How to fill out a travel certificate - sample

Emergency legal assistance for individual entrepreneurs > Sample documents > How to fill out a travel certificate - sample

When a person gets a job in an organization, there is a high probability that he will be sent on business trips. The fact that an employee is on a business trip is confirmed by a travel certificate.

The travel certificate contains information related to the work trip, namely:

1. where the employee is sent;
2. duration of the trip;
3. purpose of the trip;
4. the amount an employee will receive for a business trip.

There are times when an employee visits several places during a business trip.

How then do you fill out the form?

In this case, several marks are made on the certificate about the date of arrival and departure from each point.

Thanks to this, it will be much easier for the accountant to calculate the actual duration of the trip.

By whom and to whom is the document issued for a business trip?

According to the laws, the certificate must be issued in only one copy on a special form known as No. T-10. This certificate is issued to an employee who goes on a business trip.

A certificate can be issued:

1. employees of the department of the organization in which the employee works;
2. employees of the company's HR department.

The travel certificate must contain:

1. personal signature of the head of the organization;
2. company seal.

At enterprises where the employee will be on a business trip, appropriate notes are made on the travel certificate that confirm the fact of his arrival and completion of assigned tasks.

After an employee returns from a business trip, he is required to provide the accounting department with:

1. travel certificate;
2. reports on financial expenses during a business trip.

If the duration of the business trip is only a day, there is no need to issue a certificate in form No. T-10. In this case, it will be enough to issue a regular order to send the employee on a business trip.

Why was travel allowance required?

When a company sends an employee to another city, or even country, its managers want to be sure that on this trip the employee will fulfill the obligations assigned to him. That is why the employee was required to receive a travel certificate. When leaving, a corresponding mark was placed on it. Upon arrival at the place, this document was presented to obtain a stamp and signature. This was precisely what became the main evidence that the company employee left his hometown and arrived at his destination.

It is also possible that law enforcement officers will be interested in the purpose for which a nonresident citizen is temporarily residing at a location other than his registered address. It is enough to present a document confirming the fact of the business trip, all questions will be answered.

Confirmation and reimbursement of expenses

With the help of a travel certificate, the employee was able to prove that his expenses were incurred solely for official purposes. Naturally, the company had to compensate them. However, today, when there is no need to issue a certificate, many are wondering how to prove travel expenses?

The answer is simple - travel tickets, checks, receipts and other official documents confirming expenses. If a business trip is carried out by car, a service note is used here. This document is filled out in free form. The dates of trips and transfers, hotels and other organizations visited by the business traveler, the amount and cost of fuel used, and additional expenses that the employer is obliged to cover are noted here.

Sample of completed travel certificate

Officials approved the modern model of the certificate (No. T-10) on January 5, 2004.

The personnel officer must also be well acquainted with the sample form No. T-10 before starting to fill it out.

Form No. T-10, an example of filling out and a travel allowance log in Word format can be found below.

Travel certificate form.rtf

Business trip logbook.rtf

Sample of filling out form T-10.doc

Form No. T-10 contains the following fields:

1. the date of approval of the form is indicated in the upper right corner ;
2. OKUD form code;
3. further in the middle of the form the name of the enterprise sending the employee on a business trip is indicated;
4. The form then contains the ID number and date of issue;
5. The next stage of filling out is to enter the personal data of the seconded employee:

• full name;
• his personnel number;
• the name of the department in which he works;
• holding a position.

1. in the next line of the form, the purpose and duration of the business trip is written down;
2. the last line indicates the name of the director of the organization and his signature;
3. The reverse side of the certificate form contains detailed information about the departure and arrival of the posted employee.

What does a travel certificate contain?

As you know, all legal documents have a certain structure. This also applies to the travel permit.

This document must contain the following information:

1. name of the organization that sends the employee on a business trip;
2. date when the certificate is filled out;
3. registration number of this document;
4. employee information:

• his full name;
• position held
• personal personnel number.

1. location of the organization where the business trip is planned;
2. the employee’s official assignments during a business trip;
3. duration of the business trip;
4. information from documents confirming the employee’s identity;
5. personal signature of the head of the organization whose employee is sent on a business trip.

On the reverse side of such a certificate there is information about:

1. arrival , as well as departure from places of work travel;
2. the location of the enterprise where the business trip is planned.

At all places of business travel, the employee must supply:

1. a mark on the certificate from the chief accountant of the organization and the head of the human resources department;
2. is on the back of the travel document .

If an employee ignores the above requirements, the company where he works may not count his business trip.

The fact that the travel certificate has a special structure means that the employee filling out this document must know the procedure for filling out the form in Form No. T-10.

Place of a travel certificate in the travel procedure

Seconding an employee involves completing several documents at once

Secondment is a rather complex and relatively lengthy process, which consists not only of paperwork, but also preliminary verification of the possibility of sending an employee on a trip, obtaining his consent if necessary, paying an advance payment for travel, etc. Each of these procedural points is a mandatory requirement labor legislation, directly provided for by a number of norms (Chapter 24 of the Labor Code and Regulations on business trips No. 749 of October 13, 2008).

A business trip in accordance with the Labor Code is considered to be a trip by an employee to a populated area other than where, in accordance with the employment agreement, his place of work is located, at the direction of the employer, to perform tasks related to job functions. The legal basis for a business trip is an administrative document issued by the employer - an order.

The process of documenting a business trip is not clearly regulated by any of the mentioned legislative acts. They also do not contain a direct requirement to issue a travel certificate, as well as an official assignment, a report on its implementation, etc. All these points are at the discretion of the employer, who, in accordance with Art. 22 of the Labor Code has the right to reflect a clear procedure and conditions of the procedure in its own local regulations (for example, create a provision on business trips).

Why do you still need a travel permit?

A business trip is, although not a mandatory document, its practical significance is quite great

Despite the fact that the travel certificate is undeservedly “depreciated” by the legislator, this document has several practically important aspects:

1. Confirmation of the identity of the business traveler, clarification of the destination and purpose of the trip for counterparties at the place of travel. In other words, upon arriving at the destination, the employee presents the document in question, and the receiving party thereby receives confirmation of the purpose of his visit.
2. Confirmation of the fact of travel for the party sending the employee. Based on the order alone and the absence of the employee on site on the day of the business trip, it is difficult to judge whether he actually visited the destination, because in some cases the task can be completed remotely. The travel certificate contains marks of arrival and departure, certified by the signature and seal of the receiving party.
3. On the way to the destination and back, the employee can present a travel certificate to a representative of any government agency or enterprise, thereby confirming the fact of his official travel, its route and purpose.

It should be remembered that a travel document can serve as a supporting document and is generally valid only upon presentation of a passport or other identity document.

What points should be taken into account in the travel regulations, as in the local legal acts of the organization

In order for the company to have a clear travel mechanism, as well thought out and adapted to production realities, it is recommended to develop and approve a local policy for business trips. This document may include many aspects, regulate in detail all stages of the trip, and in relation to the travel document:

• fix its shape;
• establish departments and positions responsible for preparing the document, marking arrival and departure;
• contain rules for maintaining a log of registration of certificates;
• determine positions authorized to sign the document;
• establish a procedure for paying business trip expenses;
• regulate the procedure and terms of document storage.

As a rule, the personnel officer is responsible for paperwork in the organization. The head of the organization signs the travel certificates.

What is the procedure for filling out form No. T-10?

An employee who issues a travel certificate must adhere to the following procedure for filling it out:

1. First of all, provide information about the posted employee:

• full name;
• Personnel Number;
• the position he occupies.

1. Double-check that your passport details are written correctly . If even minor mistakes are made, this may complicate the processing at the place of travel.
2. Indicate the number of travel days in words. It is worth noting that the time that the employee will spend on the road to the place of business trip is not taken into account in calculating the duration of the trip.
3. The certificate must indicate the date:

• start of a business trip;
• end of the trip.

1. Lastly, the passport details of the posted employee are filled in.

When the process of filling out the certificate is completed, it is stamped by the director of the enterprise where the posted employee works.

The certificate must also contain the personal signature of the employee sent on a business trip.

You are allowed to fill out form No. T-10:

1. by hand;
2. using computer technology.

If errors were made when filling out the certificate:

1. incorrect information ;
2. indicate the correct information above;
3. In places of correction, put the personal signature of the personnel officer.

Canceled but not banned

Travel certificates are not mandatory in 2021 - this rule has been in effect since 2014, when a regulatory act adopted the abolition of travel certificates (resolution dated December 29, 2014 N 1595. But this does not mean that entrepreneurs were prohibited from using this document. If local regulations the company provides it, it is still filled out and handed out to employees sent on business trips.

Now a work trip can be confirmed with a memo, travel tickets, and a report on the work done. This is important in the case when the receiving party refuses to fill out a business trip certificate, and the employee needs to independently confirm his absence from work for a valid reason and his expenses.

Let's figure out what form of travel certificate should be in 2021 and how to fill it out correctly.

Material on documenting an employee’s business trip

On the Internet you will find many useful materials that contain information about the rules for filling out the certificate form.

Much more important information on this topic can be gleaned from videos created by employees of various training centers.

Having analyzed many similar materials, we conclude that from them HR officers will learn about:

1. how to fill out a travel certificate correctly ;
2. how to fill out the form when an employee must visit several enterprises during a business trip;
3. how to calculate the duration of a business trip;
4. How is work travel paid?
5. who can be sent on a business trip;
6. which categories of the population have the right to refuse a business trip for personal reasons;
7. how to correct errors made while filling out form No. T-10;
8. What should an employee do on business trips to receive payment for completed tasks during a business trip?

As practice shows, at some enterprises employees are very often sent on business trips.

Does the HR employee manually fill out each travel certificate?

Of course not. Such organizations use programs that help automate filling out forms.

How to automate work with documents and not fill out forms manually?

The process of filling out travel forms is accelerated through automation. To automate the process of filling out forms, the CLASS365 program is used.

This utility has many useful features:

1. automate filling out standard forms;
2. print documents that bear a signature and seal;
3. create new forms with the logo and details of your company;
4. draw up various commercial proposals;
5. send documents by email;
6. Upload forms in this format:

• PDF;
• CSV;
• Excel.

The program will help the authorized person save valuable time, which he can spend on other tasks.