Payment for vacation travel for police officers, the Ministry of Internal Affairs, and the National Guard in 2021

The legislative framework

The table below reflects the main documents that should be relied upon when paying compensation for travel to a vacation spot.

Order of the Ministry of Internal Affairs No. 514 regulates the following issues:

• amounts of payments for expenses for the movement of employees (and members of their families) during the period of vacation to a place of rest, treatment or medical research in a sanatorium and back (only on the territory of the Russian Federation);
• amounts of payments for travel and leave for family members of an employee who died or was injured as a result of professional activity or performance of official duties.

Order No. 514 provides a list of expenses that can be reimbursed:

• when traveling in carriages with increased comfort;
• when using bed linen;
• for all services at the cost of a reserved seat;
• for payment of insurance when transporting passengers and cargo;
• payment of other additional fees: for increasing comfort, changing ticket class, ticket delivery costs, baggage delivery, etc.

Procedure for reimbursement of expenses for travel to a vacation spot

In order to receive compensation for travel to a vacation spot, you must follow a certain algorithm:

• The first step is to submit a report and attach supporting documents to it;
• The report is approved by the HR department and the head of the department;
• The employee is paid the preliminary cost of travel;
• Upon returning from vacation, the employee submits a document confirming expenses;
• After this, the accounting department recalculates the cost, after which, if necessary, the employee is paid up to the full cost, or the unspent advance is returned to them.

Who is compensated?

Employees who can benefit from compensation for travel expenses to a place of rest are:

• those who work in government agencies in the Far North or areas close to it;
• those who study in institutions with state accreditation;
• people of retirement age who have worked in the North (every three years);
• employees of the Ministry of Internal Affairs, police, National Guard (annual payment).

Important! The process of making payments, processing and documentation is prescribed by law. There are two important documents to refer to:

• Article 325 of the Labor Code of the Russian Federation;
• Order of the Ministry of Internal Affairs No. 154.

These documents present the procedure for providing benefits both for the employees themselves and for their family members.

The table below provides information by position.

Situations in which compensation is not provided

Compensation may not always be provided. There are exceptions to these situations:

• if an employee indicates several vacation places. One specific route should be indicated: for example, Vladivostok-Sochi. If several routes are specified, only one of them will be paid for;
• Holidays at foreign resorts are not paid. This is due to the need to support local tourism in the country. Since employee benefits are provided from the state budget, only vacations within the country are paid;
• if family members are working citizens, then compensation will not be made.

Important! Payment of compensation is carried out only for cases when the vacation is planned on the territory of the Russian Federation.

Payment for vacation travel will not be made in the following cases:

• the applicant himself does not belong to the preferential category of citizens to whom the subsidy is intended by law. That is, his work activity does not relate to the conditions of the Far North (or equivalent territories), or he does not serve in the police, the Ministry of Internal Affairs or the National Guard;
• the employee works less than the time established by law for granting leave (six months);
• supporting documents were not provided to the accounting department. If they were lost, then for restoration you need to contact the company or carrier to obtain certified copies;
• if compensation occurs as part of parental leave, it is not paid;
• The benefit applies to family members and dependent persons.

Submitting a report: instructions and procedure

Important! The report is submitted only on the eve of the vacation, 3 days before it starts.

The procedure for granting leave to the police, the National Guard or the Ministry of Internal Affairs is as follows:

• preparing a report;
• submitting it to a superior;
• signing a report;
• going on vacation.

List of required documentation:

• report in the prescribed form;
• vacation schedule approved by management;
• orders from superiors.

A report is the same statement containing the required details:

• name of the unit, department;
• Full name of the head of the department;
• title: REPORT;
• request for leave;
• vacation dates. Specify travel times and dates;
• the place where the vacation will take place;
• transport with which you will need to get to your vacation spot.

General requirements for submitting a report:

• it should contain information such as: employee's name, type of leave, duration and destination, date of departure and nature of travel;
• The report is accompanied by documentation of other family members traveling on vacation. These may be copies of marriage certificates and birth certificates of children. Since such documents are usually already stored in the personnel department, the report may be accompanied by a certificate of family composition;
• the HR department is the first to mark the report, which confirms the fact that the employee is going on vacation as scheduled;
• after this, the report is approved by the employee’s immediate supervisor;
• The accounting department calculates the tariff for payment amounts based on the type of transport and vacation spot.

The report can be found here.

Reimbursement

Its order will be as follows:

• a report with accompanying documents is submitted;
• its approval is carried out first in the personnel department, and then by the head of the unit;
• the accounting department pays the pre-calculated fare;
• after returning from vacation, the employee provides documents to confirm his expenses;
• a final calculation of the cost is carried out, after which either the missing amount is paid to him, or he returns the unspent part of the advance.

Submitting a report

• No later than three days before the start of the vacation, you will need to submit an application for vacation with travel expenses (report), which must contain the following information:
• the body to which the report is submitted;
• Full name and position of the employee;
• departure date;
• duration of vacation;
• type of recreation;
• vacation spot and how you plan to get there;
• number and signature with explanation.

The report must be marked by an employee of the HR department stating that the leave was taken in accordance with the schedule, after which it is approved by the boss and the necessary calculations are made based on the destination and the type of transport the employee will use to get there.

Documents on travel expenses

The list of documents required to confirm expenses incurred will depend on the transport used:

• If this is a personal vehicle, then copies of the license and registration certificate, receipts for fuel, and a certificate of location at the destination are attached.
• If it is a train, then you need a report on the cost paid in advance and tickets.
• If by plane - boarding passes and tickets, as well as payment documents to confirm the flight.

More details about all the documents required in a particular case can be read directly in Order No. 514.

Documents on family composition

The report must be accompanied by documents on the composition of the family of the police officer going on vacation. In this capacity, copies of marriage and birth certificates of children may appear primarily, but usually the personnel department simply obtains a certificate of family composition.

What documents confirm expenses for travel on vacation?

Depending on the type of transport that the employee chooses for vacation, the list of supporting documents will also be different (Order No. 514). For example:

• when on vacation in a personal car, the employee must provide fuel receipts, a certificate from the destination, as well as a copy of the registration certificate and license;
• train travel is confirmed by tickets;
• air travel is confirmed by boarding passes, tickets and payment documents.

The table below provides a list of documents confirming expenses for compensation.

Order of the Ministry of Internal Affairs of the Russian Federation dated May 16, 2012 No. 514

1. This Procedure regulates the following issues:

1.1. Payments to employees of the internal affairs bodies of the Russian Federation1 and members of their families for the cost of travel to the place of treatment or medical examination and back, to the place of further treatment (rehabilitation) in a sanatorium-resort institution of the federal executive body in the field of internal affairs and back, to the place of the main (vacation) ) vacation2 on the territory (within) the Russian Federation and back.

1Hereinafter referred to as “employees”.

2Next – “vacation”.

1.2. Monetary compensation for expenses3 associated with the payment of travel for family members and parents of an employee who died due to injury or other damage to health received in connection with the performance of official duties, or due to an illness received during service in the internal affairs bodies, missing when performing official duties4 to the place of treatment in a sanatorium-resort institution of the federal executive body in the field of internal affairs and back, to the burial place of the deceased employee and back, including outside the territory of the Russian Federation (once a year).

3Hereinafter referred to as “compensation”.

4Hereinafter referred to as “the deceased (deceased) employee.”

1.3. Activities of officials of departments at the place (last place) of service of an employee (deceased employee) or pension authorities of the system of the Ministry of Internal Affairs of the Russian Federation at the place of pension services for family members, as well as parents for payment (compensation) of travel-related expenses.

2. To the persons specified in subparagraphs 1.1 and 1.2 of paragraph 1 of this Procedure, when purchasing documents at their own expense, in accordance with parts 5 and 6 of Article 3, subparagraph 1 of paragraph 1 of Article 12 of the Federal Law of July 19, 2011 No. 247-FZ " On social guarantees for employees of internal affairs bodies of the Russian Federation and amendments to certain legislative acts of the Russian Federation"5 expenses associated with travel by rail, air, water and road transport (except for taxis), including: for the use of bed accessories, for travel in luxury cars, for a range of services included in the price of a reserved seat, an insurance premium for compulsory personal insurance of passengers on transport, for payment of additional fees established for transport (with the exception of a voluntary insurance fee, as well as other additional services aimed at increasing passenger comfort, including changing the class of the ticket, costs associated with the delivery of tickets, re-issuance of tickets at the initiative of passengers, delivery of baggage, handing over a ticket due to cancellation of a trip (flight) or being late for a train, plane, bus, ship).

5Collected Legislation of the Russian Federation, 2011, No. 30, Art. 4595; No. 46, art. 6407; No. 49, art. 7020.

3. Travel-related expenses are paid (compensated) within the limits of the cost of travel along the shortest or direct route. In case of travel with a break in the route or with a deviation from the shortest route, including by various modes of transport, actual expenses are subject to payment (compensation), but not exceeding the cost of travel along the shortest (or direct) route in accordance with the established travel categories. Payment (compensation) for the cost of travel in this case is carried out on the basis of certificates of the cost of transportation on the selected mode of transport, issued by transport organizations that performed regular transportation along the shortest or direct route during the period of departure, or their authorized agents.

4. To pay (compensate) for the cost of travel to the financial support unit or the pension body of the system of the Ministry of Internal Affairs of the Russian Federation, documents confirming the fact of stay in places of vacation, treatment, medical examination, follow-up treatment (rehabilitation), and documents confirming actual expenses, are submitted. related to travel (confirming the fact of payment for a tourist voucher).

5. Documents confirming the fact of stay specified in paragraph 4 of this Procedure include: a vacation certificate with the appropriate marks of the body, organization, unit of the Ministry of Internal Affairs of Russia and certified with an official seal, an identity document of a citizen of the Russian Federation, according to which a citizen of the Russian Federation carries out departure from the Russian Federation and entry into the Russian Federation, containing marks on crossing the state border, a certificate from a medical organization, a sanatorium-resort institution, signed by the head and certified by the seal of the organization (institution), a tear-off coupon for the trip, boarding passes.

6. Documents confirming actual expenses associated with travel include: when traveling by rail - a ticket, an electronic ticket of the established form; when traveling by air - a ticket, an electronic ticket of the established form (electronic multi-purpose document), a miscellaneous fee order; when traveling by water - a ticket for travel along a specific transport route; when traveling by road - a ticket containing the details established by the rules for the carriage of passengers6; when traveling by public transport (except taxis) to a railway station, pier, airport and bus station - a ticket containing the details established by the rules for the carriage of passengers; when traveling by personal transport - receipts from cash registers7 gas stations, other documents established by the legislation of the Russian Federation.

6 Decree of the Government of the Russian Federation of February 14, 2009 No. 112 “On approval of the Rules for the transportation of passengers and luggage by road transport and urban ground electric transport” (Collected Legislation of the Russian Federation, 2009, No. 9, Art. 1102; 2011, No. 37, Art. 5268 ).

7Hereinafter – “KKM”.

7. When purchasing tickets issued in book-entry form, paying for fuel when traveling by personal transport, documents confirming the costs of travel and baggage transportation are: KKM checks; slips, checks of electronic terminals when conducting transactions using a bank card, the holder of which is an accountable person; confirmation of the credit institution in which the accountable person has opened a bank account, which allows for transactions using a bank card, about the transaction carried out to pay for a ticket issued in book-entry form, fuel when traveling by personal transport; a document confirming payment for transportation, drawn up on an approved strict reporting form, equivalent to a cash receipt8, other documents established by the legislation of the Russian Federation.

8 Decree of the Government of the Russian Federation of May 6, 2008 No. 359 “On the procedure for making cash payments and (or) settlements using payment cards without the use of cash register equipment” (Collected Legislation of the Russian Federation, 2008, No. 19, Art. 2191; 2009 , No. 9, Art. 1102).

8. If travel documents are lost, payment (compensation) for the cost of travel is made with documentary evidence of the fact of travel and stay of employees, their family members, as well as family members and parents of deceased (deceased) employees in places of vacation, treatment, medical examination, after-care (rehabilitation) ), burials, on the basis of documents issued by the transport organizations that carried out the transportation, transport or travel agencies, confirming the costs associated with their transportation.

9. Payment (compensation) for travel costs is carried out based on actual expenses, but not higher than the cost of travel for the travel categories established by this Procedure.

10. Payment (compensation) for the cost of travel by personal transport is made to employees and (or) members of their families, as well as family members and parents of the deceased (deceased) employee with documentary evidence of stay at the place of vacation, treatment or medical examination or treatment, after-care (rehabilitation) ) in a sanatorium-resort institution of the federal executive body in the field of internal affairs in the amount of actual expenses incurred to pay the cost of consumed fuel, but not higher than the cost of travel, calculated on the basis of fuel consumption standards established for the corresponding vehicle, and based on the shortest route. .
11. When employees, members of their families, as well as family members or parents of a deceased (deceased) employee purchase travel or transportation documents in foreign currency, payment (compensation) for the cost of travel is carried out in rubles at the rate established by the Central Bank of the Russian Federation on the date of purchase of transportation documents documents, and if there is no date of purchase in the transportation documents - on the departure date indicated in the transportation documents.

Amount of compensation for travel

Initially, the fare is calculated based on a preliminary amount. Upon the employee's return from vacation, the final calculation of the travel allowance will be made based on his documentation of expenses.

Of particular note is the use of the employee’s personal transport. During the trip, it is important that the employee collects all receipts from the gas station, since if they are missing, compensation will not be provided in full. If an employee rents a car, compensation will be paid only for fuel. The cost of renting a car is not paid. Situations in which additional payments will be provided upon return from vacation:

• for the use of bedding on the train;
• for services provided at the cost of travel in a reserved seat carriage;
• payment for travel in a luxury carriage;
• insurance fees and other additional travel fees.

Depending on the category of employees, airfare may be paid. For example, senior employees are paid for business class airfare, while others are paid only for economy class. The same rules apply when traveling by train. Senior staff will be compensated for travel in a soft carriage compartment, and in other cases - in ordinary compartments.

How and in what amount are expenses paid?

Compensation is made before the vacation, but its amount at this stage will be approximate, since the exact costs may not yet be determined.

After the employee completes his vacation and returns to his workplace, he will submit all the required papers, after processing of which a final calculation of the amount spent will be made, and depending on how much it differs from the one calculated in advance, or the employee is entitled to an additional payment, or he returns part of the advance payment.

A separate topic is accounting and payment of expenses when traveling by personal transport. Usually an advance is also paid, and when calculating it, the shortest route to the specified destination is used, based on which the fuel consumed is calculated. After the employee returns with the documents, expenses can be clarified based on receipts from the gas station. If they are not submitted, then it will not be possible to receive full compensation - and the costs when using personal transport are almost always higher than the estimated ones for which an advance is issued, since in addition to the shortest distance, the minimum fuel consumption for the car model is used for calculations, on which movement is carried out. We also note the following: if a car is rented for the trip, you can also count on compensation for the cost of fuel, but the rental price itself will not be paid.

We will highlight all the expenses that must be paid in addition to tickets and fuel directly. Payments are made for:

• use of bedding on the road;
• services included in the price of a reserved seat;
• use of luxury cars;
• insurance;
• additional charges.

All expenses are paid only for the shortest route (a longer route may be chosen if it is non-stop, unlike the shortest route). If you deviate from it, the payment will not be increased.

Payment is made by category, for commanding staff:

1. higher;
2. senior;
3. average and below, as well as ordinary.

When using air transport, senior staff are entitled to business class tickets, and everyone else is entitled to economy class tickets.

When using trains, the senior staff receives the right to travel in a two-seater compartment of a soft carriage, the senior and others - in a four-seater compartment of a soft carriage. If sea transport is used, then everything is simple - depending on the category, the trip will be carried out in a first, second or third class cabin, river transport - in a luxury cabin, first and second class, respectively. If motor transport is used, no distinction is made.

FAQ

Question No. 1: Are travel expenses paid to travel to a vacation destination more than twice a year?

Answer: Let us turn to Article 57 of Federal Law No. 342 of November 30, 2011. Payment for vacation travel for the previous year is legal in the current period in a situation where this guarantee was not implemented earlier. In a situation where leave is granted again for the current year, then payment of travel expenses is made a second time.

Question No. 2. Are the costs of transporting family members of police officers paid if they travel separately from the officer himself?

Answer: Let us turn to Part 6 of Art. 3 Federal Law No. 247 dated July 19, 2011. as well as to Order of the Ministry of Internal Affairs of Russia dated May 16, 2012 No. 514. In these acts there are no restrictions on payment for travel to the place of vacation, depending on whether the employee travels with family members. There are no legal grounds for refusing payments.

Question No. 3. If the wife of a police officer is herself an employee of the Ministry of Internal Affairs and is on maternity leave for a child of up to 1.5 years, will she be paid for travel and how?

Answer: Let us turn to Part 6, Article 3 of Federal Law No. 247. Payment of expenses to one of the spouses who is on parental leave (up to 1.5 - 3 years), as a member of seven, will be legal.

Payment of travel for family members of a deceased employee

The already mentioned Order No. 514, or more precisely, its paragraph 22, establishes that payment for travel on vacation must also be provided for family members and parents of a deceased employee.

Documents that must be submitted to receive compensation:

• passports to confirm family ties;
• vouchers;
• documents with which you can confirm that travel to the vacation spot took place;
• documents confirming that expenses were incurred.

Most common mistakes

Mistake #1: If both spouses are employees.

If both spouses are employees, travel expenses are paid to each spouse at the place of duty. In this case, expenses are not paid to spouses as family members of the employee. Payment for travel expenses of their family members is made at the place of service of one of the spouses on the basis of a certificate issued at the place of service of the other spouse, which indicates that no money was issued at the place of service for travel of family members.

Error No. 2. If payment is made by bank transfer (for example, on the website), then you only need to pay with a card of a police officer, the Ministry of Internal Affairs or the National Guard. It is often mistakenly paid using the card of a relative, for example, a wife. No compensation will be provided in such a case.

Thus, compensation for travel to a place of rest for police officers, the Ministry of Internal Affairs and the National Guard is established by law. An advance is usually paid and used to calculate the shortest route to a specified destination. Upon the employee's return, the collected supporting documents can be used to clarify costs. If such documents are not submitted, you will not be able to receive full compensation and the cost of using your personal car.

After the end of the vacation and reappearance at the workplace, the employee provides all the necessary documents, after processing of which the final calculation of the amount spent will be made.

Common mistakes

There are quite a lot of errors when it comes to calculating and processing compensation. Here are the most common ones.

Error 1. An employee who works for the Ministry of Internal Affairs in the Far North region asks not to be granted leave, but to pay compensation.

It is prohibited to act in this way towards employees of the Far North. This category of citizens must necessarily rest at the appropriate time.

Error 2. An employee of the Ministry of Internal Affairs demands to be allowed to rest for two weeks due to existing family circumstances.

This privilege is not provided for by law. Additional leave of this category cannot be granted for more than 10 days.