How to arrange a business trip?
Travel is an integral partactivities of various enterprises and organizations. In this regard, there are many questions related to this topic, both for the employees themselves, and for employers, on whose initiative trips are most often planned.
This article will help you understand the details of this issue, tell you how to properly arrange a business trip and what points need to be taken into account in doing so.
What is a business trip?
Business trip is a working trip on writtenthe order of the employer for a certain period, the purpose of which is the performance of official duties outside the workplace. In the event that an employee of a structural unit (a separate branch) who is located in another village, travels to the central office or vice versa, this is considered a business trip and one should think about how to properly arrange a business trip.
Some categories of employees (freight forwarders,couriers, drivers, etc.) carry out their official activities on the road or their work is related to long-distance movements. Such trips are not business trips. But this does not mean that these employees do not enjoy the right to compensation for expenses in connection with work trips. They are reimbursed:
- expenses for travel;
- expenses for payment of habitation;
- expenses related to accommodation (per diem, rations, etc.);
- Other expenses of the employee with the knowledge of the employer.
Direction of employee on a business trip
On a business trip only those employees are sent,which are listed in the staff of the organization and are with the employer in labor relations. The Labor Code of the Russian Federation specifies that the employer should not send on business trips:
- minors (excluding athletes, as well as creative workers in the media and cultural institutions);
- pregnant women;
- working under the student's contract of employees (if the trip is not related to their apprenticeship).
Some categories of employees can be sent on a business trip only with their written consent. This must be taken into account before making a business trip. These include:
- mothers, as well as fathers, raising a child to 5 years without a spouse (wife);
- women with a child under the age of 3;
- Workers who need family members in need of care (in the presence of a medical report);
- workers with dependent children with disabilities.
Usually the duration of a business trip is setThe employer taking into account the complexity and scope of the service assignment. At the same time, for example, a factor such as long holidays can affect the duration of a business trip, when it is economically unprofitable for an employer to find a worker on a business trip.
The calendar number of departure for a business trip according to the regulatory documents is the day of departure, not from the place of residence, but from the place of work of the seconded employee.
If the transport leaves to 24-00 (inclusive), then the current day is the day of departure, and from midnight and later - the next day.
Documentation of business trip
In order to avoid any kind of misunderstandings andundesirable consequences before going on a business trip, you should familiarize yourself with the relevant legal documents and find out how to properly arrange a business trip.
The main document for the registration of a business trip is the official task. It is made up by the immediate head of the employee sent on a business trip. This service note contains:
- information about the employee (full name, position held);
- the name of the organization and department in which he works;
- purpose, time and place of business trip;
- source of official travel financing.
Based on this service assignment, management issues an order to send this employee on a business trip. After that, the employee receives a travel permit.
Upon returning from a business trip, the employee must not laterof the three-day period must submit an advance report on the expenditure of funds with the attachment of supporting documents (travel tickets, accommodation bills, etc.) without fail. In the event that he spent less money than he received, the employer has the right to recover this difference. However, he can do this, having received the written consent of the employee and having issued everything documentarily.