Rules for drawing up a certificate of being on a business trip

A situation often arises for an employee when he needs to document the fact of his appointment on a business trip. Such confirmation may be required for various reasons. According to the law, the employer cannot interfere with the issuance of the relevant document and must issue it within three days from the date of application. However, for proper registration, you need to understand what information needs to be indicated.

What is a business trip certificate?

A certificate of dispatch of an employee on a business trip is an official document that is documentary evidence that at some period of time the employee was on a business trip on behalf of management.

At the same time, it does not matter why exactly the employee was sent - the law does not limit employers in the possibility of organizing business trips for their subordinates when any production need arises. If an employee is issued a certificate of business trip, it is assumed that the enterprise has other evidence that it took place:

• order from superiors or order on organizing a business trip;
• notification that the employee needs to go on a business trip (assignment, memo, etc.);
• an employee’s application for the issuance of funds against him;
• official assignment;
• employee travel certificate;
• employee business trip report.

The certificate may be required to be presented at the place of training, at any government agency, or at the management company. The document may even be needed to present to the utility services as proof that the only tenant was not at home and no one used the utilities. Such a certificate can also be useful in court to prove that the person was not in the city.

Moreover, an employee may need a business trip certificate not only upon arrival at the company that sent him on the trip, but also before departure. For example, such a document can help speed up the procedure for registering a marriage at the registry office.

For what purpose might it be required?

The process of registering a business trip is accompanied by filling out a number of documents that do not leave the employer with questions about where and for what purpose the employee went.

For confirmation, only travel tickets and receipts from a hotel or other temporary residence (rented room, apartment, etc.) are usually required.

Thus, a business trip certificate is needed to be presented not to the employer, but to another organization.

Where might such a document be required?

The main purpose of this certificate is to officially confirm the fact of absence from the locality for a valid reason. There are many situations in which such a document may be required.

The possible options are discussed in detail below.

At the registry office

In order to register a marriage, 3 points must be observed:

• application from future spouses to the registry office;
• the expiration of a month after its submission;
• personal presence of both participants in the process.

Only the period that must pass after those wishing to sign at the registry office can be adjusted.

It may be reduced due to particularly important circumstances and reasons. For example, the bride’s pregnancy is considered a valid reason for registering a marriage within 3 days after submitting the application.

The Family Code says nothing about business trips, however, as legal practice shows, long trips make it possible to postpone the legalization of relationships.

A similar situation is possible if the future spouses themselves apply to the registry office with a confirming certificate.

The document can be provided at the time of submitting the application or after it (for a spontaneous business trip).

Example of a certificate:

Example of a certificate for the registry office

In the Institute

An employee-student is a common occurrence, and the desire for advanced training is usually encouraged by the employer.

Educational institutions also do not interfere with the student’s work activity, so his business trip is a good reason for rescheduling exams. To do this, you need official confirmation from your place of work.

The certificate must contain information about the fact of departure from the locality and the employer’s request for an earlier or, conversely, late delivery of the employee’s session.

The document does not contain information about the employee’s position, income or reasons for the trip.

To court

If the defendant cannot come to the hearing of the case in court due to a business trip, it is possible to reschedule it (no more than a month).

The following documents are required for this:

• confirming certificate from the place of work (for an introductory example);
• travel documents;
• evidence of employment with the employer who provided the business trip certificate.

The employee can appeal to the court in advance or after the meeting, confirming the impossibility of attendance (in this case, he will have to explain why the defendant did not notify the court in advance).

But the decision to postpone the hearing date is determined by the judge.

If the collected evidence is sufficient to bring a citizen to administrative responsibility without his presence, a resolution will most likely be issued.

The law does not define business travel as a valid reason for failure to appear in court.

Is it possible to take vacation while on a business trip? Information is in our article. What salary is not subject to income tax? Find out here.

To the police

Law enforcement officers are vigilantly monitoring citizens who have been suspended and released early.

If a person leaves the boundaries of a populated area without warning and agreement with the district police officer or other responsible person, he cannot avoid trouble.

An employee forced to go on a business trip is obliged to notify the police in advance, documenting the fact of departure.

For this you will need a certificate of travel from the place of work.

Example:

Citizen M. was released early from a general regime colony with the condition of monthly visits to the local police officer. He got a job in organization "P". Six months later, the manager announced his intention to send M. to another city for 2 months, with a possible extension of the business trip for another 3 months. The employee asked to issue a certificate confirming his departure for the maximum period, that is, five months. M. notified the district police officer about his upcoming departure and provided a document received from the organization for proof.

To the management company

If a citizen is temporarily absent from the apartment, he has the right to recalculate receipts for housing and communal services.

The amount can be changed in the following cases:

• there are no metering devices (meters) for the services provided;
• the person provided documents confirming his absence (a business trip certificate is such).

Recalculation applies only to the absent tenant. If someone else is registered in the apartment, their rent will be charged at the usual rate.

After submitting the application, the management company is obliged to satisfy the request within five working days.

A citizen must apply for a recalculation no later than a month after arriving from a business trip.

Where to get a business trip certificate

Any document relating to official employment must be received by the employee at the place of employment.

Typically, the issuance of such certificates is carried out by the personnel department of the enterprise. The document must be completed within 3 days from the date of the employee’s application. The paper must be signed by the employer and certified by the seal of the institution. The information included in the certificate is the employee’s personal data, and therefore:

• only the employee has the right to free access to the document (either he himself or his authorized representative with a executed and certified power of attorney will be able to receive the completed certificate);
• the information contained in the document cannot be transferred to third parties and third-party organizations without the consent of the employee;
• persons who have access to information will be held accountable for their disclosure.

How to prepare a business trip certificate

The business trip certificate can be issued on an A4 sheet or on company letterhead, depending on the location of the request.

There is no unified form for a business trip certificate, and therefore it is drawn up in any order or according to a sample approved by the company’s internal regulations. The text of the certificate and the information it contains will depend on where the employee intends to transfer it. The text of the document must indicate:

• to whom the certificate is intended (the addressee may be indicated, or the general phrase “at the place of request” may be written);
• name of the paper;
• date of preparation of the certificate and serial (registration) number of the document;
• place of registration of the certificate;
• the text of the certificate containing information about the labor relationship between the employee and the employer, the time the employee was sent on a business trip and the period of his stay on the trip, and the destination;
• signature of the HR department employee and manager, company seal.

When might it be required?

Such a document is necessary for use not by the employer - it is needed to present it to third-party organizations. It may be needed both before the trip and after returning, in particular in the following situations:

• For presentation to the university (college) in order to reschedule exams or justify the reason for your absence from a session or class.
• For submission to the registry office in order to speed up the marriage registration procedure. Also, significant factors may include transfer to another district for service, the groom's departure for the army, travel abroad (registry offices have the right to request copies of air tickets).
• For transfer to the judicial authorities to justify the reasons for not attending the court hearing. According to established practice, judges are more accepting of failure to appear in the courtroom if it is indicated in advance and documented, along with reasons beyond the person’s control such as weather, transport, or man-made, in contrast, for example, to such vague formulations as “for family reasons.” .
• To be sent to the management company to recalculate payments for utilities.

It is drawn up according to the same rules as any other outgoing documentation. There is no strict template for it. The content is compiled depending on the place of presentation, but there are mandatory information that must always be present:

• The name of the institution to which the paper will be provided. The general concept “at the place of requirement” can be used.
• The number under which the paper was registered, date of issue.
• A text outlining comprehensive facts about working departures.
• The name and position of the company employee.
• Signature and seal of the director of the enterprise.

In addition, it must contain information about the timing of departure from the city, departure date and arrival time. In some cases, it may be necessary to indicate earnings, describe expenses, for example, for a hotel, purchasing fuel, parking, paying for food in cafes, restaurants, canteens, or some other items that depend on the specific case.

Common mistakes

Error: The HR department employee demanded payment for the procedure for issuing a business trip certificate.

Comment: Any documents relating to the employee’s work activity must be prepared free of charge.

Error: The employee issued a business trip certificate to speed up the marriage registration process, although it contains information about sending the employee on a trip 2 months from the date of submitting the certificate to the registry office.

Comment: In order to speed up the registration of a marriage with the civil registry office, the certificate must indicate that the employee is being sent on a trip earlier than a month has elapsed from the date of submission of the document to the employees of the institution. This is due to the fact that marriage registration must be carried out within a month, on a general basis, which in the case under consideration does not in any way prevent the applicant from leaving on a business trip.

What kind of document is this?

A business trip certificate is an official confirmation that the employee was (or is planning to travel) during a certain period in another area for a valid reason - to perform his work duties.

This document can be issued before departure to the place of duty or after it, depending on the specific situation and purpose of the request.

The certificate contains only information confirming the fact of the business trip. The reasons for the trip are not specified and are considered a business necessity without specification.

Answers to common questions about a sample business trip certificate

Question No. 1: Can an employer transfer a business trip certificate immediately to the place of requirement specified by the employee when requesting the document?

Answer: No, HR department employees do not have such powers.

Question No. 2: Can a business trip certificate be written by hand, not on a computer?

Answer: Yes.
The main thing is that the document contains all the required details, the signature of the manager and the seal of the organization. Rate the quality of the article. Your opinion is important to us:

Travel certificate - sample

The form must be filled out in any form and must be written. There is no unified form; you can fill it out on a company one. The registration period is 3 days (working days), as established by stat. 62 of the Labor Code for issuing documentation to an employee related to his employment. To be absolutely sure that the employer will not forget about the individual’s request to draw up a document, it is recommended to submit a corresponding application addressed to the head of the company.

What a business trip is is indicated in the stat. 166 TK. It is stated here that this is a business trip at the direction of the employer and in the interests of the company. The exact deadline and objectives of the assignment are established by the enterprise, taking into account the specifics of the assignment (clause 4 of Resolution No. 749 of October 13, 2008).