Reporting documents for business travelers for accommodation

Any task entrusted to the employee implies delivery of accounts of its implementation. And a business trip to another settlement in this case is no exception. Departing outside the city with a specific assignment from the management, the employee must take care to ensure that, upon return, carry with him the accounting documents for travel. This rule is mandatory for all employees of the enterprise.

Required documents for business trip

The specificity of many organizations (enterprises) provides for constant communication with partners. But many of them are often outside of this settlement. Therefore, some employees are forced to go to another city to solve important production issues.

In order to confirm the fulfillment of a specific assignment upon arrival, they must issue the corresponding accounting documents for travel. Only after that, the accounting department will be able to pay employees the costs incurred for the period of performance of their service assignment. The list of employees eligible to travel on business trips, as well as the duration and other details of the trip are usually specified by certain agreements, various local regulations or a collective agreement. In any case, when going on a trip, the employee must have:

1. Travel Certificate. Although since 2015 it has officially been abolished, but many enterprises still use it in the old fashion.
2. The corresponding order of the head.
3. The official task.

These are the basic accounting documents for travel, without which any trip of an employee will not have any basis.

Payment of business trips

Calculations with employees for completed tasks accountancy produces stepwise. First, before leaving, the employee is given an advance, the amount of which is calculated on the basis of available norms. These funds are provided for the payment of travel, hiring of accommodation, additional expenses related to accommodation (per diem), and other needs permitted by the employer. The final settlement is made after the worker returns the completed accounting documents for travel on return. They should contain:

• Advance report, which lists all costs incurred;
• A memo in the event that the employee had to use his own transport or rent it for work.

Along with the advance report to the accounting department, it is also necessary to hand over the travel certificate, which should include the marks of those enterprises that the employee visited, fulfilling the task assignment assigned to him. The name of the organization should correspond to what was originally indicated in the order. If, in the case of production necessity, visiting companies located in other towns were required, this fact should be noted in the mission report.

Period of the trip

For traveling on a business trip, the employee is issued two basic documents (order and travel authorization), which, in principle, duplicate each other. Both of them contain information about the destination and the timing of the trip.

The first day of the trip is the departure of the employee from his permanent place of work. The date of departure is indicated on the ticket of the used vehicle (bus, train, airplane). And the countdown is 24 hours. Later the next day is considered. This must be taken into account when buying tickets. The last day is determined by the date of return, also specified in the ticket. Until 2015, the calculation was carried out on the basis of information noted in the travel document. But after the Resolution of the Russian Federation No. 1595 of December 29, 2014 came into force, it is sufficient to present travel documents in the form of tickets for travel to confirm the departure. They will serve as proof of the term of the trip, on the basis of which the accounting department will then pay the employee "per diem" (additional expenses related to accommodation). These funds are provided for the food of a person who is away from home in connection with the performance of official duties on behalf of the management. Perhaps, therefore, such costs are sometimes called "field allowance", which is calculated based on the norms approved by the Government of Russia.

Removable housing

Going on a business trip, many employees pre-book their rooms in hotels. This ensures that they can stay there on arrival. But sometimes it is not possible to use such a service because of a lack of available seats or the employee preferred to solve this issue on the spot. In this case, he will have to be content with rented accommodation. This option is also possible.

Upon his return, he will need to indicate this circumstance, drawing up accounting documents for travel. For living in an apartment he will receive compensation, the size of which is approved by a separate provision. The total amount will consist of a daily payment, multiplied by the number of days spent on a business trip. In some cases, the management of the enterprise rents an apartment in the village where its employees most often travel to solve production issues. This greatly simplifies the housing issue for the employee. He is rightfully in a rented room, without spending his own money on it. Consequently, upon return the enterprise should not refund anything to it.

Reimbursement of expenses

Upon returning home, the employee can expect to recover the costs incurred by him during his business trip. Sometimes they are even incommensurable with actual expenses. This can happen in the event that he did not submit supporting documents to the accounting department or arbitrarily unjustifiably exceeded the maximum permissible standards. In this case, the employee will have to personally deal with the management. What should be included in the accounting documents for travel? A sample of the final advance report is a list of all the employee's financial costs.

As a rule, the following shall be reimbursed:

1. Daily allowances, the size of which depends on the number of days on a business trip. They are confirmed by travel tickets or travel documents. In Russia, there are unified admissible rates of payment, according to which for the day the employee is supposed to have 700 rubles (within the country) and 2500 (when traveling abroad).
2. The transportation costs are confirmed by the originals of tickets purchased at the ticket office.
3. Living expenses. Reimbursement is made on the basis of submitted checks and invoices.

The difference between the advance and the actually spent amount of the employee will be able to receive when calculating the salary for the current month.

Hotel accommodation

Departing on an official need, the employee, as a rule, solves various important issues for the company. Many of them can not be solved in one day. And being in another city, he needs somewhere to spend the night. The simplest option is a hotel. There any visitor can find everything, that is necessary for residing.

What are the reporting documents from the hotel for business travelers? Usually this is a receipt (invoice) for payment of accommodation services. It is a form of strict reporting form 3-G, which reflects the following information:

• Hotel requisites;
• Name of the document, number and date of its registration;
• Data on the visitor (name, country of residence, passport details, address of registration and date of arrival);
• Calculation of the cost of living with a VAT;
• Company seal.

Together with the account in the accounts department, you must submit a cash receipt, which is issued in the same place in the hotel, after payment is made. It will be a confirmation of the costs that need to be repaid. Additional services (booking, cafe, laundry, parking, telephone, airport transfer and others) can be included in the bill. But they are paid only if they are stipulated by the collective agreement of the enterprise, or with the personal permission of the management.