days from the date of exit the order to cancel the business trip, the employee needs to draw up an advance report in which he must report the funds spent and attach confirming documents. If you managed to return the money for tickets and the hotel, then you need to attach the corresponding receipt and/or notification of the return of funds to the report.
