What is an employee business trip and how do you arrange it?

A business trip is a temporary departure by an employee from their regular workplace to accomplish tasks for their employer. Under the Labor Code of the Republic of Belarus, a business trip is recognized as such if:

• a labor contract has been signed between the employee and the organization;
• the trip is arranged by the supervisor’s order;
• the duration is defined by the departure and return dates;
• the work is performed in another city or region.

Who Must Not Be Sent on a Business Trip

The law prohibits forcibly sending certain categories of employees. Violations may result in fines.

• Pregnant women.
• Minors (under 18 years of age).
• Employees with disabilities if contraindications exist.
• Contract employees working under a student agreement.

There are also employees who can only be sent on a business trip with written consent and a medical certificate.

How to Determine the Duration of a Business Trip

The law does not limit the length of the trip: it can last a day or a month. Both the departure and return days are counted as working days. If these dates fall on weekends, the company must either pay double or provide compensatory time off.

What Expenses the Employer Reimburses

Business trips include:

1. Transportation (airplane, train, bus, personal car).
2. Accommodation (hotels, apartment rentals).
3. Per Diems (money for meals and incidental expenses).
4. Additional Services (conference room, laundry, baggage handling).

How to Verify Expenses

How to Calculate Payment for the Duration of the Trip

For a business trip, an employee receives their average daily wage, calculated over the past 12 months:

Average Wage = total payments / number of days actually worked.

The calculation includes the base salary, bonuses, and allowances. Sick leave, vacation pay, and social assistance are not included.

Step-by-Step Business Trip Arrangement

1. Selecting the Employee

Check for any contraindications and ensure there are no restrictions.

2. Agreement on the Terms

If the employee belongs to a protected category, obtain their written consent.

3. Issuing the Order for the Trip

The order is issued using Form T-9 (for a single employee) or T-9a (for a group). The document must be signed by both the supervisor and the employee going on the trip.

4. Payment for Travel

Options:

1. The company pays for the tickets and hotel directly.
2. The employee is given an advance.
3. The employee pays out of pocket and later submits receipts.

For booking accommodations, it is convenient to use the hotel booking service.

5. Advance Expense Report

Upon return, the employee must submit a report along with the supporting documents within three working days.

Frequently Asked Questions

Can the trip be extended or rescheduled?

Yes. A new order is required. The existing document must not be altered.

How do I cancel a business trip?

You must submit an internal memo and a cancellation order, and refund the expenses for transportation and accommodation.

Which codes should be used in the timesheet?

Designations such as "K" or "06" are used. For working on a day off, use "RV" or "03".

Payment for Weekends During a Business Trip

Either a double rate or compensatory time off is provided, at the employee's choice.

What should be done if one gets sick during the trip?

Complete a sick leave certificate and, if necessary, extend the business trip.

How do I arrange a one-day trip?

The procedure is the same. Per diems may not be paid, but expenses must be reimbursed.

Conclusion

A business trip is a standard business tool. Properly issuing the order, calculating payments, and timely reporting will protect the company from fines and the employee from unnecessary expenses. To optimize your processes, choose the business travel platform: in a single account you can access ticket booking, search for flights with flexible dates, and affordable airfare.