Order to postpone a business trip to another date (sample)

Many enterprises and organizations send their employees on business trips. Often circumstances change, and it is necessary to change the timing of a business trip, postponing the departure to another date.

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At the same time, an order from the manager is drawn up, the procedure for drawing up and other nuances of which we will consider today.

Employee initiative

In most cases, the duration of a business trip changes at the initiative of the head of the organization or due to unforeseen circumstances. But sometimes the situation develops in such a way that the employee himself is forced to stay late, on his own initiative, and more often - out of necessity.

If he is delayed by illness, he is obliged to provide his boss with a certificate of incapacity for work.

If he simply did not complete the tasks assigned to him on time and needs additional time to complete them, then the business trip, of course, increases. But upon return, the organization’s financial department will have every reason to impose penalties.

Nuances

If the general director is on a business trip that needs to be extended, a personnel specialist draws up an order.

The basis is the director's decision.

The content of the text will be something like this:

“Due to production needs, I am extending the period of my business trip (to Moscow, to conclude a contract with Beta LLC from July 4-13, 2021, travel certificate No. 32) for a period of 4 days until July 18, 2016. The return date is considered 07/18/2016.”

Extension of a business trip for vacation days is allowed only if the decision is agreed upon with the manager and an application is submitted by the employee.

Unauthorized delay without good reason does not oblige the organization to reimburse expenses.

An increase in the period intended for the performance of official tasks is possible only with the consent of the employee. Especially if he is under the care of social protection authorities.

If an employee wishes to stay on weekends or holidays during a business trip, such a decision is not prohibited (the individual does not receive economic benefits). But it is advisable to coordinate the issue with management.

Forcibly extending a foreign business trip is an illegal act.

The employer may be subject to serious liability.

Is it possible to cancel a business trip? Find out from our article.

You will find a business trip application form.

How to make an advance report for a business trip? Read.

Is employee consent required?

In order to send an employee (or several) on a business trip, the employer is not required to obtain his consent in advance. The manager’s orders may suit the employee or not, but he must obey his order if he does not want to lose his job.

Therefore, an order to change the timing of a business trip can also be issued without written consent. There are a number of exceptions to this rule. The Labor Code suggests that an employer can make such categorical decisions only if the employee does not belong to one of these categories:

Women with children under 3 years of age.
Single mothers and single fathers who have children under 5 years of age.
A child under 5 years of age is under the care of an employee of either sex.
Guardians or parents of a disabled child.
An employee caring for a sick family member.

Moreover, the employee’s signature on the order may not mean that he agrees with all points of the document. This signature just means that he was familiar with the content. This legal subtlety is often used in legal proceedings between an employee and an employer.

For this reason, it will be necessary to obtain the employee's written consent to ensure that the employee's civil rights are respected.

Transferring a business trip to another date

The employer directly influences the transfer of a business trip to another date. He can independently change the departure date or arrival date of the employee, at his own discretion. Based on the executed document, the business trip can be postponed to an early or late period, it can be extended, and so on. All this is done to ensure that the final goal of the job assignment is achieved. To change the travel dates of a department employee, you need to create another order.

Despite this, the transfer of a business trip will still be reflected in tax and accounting records. The change will be the period of time during which the expenses were actually incurred. When renewing or recalling an employee, the amount of expenses will automatically be either increased or decreased, respectively. In this case, all expenses will be recognized and documented only upon the employee’s return. Consequently, changing the time period will not lead to data adjustments either in tax or accounting.

Law on issuing an order to reschedule a business trip

In accordance with Article 166 of the Labor Code of the Russian Federation , a business trip is considered to be a trip by a citizen who is employed in a company for a certain period at a strictly designated time. It can be sent according to order T-9a, if several employees are going on a business trip, or T9, if only one is going on a business trip. To cancel or reschedule it, you will need to issue a special order. This can be done either by the director of the organization or the head of the department, if such powers are transferred to him. The document is usually republished. You cannot make changes after it has been submitted for signature.

Drawing up an order to reschedule a business trip to another date

Sometimes you don’t need to cancel a business trip, but reschedule it to a specific date.

In order to issue such an order, you must have compelling reasons:

Family problems;
Difficult circumstances that require time to correct the situation;
Illness of an employee assigned to a business trip;
Transfer due to production needs.

To complete it correctly, follow the instructions below:

Identify the reasons why it was necessary to postpone the date of departure on a business trip;
Based on the result, draw up a memo addressed to the head of the company;
Make a provision stating that the business trip must be rescheduled.

Who signs the order to postpone a business trip to another date?

Like any other order, it is signed directly by the head of the company.

The head of the company can be one of all the founders or an employee who was hired for this position. He must have the right to act on behalf of the organization without a power of attorney. This includes the signature of all documents and orders. In this case, the manager may go on vacation or catch a cold. In such a situation, a power of attorney is issued to another person, for example a deputy, who will be able to sign similar documents in the future.

The employee must be familiarized with this document. We are talking about any order of the manager regarding full-time employees. After reading and reviewing, the employee must sign the document. Many people believe that if an employee signs the corresponding order, then he agrees with it. The signature states that the person is aware, not that he accepted the order.

If the period has been reduced

It must be taken into account that the business trip ends at 23.59 and begins at 00.00. If the employee completed the task earlier and wanted to return, then an order is issued and the employee comes to the city of his main place of work.

If he arrived several days (or 1 day) earlier than the pre-planned date, then the next day he must report to the place of duty. If he does not show up, it is considered a missed day of work.

The employer has the right to assign a monetary incentive for quickly completed work or not to assign one. He has the right to grant his employee an extraordinary paid day off for this time. But if no papers are drawn up in this regard, and the employee completed his duties on a business trip ahead of schedule, then he is legally obligated to report to his place of duty the next day.

Possible reasons for increasing the period

There are many reasons for extending a business trip.

They are conventionally divided into several groups:

According to production needs. Occurs when the manager gives an additional amount of work or the employee does not have time to complete the task in a timely manner.
For personal reasons. Employees have the right to submit an application to the manager with a request to stay for a short time (up to 2-3 days). The request is granted if the last day of the business trip is followed by a weekend or holiday.
Transport problems. Sometimes a business trip extension is due to a flight delay or unavailability of tickets. The day of arrival is the date of actual arrival of the employee at the appointed place.
Disease. If an employee becomes unable to work while carrying out assignments, he must go to a local medical facility. The business trip is extended. Upon returning to the place of permanent work, a certificate of incapacity for work is presented to the personnel department.
Force Majeure. Delay is possible due to circumstances beyond the employee’s control. For example, flood, fire, traffic accident, etc.

How do I pay for a hotel on a business trip? Information is in our article.

What package of documents do employers require when hiring? Find out .

Types of business trips and shelf life of orders

All documentation regarding business trips, including the order described, is stored for either 5 years or 75. This will depend on what type of business trip was involved in the organization.

If the business trip was long-term (it lasted longer than 6 months), then you will have to keep the order in the archives for 75 years. If the duration was short - no more than a couple of months - then the organization has the right to destroy the document after 5 years of storage. The exception is harmful working conditions. They always keep documentation for 75 years. An order to change the timing of a business trip is no exception.

Storage of travel documentation

According to the List of standard management archival documents approved by Order of the Ministry of Culture of the Russian Federation No. 558, the enterprise is obliged to store official assignments and certificates:

for short-term trips - 5 years;
for long-term ones – 10 years.

Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558

Orders must remain in the archive for the period established by the List.

The information is entered into the table:

Duration and type of business trip	Shelf life, years
Short-term (up to 2 months), on the territory of the Russian Federation	5
Long-term (from 2 months), domestic and foreign	75

The legislation does not regulate the established procedure for firmware orders.

Therefore, the general rules apply to them:

metal fastenings are removed;
a hard cardboard cover is used;
four punctures are made (the minimum distance between them is 3 cm);
Bank twine or stitching threads are used, which are threaded through the central holes and tied in a knot.

When applying for a business trip extension, you should be careful when entering dates and have all the documents confirming the legal basis for making such a decision.

The absence of errors will allow you to avoid troubles with the tax authorities.

Registration procedure

The procedure for processing business trips can be grouped into the following stages.

In the first stage , a memo is prepared, which indicates the purpose and need for sending the employee on a journey to fulfill the instructions of his manager.

At the second stage, the head of the enterprise issues a certain decree, where he recommends his employee to be sent on a business trip. This order from the manager will be fundamental evidence for subsequent payment of daily allowance to the employee and calculation of tax expenses. According to paragraph. 140. 1. 7 Tax Code, the amount of daily expenses will be calculated in accordance with the travel order and the supporting fundamental documents.

If this order is absent, then daily allowances are not paid.

In the third stage, the amount of travel allowances, in other words, the advance payment, is calculated. Since the manager has decided to send an employee on a trip on behalf of an assignment, you need to think about the amount of travel allowance for the employee. How is the advance determined?

The employer determines the amount taking into account the following criteria: daily expenses, travel expenses and room or hotel rental. This is fairly easy to calculate using a travel cost estimate.

The fourth stage provides for the issuance of an advance to the employee for a business trip. Before sending an employee on a business trip, the director must provide the employee with funds (advance) that will be used during the business trip. If an advance is not given to the employee, this entails a violation of labor legislation and foreshadows an administrative fine, the amount of which will range from 30 to 100 non-taxable minimum income.

The fifth and final stage provides that the worker undertakes to provide the following documents after the end of the business trip:

submit a report on the use of advance payments issued for a business trip or for reporting in the form approved by the State Tax Administration order dated December 23, 2010 No. 996, you must add documents (checks, statements) that confirm the use of funds;
return the money that went beyond the advance limit, if so provided.

The total amount of excess money spent is returned by the worker to the cash desk or transferred to the employer’s bank account before or during reporting (clause 170. 9. 2 of the Tax Code). In the case of transferring money for a trip to an employee’s personal bank payment card, such a person undertakes, upon arrival from a special business trip, to provide a report on the amount and directions of use of the advance payment that was issued to him for the trip.

This must be completed before the end of the 5th banking day in which he completes the task.

Reasons for extending a business trip

The main acts regulating the procedure for sending and processing business trips in the company are the Regulations on Business Travel and the Collective Agreement. The first local regulatory act establishes the reasons why the duration of such trips may increase.

These grounds, depending on who will be the initiator, are divided into those drawn up on the basis of a memo on the extension of the employee’s business trip, and when the need for them is declared by the management of the organization.

Extension of a business trip can also be carried out as a result of unforeseen emergency factors (force majeure).

Regulatory acts at the legislative level reflect the ability of the enterprise administration, when a production need arises, to extend the duration of business trips.

The most common reasons for extending the time of a business trip are incorrect determination when planning the amount of work that the traveler must complete, the subsequent emergence of new tasks, or a request from the receiving party for an extension.

Whatever the reason, an employee who has gone on a business trip needs to draw up a report to the administration of his company, setting out the facts in detail. This can also be done by the immediate supervisor of such an employee.

In addition, an employee sent on a business trip may apply for a certificate of incapacity for work due to health reasons, which will force them to reschedule their return.

A situation often occurs when a business traveler has a problem purchasing return tickets, or a transport breakdown occurs.

Attention! The main thing in this situation is for an employee sent on a business trip to promptly report the occurrence of circumstances due to which it is necessary to extend the trip. To do this, he can use all means of communication available to him. If possible, request supporting documents from competent persons (certificate of incapacity for work, various certificates, etc.).

After this, only the administration will be able to issue an order to increase the business trip.

Order to change the timing of a business trip. sample and form 2021

The economic activities of a business entity may not be limited to one locality. Sometimes, in order to complete a certain task, its employees have to go on business trips. In accordance with current legislation, sending an employee on such a trip includes drawing up such an order as an order to send the employee on a business trip.

On what basis is the order issued?

According to the new rules, registration of a business trip currently requires only the issuance of an appropriate order from the manager about this.

As necessary, heads of departments or other responsible persons who believe that it is necessary to send an employee on a business trip draw up a report or memo addressed to the director of the company.

In them, they justify the reason for the upcoming business trip, its purpose, duration in time, and also propose candidates for this trip. The purposes of a business trip can be representative or production.

The manager, having studied the received documents, makes a decision on this issue, for the execution of which an order is issued to send him on a business trip.

At large enterprises, business trips are planned. This can be expressed in drawing up a travel plan for the current year. When the time specified in this document arrives, the HR department prepares a business trip order, which is submitted to the manager for signing.

In addition, the organization may draw up a job assignment, which is currently used by organizations at their discretion. It can also be used as one of the sources for forming an order.

Whatever the basis for this document, the responsible person can use a company letterhead or a specialized form, the unified form T-9.

Attention! The form of the business trip order must be recorded in the accounting policy of the enterprise or the Regulations on business trips, which can be issued in the organization.

How to issue a business trip order for an employee using the T-9 form in 2018

As soon as the manager decides to send employees on a business trip, the person in charge must draw up an order about this.

At the top of the document the name of the business entity and, if necessary, the name of its structural unit are reflected. Here, next to it, the registration code of the enterprise is indicated, which it receives when registering with Rosstat (OKPO code).

This is followed by the name of the administrative document, its sequential number and date of publication. Under these details, the order will subsequently be reflected in all other forms.

In the following lines, you need to write down the employee’s number according to the time sheet, which is assigned to him at the enterprise upon admission, as well as his full name.

After this, the designation of the department where the employee works, as well as the position or profession he occupies in the organization are indicated.

The T-9 form below requires entering information about the place where the employee is going. Here you can enter the country, city or name of the receiving organization.

After this, the duration of the business trip is entered, and just below the start and end dates of the business trip are indicated.

In the next section it is necessary to reflect the purpose of the upcoming business trip as stated in the report or approved plan.

After this, the order reflects the source from which the expenses for the upcoming business trip will be financed. Next, you need to write down the name of the document and its details, on the basis of which the manager’s order is generated.

After this, the order must be endorsed by the management of the company, indicating the position and its data.

Attention! The posted worker should be familiarized with this order, and he must make a note on the order in the form of a visa and write down the date the order was read.

Based on the issued order, the responsible persons pay before the business trip the amounts for expenses during the trip, including daily allowances for business trips.

Sample of filling out a business trip order using form T-9a

When it is necessary to send several employees on a business trip at once, then in this case the order form t-9a is used. The standard form includes columns to reflect the trip of three people. If necessary, the form can be expanded to cover the required number of employees.

The document is filled out as follows. The full name of the company is entered in the upper part, and next to it in the column on the right is its code according to the general OKPO directory.

Further below, the serial number of the order and the date on which it was drawn up are indicated. Under it, this order will then need to be registered in the order book for the organization.

The document itself looks like a table. The lines contain indicators that need to be noted for each employee. Data on the latter are entered into columns. The rows in this table are not numbered.

Full name is written in the first line. employees who are going on a business trip. The next line contains their personnel numbers.

In the third line you need to write down the names of the departments in which the employee works. Quadruple - the names of their positions, as indicated in the staffing table.

The next line should include travel details. It, in turn, is divided into several substrings.

In the fifth and sixth fields you need to write down the name of the country and city where you will be traveling, as well as the name of the host organization.

Next come the seventh and eighth lines - in them you need to write down the start and end days of trips for each of the employees. The ninth includes the number of days of travel for each business traveler. The tenth line should contain a brief summary of the purpose of the trip.

Eleventh line - it indicates the source of funds from which payment for the business trip is made. Usually these are the company’s own funds, but in some cases the business trip may be paid for by the host party.

The twelfth line serves to confirm that the employee has read the order. In it he must put his signature and the date when he did it.

At the bottom of the document, after the table, there is a line in which you need to enter information about the document on the basis of which the business trip is issued.

The completed order is signed by the director of the company.

Change of business trip date order - Legal advice

An order to change the dates of a business trip, a sample and form of which can be downloaded immediately after this paragraph, is issued separately and is useful when the dates of an employee’s business trip are shifted in one direction or another.

Business travel dates may change either at the initiative of the employer or due to emergency situations. You should not discount the circumstances that an employee may find himself in.

Be that as it may, it is unacceptable to correct orders that have already been issued and registered. To adjust the timing of a business trip, a new order is needed.

If the company has a provision on business trips, this will greatly simplify the process of increasing or decreasing the duration of an employee’s business trip. The regulation may clearly state an algorithm of actions that must be followed. For example:

An employee writes a memo. In it, he indicates the reasons that are delaying him (or no longer delaying him), as well as the new desired end date of the business trip. If this is the initiative of the employer, then the employee is sent a written notice of extension.
Based on the memo, a provision is formed according to which the employee’s period of stay in another city is changed.
The head of the organization (or another employee of the organization: deputy head, personnel officer, etc.) coordinates all aspects relating to the employee’s stay on a business trip with the head of the receiving party.
The head of the enterprise issues an order to change the timing of the business trip. One copy of the order is sent to the posted employee for signature.

The posted worker returns on a new date, and then the required travel allowances are awarded to him.

Content

In order to draw up a business trip order, you need the following basic information :

The date the order was issued and an individual number was assigned to it. At the top of the form you need the name of the enterprise and its OKPO.
Information about the place where the employee is sent on a business trip, the employee’s personal data (full name, structural unit).
It is also necessary to indicate the dates of departure and arrival.
The purpose of the business trip is indicated; if necessary, you also need to indicate the source of funds for the business trip.

An order from a director or general director to send employees on a business trip has a shelf life of about 5 years (long-term business trips abroad – 10 years). It is taken into account in the business trip log.

Regulatory regulation of the issue

A business trip is one of the components of an employee’s work activity, i.e. it has the necessary standards that are based on the Labor Code of the Russian Federation and relevant Government resolutions.

An employee goes on a business trip by special order of management. This may be an order or a resolution in which all the necessary components are noted. Since the timing of a business trip may change, and sometimes there are many reasons for this, the issue of rescheduling a business trip also arises; it is taken into account and spelled out in the general provisions on business trips.

Consequently, there is a regulatory framework that serves as a “springboard” for the error-free execution of relevant documents:

Labor Code of the Russian Federation (Part 1, Chapter 24, Article 166),
Tax Code of the Russian Federation (Article 264),
Code of Administrative Offenses of the Russian Federation (Article 5.27),
Decree of the Government of the Russian Federation dated October 13, 2008 No. 749,
Letter from Rostrud (PG 1487-6-1).

The regulation of the issue in this case will be somewhat different from other adjustments, since a number of issues arise such as the return of purchased tickets, daily allowances issued, etc.

When rescheduling a business trip, an order or instruction to reschedule it is unconditionally issued and the reason for this action is indicated. The order is accompanied by documents confirming its necessity.

Order to postpone a business trip to another date - sample