PREPARATION OF THE MANAGER'S TRAVEL

I. For the successful course of the business trip of the head, the secretary:

1. Selects all the information necessary for the business trip of the head.

2. Prepares and selects materials and documents that the manager may need on a trip.

3. Provides the manager with office supplies (notebook, pens, pencils, letterheads of the institution, plastic envelopes of different colors or binder folders, etc.)

4. Prints the trip program in two copies (one for the manager, the second for himself), which indicates:

1) the name of organizations and structural divisions;

3) place and time of their holding;

4) a convenient route to the hotel and organization.

II. During the absence of the head, the secretary:

1. Carries out his usual duties.

2. Pays more attention to the formation of cases.

3. Transfers incoming correspondence to the deputy head.

4. Redirects phone calls to the deputy head.

5. If the business trip is unscheduled, notifies those who signed up for an appointment about its cancellation

III. Upon the return of the head from a business trip, the secretary:

1. Informs the manager about the fulfillment of assigned tasks.

2. Informs about the issues that arose during the absence of the head and about the progress of their solution.

3. Processes business trip materials - prints, reproduces, transfers to structural subdivisions to executors.

4. Prepares a trip report.

Business trip

Business trips

This is a trip of an employee on the order of the employer for a certain period of time to perform an official assignment outside the place permanent job(Article 166 of the Labor Code of the Russian Federation).

Business trips should be distinguished from business trips of employees whose permanent work takes place on the road or has a traveling character (for example, stewardesses, train conductors, couriers). Such working conditions are normal for them, as they are initially reflected in the employment contract.

Within the meaning of the law, the place of permanent employment is considered to be the firm (structural unit) in which the employee performs his/her duties. labor function constantly. Therefore, an employee's trip to another company (another structural unit) located in the same area can be considered a business trip. However, if an employee has the opportunity to return daily from a business trip to his place of permanent residence, he is not paid daily allowances (per diem allowances) (paragraph 15 of the instructions of the USSR Ministry of Finance, the USSR State Committee for Labor and the All-Union Central Council of Trade Unions dated April 7, 1988 No. 62 “On business trips within the USSR.

The duration of the business trip is not clearly defined in the legislation. The minimum term is not set at all. As for the maximum duration of the trip, paragraph 4 of the instruction of the USSR Ministry of Finance, the USSR State Committee for Labor and the All-Union Central Council of Trade Unions “On business trips within the USSR” indicates a period of up to 40 days, and for builders, installers, adjusters - up to 1 year (excluding time spent on the road). However, the current Labor Code does not contain any time limits, so if necessary business trips may continue for more than 40 days.

What is the maximum travel time?

The maximum period of business trip abroad is not established by law. For business trips abroad, only daily allowances have been approved, which can be included in expenses when taxing profits. These norms are differentiated according to the duration of stay on a business trip: up to 60 days and over 60 days (Decree of the Government of the Russian Federation of February 8, 2002 No. 93).

Who can not be sent on a business trip

An employee who good reasons refused to go on a business trip, you can bring to disciplinary responsibility - to reprimand him or announce a reprimand. However, there are employees who cannot be sent on business trips at all or can be sent on business trips only with their written consent. You must notify the latter in writing of the possibility of refusing the proposed trip (Article 259 of the Labor Code of the Russian Federation).

For violation of the rules for sending employees on a business trip, a company can be fined from 30,000 to 50,000 rubles (from 300 to 500 minimum wages). And the head of the company - in the amount of 500 to 5000 rubles (from 5 to 50 minimum wages). This violation may entail other punishment - administrative suspension of the company for a period of up to 90 days. The basis is Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

Guarantees for individual employees when sent on business trips

Example

To the chief technologist of CJSC Alfa M.I. Dudnikova will business trip. The employee has the right to refuse the trip because she is the mother of a young child. The HR inspector sent M.I. Dudnikova such notice.

How to book a business trip

The decision to send an employee on a business trip is made by the head of the company. He usually learns about the need for a business trip from the memorandum of the head structural unit where the employee works. If the director of the company puts a positive resolution on it, an appropriate package of documents is prepared for the employee. Travel documents are issued according to unified forms approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

First, a service assignment is drawn up in the form No. 10-a, which details the purpose of the trip. It is compiled and signed by the head of the structural unit, and also signed by the head of the company.

Based on the assignment, an order is being prepared to send an employee on a business trip in a unified form No. T-9. If several employees go on a business trip at once, use the list form No. T-9a. The order is signed by the head of the company. This document must be familiarized with the employee against receipt.

After issuing the order, the employee must issue a travel certificate in the unified form No. T-10. The certificate indicates the time of arrival of the employee at the destination and the time of departure from there. Based on these marks, you can determine the actual time spent on a business trip, and accounting - the size monetary compensation (travel allowance). If the employee had to visit different places, then the date and time of arrival and departure must be entered in each of them. These marks are certified by the signature of the responsible person and the seal of the company to which the employee was sent.

Upon returning from a business trip, the employee in the service assignment must fill out the “Summary report on the assignment” column and sign under it. In this column, you can describe the work done, but not fixed on paper (search for clients, attending presentations, negotiating). The head of the structural unit checks the employee's report, makes a note about whether the task has been completed, and puts his signature and date.

In the accounting department, the employee fills out an advance report in the unified form No. AO-1 (the form of the advance report and instructions for filling it out were approved by the Decree of the State Statistics Committee of Russia dated August 1, 2001 No. 55). On the front side of the report, the employee indicates his last name and initials, profession (position), purpose of the advance, etc. reverse side he lists travel expenses incurred during the trip (including daily allowance), and indicates the details of the supporting documents.

Record business trips in special MAGAZINES. Forms of registers for employees leaving and arriving on business trips can be found in Appendixes 2 and 3 to the instructions of the USSR Ministry of Finance, the USSR State Labor Committee and the All-Union Central Council of Trade Unions dated April 7, 1988 No. 62 “On business trips within the USSR”.

The text of the travel certificate practically coincides with the text of the order on sending on a business trip. Is it possible not to draw up both of these documents, but to choose one of them?

You can issue only an order or only a travel certificate. For example, if an employee is sent not to a specific company, but in order to collect information, find customers, create a network of points of sale for goods, then a travel certificate loses its meaning. Considering this situation, the Ministry of Finance of Russia issued a letter dated December 6, 2002 No. 16-00-16 / 158, in which it explained that the employer may not draw up both documents at once, but limit himself to one of them.

Representative offices and branches of foreign firms do not have to issue a travel certificate, an order is quite enough (letter of the Ministry of Finance of Russia dated July 29, 2003 No. 16-00-25 / 04).

Travel expenses

The Labor Code provides for an employee who is sent on a business trip, certain guarantees - the preservation of the place of work (position), average earnings, reimbursement of expenses associated with a business trip (Article 167 of the Labor Code of the Russian Federation). Currently, for business trips in Russia, the per diem norms established by the Decree of the Government of the Russian Federation of February 2, 2002 No. 729 apply. commercial organizations the size of the daily allowance must not be lower than established by this act.

2.1 Terms of reference of the secretary

The range of duties of the secretary is very extensive and largely depends on the specifics of the activities of a particular organization or firm 4 . An approximate list of duties of a secretary might look like this:

1. View and properly process incoming and outgoing mail.

2. Conducting telephone conversations, organizing receptions, including the reception and service of visitors.

3. Document filing and case management.

4. Compilation of letters, preparation of summaries of reports, etc.

5. Registration of various accounts.

6. Management of the activities of subordinate office personnel.

7. Accounting and registration of business correspondence, including personal correspondence of the head.

8. Organization of business trips.

9. Organization and participation in the work of meetings, including the preparation of the agenda and keeping minutes.

10. Organization of affairs in the office of the head, i.e. maintenance and timely updating of wall charts, control of documents and cases stored in the office.

11. Release of the manager from numerous routine operations.

12. Information support of the manager, i.е. knowledge of books, reference books and other sources that contain the necessary information.

Conventionally, all secretarial duties can be divided into documentary work (drawing up and registering correspondence, monitoring the execution of orders and resolutions from above, filing files and submitting materials to the archive) and documentless (friendly reception of visitors (any of them can become a profitable client of the company), preparation business trips, telephone service, etc.) servicing the management of a company or institution 5 .

When planning his working time, the secretary proceeds from the hierarchy of tasks (by importance and priority) facing the management of the institution, and from the work plan of the head 6 . At the same time, he is guided by the following principles: nothing should be forgotten; all terms calendar plan must be fulfilled; a certain reserve of working time is needed to overcome unexpected problems or perform previously unforeseen tasks; all work must be carried out in a rational sequence and at the lowest cost.

When receiving employees of other institutions and organizations or seconded from other cities, the secretary finds out whether the visit was agreed in advance by letter or by phone. The secretary must write down the day and hour of the reception and remind the manager about it the day before. Otherwise, the secretary must find out from the visitor from which organization and on what business he came, and, if necessary, direct him to the appropriate employee.

The secretary must know: provisions and instructions for documentary support; the management of the enterprise, its divisions; typescript; work on a personal computer; spelling and punctuation rules; the order of arrangement of the material when printing various documents; operating rules for typewriters, personal computers, dictaphones, tape recorders; rules for the use of receiving and intercom devices; standards of the unified system of organizational and administrative documentation; internal labor regulations; fundamentals of the scientific organization of the secretarial service; rules and norms of labor protection, safety measures, industrial sanitation, fire protection.

2.2 Organization of business trips

We will dwell in more detail on the organizational tasks that a secretary must perform when organizing business trips.

Functions of the secretary in preparation for the trip of the head and specialists:

1. The secretary selects all the information necessary for a business trip, including reports or abstracts for a conference or meeting, references, contracts, etc.

2. The secretary prints the travel program indicating the organizations and persons with whom the manager or specialist should meet, as well as the time for which the meetings or events are scheduled. The secretary must keep a copy of such a program, otherwise he will not be able to promptly contact the head if necessary. The preliminary program is prepared by the secretary together with the head and may contain the following information:

a) date of departure, arrival, duration of the trip;

b) mode of transportation;

c) hotel reservations;

d) places of visit and travel to them;

e) individuals or companies to be contacted (names, addresses, telephone).

3. The secretary thinks over gifts and souvenirs for the host.

4. The secretary provides the manager with stationery (notebooks, pens, folders, etc.).

The list of documents required by the manager on a business trip:

1) passport (if necessary, a passport);

2) air tickets or train tickets;

3) travel certificate;

4) service assignment.

To be sent on a business trip, you must first fill out a business assignment - form No. T-10a (Appendix 1), which is subsequently used to draw up a report on the fulfillment of the purpose of a business trip. The task is approved by the head of the organization or an authorized person and transferred to the personnel service for issuing an order to send on a business trip.

In order for your manager to go on a business trip, it is not enough just a verbal agreement or a letter of invitation from the host party, you need to prepare an order for sending on a business trip. In accordance with the new accounting forms, the order form for sending an employee on a business trip is issued in the form No. T-9 (Appendix 2), for sending several employees to one organization - No. T-9a (Appendix 3).

After signing the order, it is mandatory to register it. For registration, journal forms are most often used, in which the date and number of the order, its summary, and the position of the head who signed the document are entered. As a rule, business trip orders have a common numbering with personnel orders, although it would be more correct to register business trip orders separately (for example, with the index “k”, and orders for personnel - “ls”), since these orders have different storage periods (orders for secondment - 5 years, orders for personnel - 75 years minus age).

A travel certificate is a document certifying the time spent on a business trip, the time of arrival at the point (s) of destination and the time of departure from it (them). A travel certificate is issued in accordance with the T-10 form (Appendix 4), approved by the resolution of the State Statistics Committee of Russia.

At each destination, the travel certificate makes notes on the time of arrival and departure and is certified by the signature of the responsible person and the seal that the organization usually uses in its business activities to certify the signature of the corresponding official.

A travel certificate may not be issued if the employee must return from a business trip to the place of permanent work on the same day on which he was sent. When traveling abroad, the time spent on a business trip is determined by the marks in the passport, so the certificate is not issued.

The day of departure on a business trip is the day of departure of a train, plane, bus or other vehicle from the place of permanent work of the seconded person, and the day of arrival is the day of arrival of the specified vehicle at the place of permanent work. If the departure of your manager is scheduled before 24:00 inclusive, then the day of departure for a business trip is considered the current day, and from 00:00 onwards - the next day. For example, the train departs on January 29 at 23:50 (the station is located within the city), in this case January 29 will be considered the first day of the trip. If the plane departs on January 30 at 00:40, and it takes 2 hours to get to the airport, then January 30 will still be considered the first day of the business trip.

The travel certificate form is issued by the employee responsible for business trips (secretary). A travel certificate is filled in in one copy, signed by the head and sent to the secretary, who puts a mark on the departure on the reverse side and registers the certificate in a special register of employees who have gone on business trips (Appendix 5).

Before the leader leaves on a business trip, the secretary should receive as much information as possible about his actions during the absence of the leader. It is also necessary to control the issue of signing documents during the absence of the head. If during the absence the head transfers the right to sign to another official, then it is necessary to prepare an appropriate order to assign the duties of the head for the period of his business trip to the deputy head or another official. The secretary must also monitor the execution of controlled documents, since when leaving on a business trip, the employee responsible for monitoring the execution of documents is obliged to transfer to another employee, in agreement with the immediate supervisor and the service that provides control over execution, all controlled documents.

During the absence of the head, the secretary usually performs all clerical operations with documents: receives and processes correspondence, registers documents and groups them into categories. That is, he performs his usual duties. All phone calls received by the head are recorded in a special telephone conversation log. If these issues can be resolved by another employee within his competence, then telephone conversations are allowed to be forwarded, about which an appropriate entry is made in the registration log.

After the manager returns from a business trip, the secretary:

1) inform him of the issues that have arisen during his absence;

2) processes business trip materials;

3) draws up reporting documents.

When working on a report, the secretary must know its purpose, scope and for whom it is intended. The report usually includes three sections:

1) justification of the need for a business trip;

2) the sequence of resolving issues;

The functions of the secretary include not only the organization of business trips for the head and specialists, but also the reception of seconded workers. The secretary must find out:

1) on what issue the visitor arrived;

2) find out if he is provided with a hotel and, if necessary, help him;

3) note the travel certificate.

Travel certificates of arriving employees are registered in a special journal separately from travel certificates of employees of the organization (Appendix 6).

If you follow these simple rules for organizing travel, business trips will contribute to the prosperity of your company, and not its ruin.

Conclusion: how competently and professionally the secretary prepares a business trip for a manager or a specialist, its result largely depends, and, accordingly, the success of the future transaction and the prosperity of the company. Consequently, a lot depends on the performance of the functions of the secretary in the company. Organizations business trips and seminars for representatives...

Preparation of business trips for employees and managers. Great success is made up of many thoughtful little things. V. Klyuchevsky. Questions: 1. Organization of business trips: Documentation of business trips. Information support for business trips of employees. Reminder to the sent employee. Storage of travel documents. 2. Preparation of business trips of the head: Information support for business trips of the head. Preparation of the travel program. Processing business trip materials and preparing a report. References: 1. 2. 3. 4. 5. 6. 7. Kuznetsova T.V. Secretarial business. - M .: CJSC Business School "Intel-Sintez", 2002. P. 275 -284. Kruglyanskaya L.Ya. Table book of the secretary. Handbook. - St. Petersburg: Publishing House Gerda, 2005. S.183-185. Lovyagina E., Morozov I. Business trip: we prepare an employee and papers for it. // Personnel of the enterprise. 2002. No. 6 // www.dis.ru Lovyagina E., Morozov I. Business trips: we arrange, see off, meet. // Personnel of the enterprise. 2002. No. 7 // www.dis.ru Stenyukov M.V. Secretarial business. - M .: Book service, 2003. S. 170-172. Trukhanovich L.V. Business trips: who is responsible for what? // Personnel of the enterprise. 2003. No. 8 // www.dis.ru Sheinov V.P. Secretary: practical guide.Mn.: Harvest, 2003. P.48-50. 1. Organization of business trips. Documentary business trips. official registration - According to the Qualification Handbook of the positions of managers, specialists and other employees (approved by the Decree of the Ministry of Labor of Russia dated 08.21.1998 No. 37 (as amended on 04.20.2001), office workers are involved in the preparation of travel documents. - The entire package of documents necessary for processing a business trip , is represented by new unified forms approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004. No. 1. "On approval unified forms primary accounting documentation for the accounting of labor and its payment. "Form No. T-10a The first document is form No. T-10a - a job assignment for sending on a business trip and a report on its implementation. Based on this document, an order (instruction) will be issued to send the employee business assignment is signed by the head of the department in which the business traveler works and is approved by the head of the organization or an authorized person.The same document - form No. T-10a contains a report on the completion of the task, which is convenient and reduces the number of documents created.Form No. T-9 After the task is completed, a draft order is prepared to send the employee on a business trip.If 1 person is sent on a business trip, the order is prepared according to the unified form No. T-9, if there are several people, form No. T9a is used.The business trip order is issued in 2 copies: one is sent to the case , the other - to the accounting department Form No. T-10 After signing the order, a travel allowance is issued certificate in the form No. T-10. The secretary enters the necessary data into it, taking them from the order. The travel certificate is issued in one copy and registered in the journal. Journal of accounting for travel certificates. Started on "_____" _______________ 200 __ Ended on "_____" ______________ 200 __ Date Must Place of issue, command Full name 06.07. 2001 Manager Sorokin A.A. Spassk, firm "Ajax" Purpose Duration of business trip Date, number of the order Conclusion of the contract from 09.07. 05.07. 2001 to 2001 No. 13.07. 84k 2001 JOURNAL of accounting for employees leaving on business trips on _______________________________________ (name of organization) Started on "_____" _______________ 200 __ Ended on "_____" ______________ 200 __ position Travel certificate number Full name, position of the employee who signed the travel certificate Date of actual departure Date of actual arrival on certification 2 3 4 5 6 7 8 JOURNAL of accounting for employees arriving on business trips on ___________________________________________ (name of organization) Started on "_____" _______________ 200 __ Ended on "____" ______________ 200 __ No. Surname, name, Occupation Name Date Date n / a patronymic of the organization, the arrival of the seconded must be the one that issued the departure of the departure of the employee travel certificate 1 2 3 4 5 6 Information support for business travel staff dock. Preparation for a business trip begins with collecting information about the destination: - climatic features of the area infrastructure types and quality of communication prices for services and goods sanitary and epidemiological situation criminal situation Memo to the seconded employee. Do not forget to take a business trip certificate and other necessary documents. Don't forget to bring your statutory health insurance certificate with you. If you are constantly taking any medications, do not forget to take them with you on the road in the required amount. Take care of your health, do not eat in dubious places, in the markets. Don't buy unfamiliar foods. Use only bottled drinking water or boil water before drinking. If you are seriously ill, seek medical attention from a medical facility and inform your line manager immediately. Try to purchase goods (works, services) in organizations that use cash registers with account detailing (printing the names of goods (works, services) on cashier's receipts. Memo to the seconded employee Record all costs incurred in writing, demand cash receipts and other documents confirming your expenses. Purchase travel tickets in advance or on the day when you can finally decide on the deadlines for completing the assignment. Purchase them yourself, do not give your passport to anyone for this. In case of disputes with the administration of hotels, remember that in each hotel there should be at a place accessible to guests the Rules for the provision of hotel services in Russian Federation. Take advantage of your rights. While at the place of business trip, hand over especially valuable things (including documents) to the hotel's luggage room. If the performance of an official assignment is related to work with information related to trade secret, keep safe material carriers such information. Memo to the traveling employee Exercise reasonable discretion when talking with fellow travelers, casual acquaintances, hotel neighbors. Avoid places with an unfavorable criminal environment. Before visiting the organization to which you were seconded, make sure that you do not forget to take your travel certificate, identity documents and documents confirming your special powers, business cards, other materials and documents necessary for the assignment. If you are traveling as part of a group, remember that only the leader of the group has the right to give you binding instructions. The leader of the group is obliged to introduce you to the officials of the organization to which you are seconded and to coordinate all your contacts. Being in the organization to which you are seconded, obey the schedule established in it. Don't ask for any exceptions for yourself. If you have problems with the execution of an assignment, contact your immediate supervisor to work out a way to solve the assignment. Travel report. A brief report on the work performed during the trip period is agreed with the head of the structural unit and submitted to the accounting department (financial department) along with a travel certificate (form N T-10) and an advance report (form N AO-1). General requirements for a business trip report. Purpose of the trip. Terms of stay on a business trip (in case of visiting several settlements or objects, the period of stay in (at) each of them is indicated). A specific list of issues studied (resolved) during the trip. Scroll officials with whom the seconded came into contact when discussing certain issues. Implementation of the purposes of the trip (detailed information on issues studied (resolved) during the trip with the application of relevant documents). Assessment of the state of affairs in a particular area of ​​activity of the visited organization, comparison of the forms and methods of work adopted in it with analogues of your company (according to the studied list of issues). Conclusions, suggestions, recommendations on ways to use the positive experience learned during the business trip. Other issues that the traveler deems necessary to reflect in the report on the results of the trip. Storage of documents. No. p / p Document name Storage period 1 Orders, instructions; documents (certificates, summaries, information, reports, etc.) to them on personnel 75 years (on the provision of short-term domestic business trips - 5 years) 2 Documents (programs, assignments, reports, reports, correspondence) on business trips 5 years EPK 3 Documents (certificates, memoranda and explanatory notes, copies of orders, extracts from orders, applications, travel certificates, etc.) not included in personal files 5 years 4 Correspondence on business trips 5 years 5 Registers of employees sent on business trips 5 years 6 Logbooks for the issuance of travel certificates 5 years Preparation of business trips for the head: For the secretary of the head, preparing the head for a business trip is a mandatory function. Preparation of trips of the head is carried out according to the same type of scheme, taking into account the specifics of a particular business trip. The secretary prepares: Order on a business trip (issued in 2 copies) Travel certificate, Compiles and prints a detailed preliminary travel program. When preparing the program, you should: Find out the purpose of the trip, proposed questions, meetings and places to visit. Develop a draft program for the stay of the head, coordinate it with the head. Determine the time (dates of departure, arrival) and the mode of transportation (car, plane, train, etc.) Remember that there is the concept of time zones and local time. think it all over business meetings and events at which the leader will be present. Coordinate the program with the host, specify the length of stay, make adjustments, if any. The name of the organization must be accurately verified, its address and telephone numbers must be indicated. Make a list of officials or companies with which you need to establish contact: organizations, departments, persons (indicating the position, full name) and the time the manager meets with them. Phone numbers of officials with whom the meeting is to be held should be indicated. Make a list of personal and official documents and materials necessary for the trip. Processing business trip materials and preparing a report. The secretary processes the business trip materials: reprints the documents, copies them, transfers them to the relevant employees and structural divisions. The duties of the secretary include the preparation of a trip report. As a rule, the report contains the following sections: Justification of the need for a business trip; Issues and their solutions Conclusions and suggestions. Questions for self-control: 1. 2. 3. 4. 5. 6. 7. How is the preparation and organization of business trips of the head carried out? What are the duties of the secretary during the absence of the head? Name the documents that the secretary prepares for business trips of employees and the head. In how many copies is an order for a business trip and a business trip certificate issued? What necessary information is collected at the stage of preparing an employee for a business trip? What tips can be added to the Memo to the seconded employee? Formulate General requirements to the trip report.

It is often the responsibility of the secretary to ensure that the manager stays in another city or country and causes a little intimidation among newcomers, although this is not difficult. Let's try to figure it out.

Visa

Business trips are domestic (in Russia) and foreign. The difference in organizing these trips is that in most foreign countries you need to apply for a visa, and the secretary will need at least a minimum knowledge of English.

To apply for a visa, you must collect a package of documents that the embassy requests. To get started, you should visit the embassy website and familiarize yourself with the requirements and conditions for issuing visas. After that, you need to call the embassy - sometimes embassies do not have time to post the changed requirements on the site.

Keep in mind. Conversations with the embassy (including an appointment for the submission of documents) are paid. Invoices are issued to an individual and paid through Sberbank. If you do not pay the bill on time, then the next time you will not be provided with information and will not be recorded for applying for a visa, even if you go to another embassy - embassies have a single database.

During the call, specify who, where and under what conditions can apply (for example, a power of attorney) for a visa, in what currency and where the visa fee is paid (sometimes embassies accept payments through banks - in this case, do not forget to bring confirmation with you payment) and what date is being recorded at the moment. During the tourist season, bookings can be made up to three weeks in advance. It might make sense to sign up right away. If the documents are not submitted on time, no sanctions are provided, you just have to sign up again.

If you did not have time to collect all the documents, you can try to arrange for you to be allowed to bring the missing documents later or on the day of obtaining a visa or send them by e-mail or by fax. This does not mean that the embassy will meet you halfway, but it is possible, especially if a person applies for a visa to this embassy not for the first time.

On the website of the embassy, ​​you can download the application form, which you need to fill out, carefully reading the instructions for completing it.

There are two types of visas: business and tourist.

To obtain a tourist visa, it is enough to request visa support from the hotel where your manager plans to stay. Often it is issued exclusively for the dates for which the hotel room is booked.

To obtain a business visa, an invitation from business partners is required. Partners may ask you to write an invitation yourself and then send it to them for signature. You shouldn't agree to this. Partners need to contact their authorities, clarify all the nuances and issue an invitation themselves. Perhaps the invitation should contain some kind of guarantees and confirmations that you simply cannot know about.

A business visa is issued for a period of at least three months, although the total number of days that a manager can spend in the country of departure is often limited to half the validity of the visa. In other words, if a visa is given for six months, the head can spend no more than 90 days in the country of departure, after which it will be necessary to obtain a new visa, even if the previous one has not yet expired.

The procedure for obtaining a business visa is usually more complicated than a tourist visa: the embassy asks for confirmation of business contacts (contracts, invoices, extract from registers, etc.), therefore, for a single trip, a tourist visa is often issued through a hotel. But if your manager plans to visit the country frequently, it is better to apply for a business visa, especially considering that people who entered the country on a tourist visa are prohibited from doing business on its territory.

The required package of documents must be taken to the embassy by the appointed time or to the company indicated on the website of the embassy, ​​which will deliver the documents to the embassy. In order not to fall into the bait of a fraudulent intermediary, check the address at which you can submit documents at the embassy by phone. It is better to arrive 40 minutes before the appointed time to submit documents.

The person who takes the documents to the embassy must be informed in detail: know the position of the person who signed the invitation, the address of the company, the name of the city of visit, be able to explain how he is related to the head for whom the visa is being made, or at least know how to find the right information in documents. Often in the embassy it is forbidden to speak mobile phone, so it is not always possible to clarify the information, and moving away from the window may entail the need to sign up for a visa again.

Our advice. Embassies do not work not only on Russian public holidays, but also on public holidays of the country they represent. This is especially true in late December - early January, when many embassies close for almost 3 weeks, and the queues for filing documents are quite large. So if your boss wants to visit European partners right after new year holidays, you need to apply for a visa in advance.

Hotel

You can book a hotel directly on its website, by phone or through specialized sites http://booking.com or http://www.venere.com, which are good because they have city maps, and you can choose a hotel for certain requirements to the location. The sites also indicate the number and category of available rooms on the dates of arrivals and reviews of those staying at the hotel.

When booking a hotel through a booking site or directly, a bank card will be required, on which the hotel will block the amount in the amount of a penalty for late cancellation of the reservation (usually 1-3 days before arrival). If you cancel the reservation later than the specified period or the manager simply does not drop into the hotel, the blocked amount will be removed from the card. The conditions for canceling the reservation are indicated on the website.

If there are insufficient funds on the card, incorrect data is entered, then you will not receive a confirmation from the hotel or it will be canceled after an unsuccessful blocking attempt. Sometimes hotels enter into correspondence to resolve misunderstandings, or you receive a standard message that the reservation is canceled or impossible. Then you need to contact the hotel to find out and correct the reason for the failed booking.

If you can't decide which hotel to book, book a few, and after the manager makes a choice, cancel the rest.

If there is an event in the city (for example, a football match), it is sometimes very difficult to find free places in hotels, because. most of the rooms are bought in advance for subsequent resale. In this case, you can find out what kind of event is planned and contact the organizers or companies that send tourists to this event with a request to help arrange a manager in a hotel.

If you want to receive visa support from the hotel, then when ordering a room by e-mail or by phone, ask to send confirmation for the embassy, ​​i.e. provide visa support. The booking site sends such confirmation automatically to the specified email address. A printout of the document confirming the reservation may be asked to show when crossing the border, so print a separate copy for the manager.

If the manager is going on a business trip in Russia, you can use the services of the sites http://komandirovka.ru or http://all-hotels.ru, but they are far from their Western counterparts. Booking rooms in Russia usually does not require financial confirmation, but you may be asked to make an advance payment (from one day to 50% of the total cost of the check-in).

Our advice. If your manager has to visit the same office frequently locality, then it makes sense to conclude a service agreement with one of the hotels in the city and make payment by bank transfer. Sometimes hotels offer a prepaid system, but you can agree to pay after the fact, especially if your manager has already stayed at this hotel more than once.

Tickets

Tickets can be ordered directly from carrier companies. First of all, you need to choose a convenient flight on the website http://amadeus.net for flights abroad or http://polets.ru for flights within Russia. The site http://amadeus.ru is convenient in that it provides information about flights of companies that do not have representative offices in Russia (for example, flights between European countries).

After reviewing the schedule and choosing a flight, you go to the company's website and book tickets. If tickets are booked without financial confirmation (indicating data bank card), then the reservation is canceled very quickly, often in a day or two after booking. During this time, you need to drive up to the representative office of the company with a copy of the passport of the head (or the original), a copy of the reservation and redeem the ticket.

If you redeem a ticket using a bank card, an electronic ticket will be sent to the email address you specified, and you don’t need to go anywhere: just print it out and give it to the manager.

If the manager goes on a business trip in Russia by train, then the schedule can be viewed on the website of the Russian Railways (http://rzd.ru). To order tickets, you will also need to provide a bank card number.

Transfer

Business partners, as the meeting party, are responsible for arranging a meeting with the manager, but if there are any problems, you can contact the hotel where the room is booked and ask them to arrange a meeting.

Be sure to specify what the inscription will be on the sign of the meeting. Most often this is the name of the guest, but it can be the name of your company or a partner company.

On the day of arrival or the day before, you can find out the number and make of the car and the name of the driver and inform their manager.

If you have any questions during the organization of the trip, do not hesitate to ask for help from the host or the staff of the hotel where the leader plans to stay, especially if the question concerns such issues as restaurants, cultural events or getting around the city.

About the stay of foreigners in Russia

Unfortunately, our country still remains closed in some way. Russian visas indicate the cities of stay, departure from which may be the basis for the arrest of a guest for violating the visa regime and deportation from the country. If you invited a guest to Moscow, you should not take him, for example, to Vladimir, although these cities are only 3 hours away by car. The abolition of such a restriction is currently being discussed at the international level.

Extradition procedure business invitations also somewhat difficult. To issue such an invitation, your company needs to be accredited by the Federal Migration Service (FMS), and then apply there for each specific invitation. The accreditation procedure takes some time, but allows you to issue annual or semi-annual visas.

Each time a foreign citizen visits Russia, you will have to register him with the Federal Migration Service and de-register him when he leaves (in accordance with the requirements of Federal Law No. 109-FZ “On Migration Registration of Foreign Citizens and Stateless Persons on the Territory of the Russian Federation”). Procedures for registration and removal from it are of a notification nature and are issued by mail. Registration must be submitted within 24 hours. The guest is registered for migration at the place of stay at a specific address. If he leaves the place of stay (for example, moves to another city or checks into another hotel), but does not leave the Russian Federation, it is necessary to remove him from the migration register and re-register at the new place of residence. This requires:

1. Fill out the notification form on the arrival of a foreign citizen or stateless person at the place of stay in two copies. When filling out the form, corrections or the use of abbreviations are not allowed.

2. Submit the completed form to the post office where the foreign citizen will be located.

3. Prepare copies of the following documents:

● passport (copy of the page with the guest's personal data and with a mark on crossing the border);

● visa (if any);

● migration card (issued to the guest at the border);

● Russian passport of a citizen of the Russian Federation acting as a host (main page and page with registration).

4. Pay the fee for registration of a foreign citizen.

These documents are submitted to the FMS through the post office (you can also submit directly to the FMS, but by mail is easier). Submission of documents is paid separately at the point of submission.

After submitting the documents, you will be returned the tear-off part of the notification with the mark of the department, which you need to transfer to the guest. He must have this document with him throughout his stay on the territory of the Russian Federation and return it to you before leaving. After the guest's departure from Russia, the tear-off part of the notification must be sent to the FMS within two days. This can also be done by mail. If the detachable part is lost or the guest forgot to return it to you, then instead of it, you need to send an application to the FMS to deregister the foreign citizen.

A hotel can also provide visa support to a foreign citizen during their stay in Russia, provided that they book a room with them. They can also register a foreign citizen there for the duration of their stay in Russia. In this case, the visa will only be issued for the dates of the booking.

Yu.V. Eremeeva,
head office, member of the Club of Professional Secretaries

It is known that can be easily found in specialized journals for accountants. It would seem that it is not difficult to use ready-made experience. However, if the purpose of the trip is formulated incorrectly, the costs of it cannot be taken into account in expenses to reduce the taxable profit of the enterprise. Therefore, it is necessary to justify the business “journey” of an employee thoughtfully and carefully.

What documents to prepare

It is very convenient when a specialist who knows how to arrange a business trip works in an organization. But at times, many owners of small businesses have to keep records and draw up most of the official papers on their own.

Private entrepreneurs and employees who have not completed accounting courses, if necessary, are interested in how travel allowances are processed.

It is no secret that this procedure includes several stages.

1. The head of the company issues a business trip order in the T9 form. He contains:

• FULL NAME. employee
• his payroll number;
• position;
• division of the company (department, sector, department) in which the employee works;
• travel, its timing, sources of funding (usually the employer's funds);
• destination.

A document is attached to the order - the reason for the business trip or an invitation).

Until 2013, it was also required to prepare a travel certificate. These forms are no longer required. The labor costs of accountants have been reduced, but new questions have arisen: how to confirm the fact of a business trip and how to prove that the purpose of the business trip has been achieved?

In this regard, in many organizations, employees continue to issue travel certificates. This is a small and at the same time very informative document. The purpose in the travel certificate indicates the same as in the order.

2. The employer purchases hotel rooms.

3. The seconded employee signs that he is familiar with the order, receives travel tickets and information about the place of residence.

4. Per diems are calculated. By law they are:

700 rub. per day - when traveling within the territory of the Russian Federation.

2500 rub. per day - for foreign business trips.

The employer may, on his own initiative, increase payments, but in this case he will be obliged to pay personal income tax accrued from amounts exceeding the specified values ​​to the budget.

5. Calculated wage employee for the duration of his stay outside the main duty station. It is the average daily earnings multiplied by the number of days of a business trip. If the time spent on a business trip falls partly on a weekend or holidays, wages for this day is calculated in double size.

6. Upon returning from a trip, the employee fills out an advance report on expenses incurred in the form No. AO-1 and attaches supporting documents: travel tickets, a voucher for hotel accommodation, waybill, checks for payment of fuel and lubricants if necessary.

7. Summing up: was the purpose of the trip achieved? The employee prepares a written report or submits documents confirming the fact that the job has been completed.

What if the stated purpose of the trip is not achieved?

Is it possible to take into account business trip expenses in this case to reduce the taxable base? This issue still causes controversy between accountants and representatives of the Federal Tax Service. The latter argue that the costs of an unsuccessful trip are not accepted for tax accounting.

Accountants and owners of firms, in turn, bring claims for recognition that the employee's business trip is of a production nature, regardless of its result. Often they manage to defend their point of view in court.

In particular, a very common example of the purpose of business trips is "Sign a contract with the customer." There is a possibility that the deal will not go through. In this case, the tax authorities consider it unreasonable to attribute the costs of a business trip to expenses to reduce profits. However, the heads of enterprises have repeatedly managed to prove that during the negotiations strong business ties were established with potential customers, which may lead to the conclusion of a contract in the future. The court recognized the right of the taxpayer to accept travel expenses for tax accounting.

"Universal" wording for job assignments

Currently, experienced auditors recommend: if there is any doubt that the purpose of the trip will be achieved, it is better to indicate it in the order in general terms. When setting goals, it is allowed to use free formulations. Here are examples of the purposes of business trips that do not oblige the employee to document the fact of completing the task:

“Ivanov I. And he is sent to the city of N-sk for:

• solving production issues
• negotiations on possible cooperation,
• establishing business contacts,
• market research for the possibility of acquiring goods.

The seconded worker did not complete the task indicated in the order

If a specific goal has been set, and it has not been achieved, it is permissible to demand an explanatory note from the employee containing information on:

• why the service task failed,
• what is the result of the trip,
• than the completed “journey” is economically beneficial for the company.

If there is a letter from an employee, the tax authorities, as a rule, recognize it as legitimate to accept travel expenses for tax accounting.

What conditions must be met when assigning a job assignment?

Unfortunately, in normative documents not listed as a sample correct examples travel purposes. The tasks that the employee must solve during the trip, the employer determines independently. However, when drawing up an order, it is important to consider some points:

1. In order for travel expenses to be accepted for tax accounting, the production need to move an employee to another city or country must be obvious. So, for example, the costs associated with a trip to a corporate celebration or an awards ceremony cannot be included in expenses to reduce profits.
2. Goals and objectives of the business trip must be consistent with official duties worker.
3. The date and route of the "journey" cannot contradict its cause. For example, if an employee was sent on a business trip to participate in an exhibition, he must depart in the opposite direction within 24 hours after the end of the event.

Business trip of leading personnel

The first persons of companies and their deputies travel to other cities and countries, as a rule, for:

• conducting key negotiations with partners,
• participation in official events,
• with potential customers.

A business trip of a manager is most often issued not by an order in the T9 form, but by an order containing the phrase: “I am leaving in ______________ for the purpose of ...”. In the order, as in the order, it is necessary to indicate the full name. and the position of the employee, destination, purpose and objectives of the business trip.

Here are examples of service tasks that the first person of the company can assign to himself or his deputies:

• negotiating with Komplekt LLC;
• demonstration of samples of products of Standard LLC;
• participation in the exhibition "Electrical materials of Russia" in Moscow on September 27, 2016;
• holding a presentation for the participants of the Cosmotechnics meeting on July 20, 2016;
• participation in the seminar "How to survive financial crisis» August 21, 2016, held by LLC The educational center"Consultation" in Moscow;
• delivering a lecture to students and graduate students of the Moscow state university on the topic " Governmental support domestic manufacturer";
• exchange of experience with the participants of the conference "Business is easy and fun", held from 10 to 15 October 2016;
• professional development;
• familiarization with new technologies.

The business trip of the director and his deputies may also be associated with checking the quality of the work of the company's branches. Here are some examples:

• summing up the results of financial and economic activities subsidiary Our Firm LLC for the 1st half of 2016;
• participation in the audit of financial and trading operations of the branch of LLC "Enterprise" in the city of Nsk;
• analysis of the quality of work and certification of personnel of the additional office No. 0233 in the city of A-sk from September 02 to September 10, 2016

If necessary, the purpose of the trip can be divided into several narrower tasks. They are usually not indicated in the order, but are reflected in internal documents companies.

So, for example, the following tasks can be set for the goal of “negotiating with Perspektiva LLC on possible cooperation”:

1. Acquaintance and personal meeting with CEO OOO Perspektiva: demonstration of promotional materials, product samples, discussion of delivery terms.

Planned result:

• establish contact with the head of Perspektiva LLC,
• provide him with information about competitive advantages products of Our Company LLC and the benefits of cooperation,
• agree on the conclusion of a contract for the supply of the first batch of goods.

2. Participation in a meeting with the procurement department of LLC "Enterprise", discussion of the terms of the contract.

Planned result:

• Obtain the right to supply goods on the terms of 100% prepayment, subject to the provision of Perspektiva LLC with a wholesale discount of no more than 20% of the price indicated in the price list (option 1);
• Agree on the supply of goods in the amount of one ton of raw materials per month, without discount, with payment by installments for a period of not more than 3 weeks (option 2).

Upon returning from the trip, the director sums up whether the purpose of the trip has been achieved.

Business trips of sales managers

How to arrange a business trip for an employee responsible for customer service and sales? Sales managers are usually set clear goals, expressed in quantitative terms. On how well and efficiently the employee fulfills the business plan, his earnings and career prospects depend.

If the customer service representative is unable to complete main task business trip (make a sale), the employer still wants to get as much information about the potential customer, the prospects for cooperation with him, as well as the reasons why the deal could not be concluded.

In addition, it is important for the head of a company aimed at expanding the client base to understand which of the competing firms the potential customer is cooperating with and on what terms the contracts are concluded.

Therefore, when a sales manager goes on a business trip, he is given a multi-level goal, which includes tasks related not only to negotiations with the customer, but also to the collection of market information.

The main service task may sound like this:

• negotiating and establishing initial contact with Future Client LLC;
• conclusion of a contract for the supply of materials for the company JSC "Customer";
• expanding the client base, exploring the possibilities of the market in N-ska;
• participation in the exhibition "Building materials today" on August 01, 2016;
• exchange of experience with sales managers of the Western branch of the company; participation in the corporate conference "Profitable transactions";
• training of new employees of the sales department of the Western branch;
• organization and holding of the seminar "Successful work".

“Conclusion of a contract for the supply of goods” is the most popular purpose of business trips for employees responsible for working with clients. It can be revealed in tasks:

• meeting with a representative of the procurement department of OOO "Future Customer", identifying and analyzing needs;
• a visit to competing enterprises LLC "Rival 1" and JSC "Rival 2" as a "mystery shopper": obtaining price lists, collecting information on the terms of cooperation with customers, compiling a report for the marketing department, identifying strengths OOO Rival 1 and JSC Rival 2;
• negotiations with the head of the procurement department of Future Client LLC, demonstration of product samples, agreement on the terms of the contract;
• meeting with the General Director of Future Client LLC, signing the contract.

Upon returning from the trip, the sales manager is required to submit a report on the implementation of each task and the results obtained. It is accompanied by minutes of negotiations, needs analysis potential client, materials for marketing research, copies commercial offers signed contract (if any).

Similarly, the purposes of a business trip can be formulated for the head of the client department or the director of the sales department.

The following tasks may also be assigned to the management team:

• conducting an internal audit of sales transactions,
• control over the work of the branch of the company,
• participation in the meeting of the Customer Service Improvement Committee,
• presentation of the sales report to the members of the board of directors at the annual meeting.

Travel to purchase materials

Directors of enterprises, as well as employees of purchasing departments, often go on business trips in order to purchase goods for the needs of the enterprise.

In this case, in the order, you can specify any example of the purpose of business trips from the following:

• negotiating with Possible Supplier 1 LLC and Possible Supplier 2 LLC, discussing the terms of cooperation;
• establishing business contacts with Zavod LLC, studying the production process and product samples;
• conclusion of contracts for the purchase of raw materials and components with LLC "Material" and JSC "Details";
• negotiation of the terms of the contract with the supplier Producer LLC.

Travel of production workers

Often, engineers for the installation and installation of equipment, builders, and workers have to “travel”. For these specialists, any example of a business trip task from the following is relevant:

• installation and initial testing of production equipment "Line-1" in the workshops of JSC "Customer",
• installation, adjustment and commissioning of the Conveyor-100 equipment,
• warranty service of the machine "A-2",
• routine maintenance on the production line of JSC "Customer",
• unscheduled repairs, fixing machine breakdowns,
• equipment prevention.

Business travel drivers

"Helm workers" often have to travel to other cities in order to transport goods, documents, and deliver specialists to their places of work.

A business trip of an employee of this category is usually associated with the following tasks:

• delivery commercial director Standard LLC to the place of negotiations with Client LLC,
• receipt of materials at the supplier's warehouse, delivery of cargo to the territory of Our Firm LLC,
• car repair, purchase of spare parts,
• technical diagnostics of the car in a certified car service.

Conclusion

Now you know what points it is important to pay attention to when making out a business trip for an employee. In this article, you can choose an example of the purpose of business trips that suits your case personally.