Earlier in our blog, we talked about how to draw up business trips, and today we will talk more about what documents are needed to draw up a business trip.

What documents are needed to draw up a business trip

In 2019, the list of documents for drawing up a business trip looks like this:

• order – This document is fixed by the very fact of a business trip;
• service assignment – he is signed by the head of the employee, the document contains information on the goals of the trip and the objectives of the sentence (these data can be entered into the order and not fill out a separate task);
• Expert cash warrant – Based on the order, the employee receives advance to cover expenses, this payment must be issued;
• Consent to work on weekends – If you know that the employee will carry out an official task, including on weekends, will need his written consent (if the work goes at normal time, this paper is not needed);
• Advance report – Upon the return of the employee from the business trip, he must submit an advance report to which all documents confirming the costs are applied.

Consider the necessary documents in more detail.

Order to send a business trip

Until 2015, Russian companies were obliged to separately fill out an official task and a travel certificate. Now you need to fill out only the order. Moreover, the company has the right to develop the form of the document yourself, you can also use the unified form of the T-9.

We considered the preparation of this document in detail in our article. Briefly, it should contain the following information:

• full name of the organization;
• Name of the employee, his position and code of the unit;
• destination;
• the duration of the business trip;
• The purpose of the trip and its foundation (official task)

Service assignment

At the moment, filling out a separate official task is not necessary. The data included in it can be entered immediately to the order, but often, to facilitate reporting, personnel administration specialists prefer to use the official task form.

For this document, there is also a unified form T-10A. You need to fill it in two stages. The first of them is carried out even before the start of the business trip: information about the organization is entered into the document, the form is assigned a serial number, data about the employee and its department, and the parameters of the business trip. Usually all this information is filled in by the employee himself.

After his return from the trip, his manager is already completing the filling of the service assignment. He lists the tasks performed during the trip and makes a resume about the results in a special column.

Advance and consumable cash warrant

The employer is obliged not only to save his place for the employee and pay average earnings during the trip, but also to pay for expenses arising during the business trip. To do this, you need to pay an advance on a business trip. We considered the rules for paying an advance in one of the previous articles.

There are no strict rules for paying an advance, but the operation must be carried out correctly. To do this, it is necessary to draw up an expense cash order. It should contain information about the operation (line “base”) and a list of attached documents (line “Appendix”). The document must also include the company’s data (Code for OKPO), the date of the order, the signature of the chief accountant and the employee receiving an advance.

Consent to work on a weekend (not necessary)

If an employee goes on a business trip or will work as weekends or holidays, he must give written consent to this. There is no single form of this document, so you can draw it up in an arbitrary form.

The main thing is to remember that there are categories of employees who, in principle, cannot be called to work on weekends. These include minor employees, pregnant women, parents raising young children (up to three years old), people with disabilities.

Advance report

After the employee returned from the business trip, he must fill out the advance report. This document is needed in order to report for the money spent on the trip. For an advance report, there is a unified form N AO-1.

This document should contain the following information:

• company name;
• Date and report number;
• Department and position of a business employee;
• the cause of the trip;
• The amount of the advance.

Various cost confirmations are attached to the documents – we talked about them in detail here.

Conclusion

As you can see, at present, the documents necessary for drawing up a business trip is completely easy to compose, and their list itself is small. It includes an order, an official task, an advanced consumption order and an advance report, as well as optional documents, such as consent to work on the weekend.