Director's business trip order: example, goals, design rules, sample

When organizing a business trip for a manager, the same rules apply as for ordinary employees, but there are a number of features.

The director can be the owner of the enterprise, he can decide on the need and timing of the trip, and if he is an employee, then everything depends on the powers given by the founder.

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During the absence of the director, an employee must be appointed who has the right to sign important documents.

General information

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A business trip is a trip to some other enterprise other than a permanent place of work to carry out any assignments or tasks that are important for the development of the business and the organization as a whole.

A business trip for the head of an organization has a number of specific features that affect not only the work of the director himself, but also the performance of the company he heads.

First of all, when arranging such a trip, it is necessary to appeal to the law and draw up everything in accordance with regulatory legal acts.

Law

In Russia, there are several regulations that regulate this issue to the greatest extent and indicate many specific features of business trips:

The Labor Code of the Russian Federation, which establishes the most general provisions concerning labor relations between employees and employers and, in particular, issues of business travel.
Government Resolution No. 749, which refers to the Regulation “On the specifics of sending employees on business trips”, this legislative act prescribes more detailed explanations, comments and ways to regulate issues related to business trips.

All provisions also apply to the head of the organization who needs to be sent on a business trip.

Travel purposes

Official purposes are reflected in the current Decree of the Government of the Russian Federation No. 749.

The purpose of a business trip for the general director is to perform official duties in accordance with his position to improve the work of the organization.

The documentary basis for the trip is the manager’s order in the form of a formal memo.

Examples of the purposes of a director’s business trip abroad and within the country may include:

starting a new project, conducting negotiations with contractors and other counterparties, concluding long-term cooperation agreements with them;
carrying out an audit of a branch when serious violations are identified during inspections of regulatory government bodies at enterprise divisions located in another city or region. This requires the presence of a manager to resolve all controversial issues;
searching for new opportunities for business development, holding meetings with potential partners of the enterprise, creating and implementing new business projects;
opening new structural units, branches or branches in other cities and countries.

The purposes of business trips are not recorded in regulatory or personnel documents. They must always be indicated either in a memo from the manager or in a business trip order.

Manager's business trip

As noted above, a business trip for the director of an enterprise must not only meet all the standards for business trips for an ordinary employee, but also:

have a goal according to which the business trip is justified and meets the needs for the development or activities of the company;
be properly formalized in accordance with the requirements of the law and the rules of the organization;
meet the goal.

Directors

In order for the director of an organization to go on a business trip, it is necessary to develop a clearly defined goal for such a labor action. Moreover, according to the Regulations, the purpose of the manager’s business trip is to perform actions related to the performance of official duties, which are aimed at improving and developing the organization.

Purposes that a director’s business trip may pursue:

development or opening of a new project that is closely related to the current activity of the organization or is partially related, but is a subsidiary organization;
conducting an inspection at an existing branch of the company to eliminate suspicions or violations discovered there;
holding business meetings with potential partners or investors for the development of the organization, preparing presentations and presenting them to such persons;
opening new branches of the company in other cities both in Russia and abroad, etc.

Often, goals are not reflected in the organization's charters, as they are constantly changing.

The purposes of business trips must be reflected in the order for sending on a business trip, or in a memo, which must be drawn up in order to record the work activities of the manager.

Budget organization

In the case of arranging a business trip for the director of a budget organization, a number of difficulties may arise, since for such a boss it is necessary to prepare not only a standard package of documents, but also to reflect the funds through which the business trip is carried out and travel allowances are paid.

At the same time, before a manager goes on a business trip, it is very important to register the person acting in the duties of the management.

In this case, it is necessary to transfer the director’s powers, as well as to grant the person performing his duties partial rights in relation to other employees during the director’s business trip.

In particular, such persons must, for example, accept explanatory notes from employees, memos, respond to them and perform other actions that are necessary for the normal operation of the organization despite the absence of management.

Requirements

According to Russian law, any business trip must be:

appropriately designed and aimed at fulfilling the necessary instructions for the development of the organization;
not related to the implementation of business trips at a permanent workplace;
limited by a fixed period for the execution of the order or purpose of the trip.

Requirements for activities on business trips can be supplemented by the organization’s management, however, these rules and requirements are the most general and must be followed regardless of the hierarchy of the organization’s employee.

Term

The duration of a business trip for a company director is not limited by law and is set by management independently, while the legislator notes that the duration of a business trip must be “reasonable”, but does not provide any specific figures.

It is noted that the period is set to the extent necessary to fulfill the purpose of the trip or official assignment.

A part-time business trip has its own design nuances. Are you interested in tracking working hours while on a business trip? See here.

Order to send the director on a business trip

From 2021, the order is the main basis for registration of business trips and compensation for expenses incurred during them.

The issue of the number of copies of a document has not been considered at the federal level, so managers decide it on their own, taking into account the needs of office work. Most often, one original is published, a copy of which is sent to the accounting service.

The header contains information about the company name, OKPO code and document numbering.

The body of the order states:

duration of the trip (in cal. days);
dates of departure and return;
destination;
purpose of the trip;
personal information of the manager;

If necessary, the party financing the trip is mentioned.

The document must be endorsed by the manager (or an authorized person) and certified with a seal. Instead of signing the acquaintance, you can put a date.

The order is archived:

5 years – if the trip was short-term, that is, did not exceed a year (or 6 months, as mentioned above);
75 years old – in case of long-term business trip.

Registration procedure

In order for the director of an organization to go on a business trip, in 2021 it is necessary to draw up a number of documents, as well as appoint a deputy for the period of absence. This appointment will help the organization operate as normal without downtime.

At the same time, the transfer of the rights of the director of the organization is secured not only by an order on the appointment of an acting director, but also by a power of attorney, in accordance with Art. 185 of the Civil Code of the Russian Federation.

Documentation

To go on a business trip, management must complete the following documents:

order on the appointment of a deputy acting as director during the absence of the director;
written consent of the person to be appointed as acting official;
an order for sending on a business trip, which the director can draw up independently;
official assignment that requires execution during a business trip;
Director's advance report;
memo if necessary, etc. the list may vary depending on the organization.

Sample order

An order for assignment to a business trip is drawn up in the T-9 form, enshrined in the legislative acts of the Russian Federation.

In this way, the organization’s management can not only control the expenses incurred by the employee during the business trip, but also make sure that the official assignment is completed in full. The management itself is controlled in the same way.

A sample order for sending on a business trip is here.

Payments and reimbursements

Any employee, including the head of the enterprise, is entitled to the following payments:

travel allowances – payment of funds for all days spent on a business trip;
average daily earnings during absence from work due to a business trip;
daily allowance, which is the amount paid daily for accommodation;
reimbursement of personal expenses, if any, during the business trip.

Food and accommodation

Food and accommodation on a business trip is one of the most important issues, so it is so important to take care of it in advance.

As a rule, food and accommodation for a business traveler, including management, is provided on a daily basis, which will be discussed below.

It is believed that daily allowances are issued so that a posted worker can afford decent food and accommodation on a business trip, while, as practice shows, the cost of food outside the permanent place of work increases significantly and therefore daily allowances should be at a good level.

Also, to confirm the cost of services provided, in particular hotels and meals there, you must ask for a receipt, and also collect all receipts to attach them to the trip report.

As practice shows, additional costs incurred are paid by the organization quite quickly if there is strong evidence.

Daily allowance

According to the law, daily allowances are payments of funds to a business traveler before going on a trip so that he has the opportunity to fulfill any personal needs of the body.

In this case, daily allowances are paid for all days spent on a business trip, including holidays and weekends.

By personal car

A business trip in a personal car also requires reimbursement of expenses incurred by the employee.

In order for the organization to be able to reimburse the spent funds to the business traveler, he must provide:

documents indicating a job assignment or purpose;
receipts from gas stations, hotels and food places;
other documentary evidence of expenses incurred.

Very often, for the use of a personal car for the purpose of operating an enterprise, an employee is paid a fixed amount of compensation, thanks to which he will be able, if necessary, to repair the vehicle or maintain it in good condition. These actions are fixed in an agreement between the business traveler and the legal entity.

The same actions apply to the head of the enterprise. An agreement is concluded according to which a certain amount of money will be paid to him for the use of a personal car for the development of the enterprise, in particular for business trips.

Advance report

An advance report is a document of the established form, which is submitted after the arrival of an employee or manager from a business trip.

It states:

the amount of money received by a posted employee of the enterprise (in particular the director);
expenses incurred during the business trip, they may be less or more;
the declared amounts are supported by the necessary documents.

A sample advance report for a business trip is here.
advance report form here.

It is worth noting that this document is submitted to the accounting department of the organization with the signature of the person who arrived from a business trip.

Read how salaries are paid on a business trip. What documents are required for accommodation on a business trip? Full list here.

Is it possible to go on a business trip on a day off? Details in this article.

A business trip for a manager follows the same scenario as a business trip for any other employee of the company, however, it has a number of important nuances, without which its implementation is simply impossible.

Director's business trip on a day off

Sometimes company managers have to go on or return from a business trip on a weekend or holiday. In general, this is prohibited by Art. 113 of the Labor Code, but it also contains exceptional cases when this is allowed.

Thus, a director’s business trip on a weekend or non-working holiday is possible only with his written consent and must be conditioned by the need to promptly complete unforeseen tasks, on which the normal functioning of the business entity depends.

Upon arrival, the head of Art. 153 TC is provided:

payment in an increased (minimum double) amount;
single payment + an additional day of rest at any time convenient for him.