Almost every company is faced with the need to send employees on business trips. Labor legislation is constantly changing, so it is important to monitor new standards and requirements, including in the field of working trips. For example, since 2015, official tasks and business certificates were abolished, which were previously necessary for a business trip.
In this material, we will consider the procedure for issuing a business trip in 2021 and give step -by -step instructions on how to do this.
Step 1 – registration of an order for a business trip
Documentation of the business trip begins with the issue of the order. It can be made in free form, or use a unified form. The order should reflect the following information:
- Name of the employee, his position and unit
- Destination
- The purpose of the trip
- Dates of the trip
- The procedure for compensation for expenses
After issuing the order, it is necessary to familiarize the employee with him under the signature.
It is also necessary to make changes to the time of accounting for working time, noting the date of the trip as a business trip.
Step 2 – payment of advance and daily
To get an advance payment for tickets and accommodation, as well as per diem, the employee must submit an appropriate application. The application should indicate the requested amount and the deadline for which it is issued (the date of the business trip).
The amount of the advance is calculated on the basis of the current fare to the destination and vice versa and the approximate price of residence in the hotel for the entire period of the business trip. The same amount includes per diem, the size of which is set by each company on its own.
The advance payment is paid to the employee in cash or transferred to the card. Within three days after returning from a business trip, he will have to report on the funds spent in an advance report.
Step 3 – booking tickets and hotels
Different employees can be responsible for booking and tickets in different companies-both businessmen themselves and HR managers or travelous coordinators.
If employees often go on business trips, then it makes sense to connect to the corporate reservation system, for example, OneTwotrip for Business. This will automate the process, as well as reduce costs thanks to discounts and corporate tariffs.
Step 4 – drawing up an advance report
After returning from a business trip, the employee must provide an advance report within three days. The report should indicate which amount was issued by an advance and how many of this amount were spent, as well as detailed expenditure articles (tickets, hotel, daily). Confirming documents – receipts, checks, etc., must be attached to the report.
If the employee spent less than it was issued, he will need to return the remaining funds (however, this does not apply to the per diem, which the employee spends at his discretion). If there was an overrun of the funds, the expenses were justified and documented, then the employer is obliged to pay the employee the missing amount.
