Business Trip Order – Sample and Guidelines

In the process of organizing business trips it is crucial not to overlook any details. The primary document confirming the official business travel assignment is the travel order. This order serves as the legal basis for processing expenses and calculating wages. Without a properly executed document, the business trip becomes unofficial, and therefore expenses for travel (including the cost of airfare tickets for business trips), accommodation, and meals will not be reimbursed. Sending someone without an order may lead to claims by regulatory bodies—the Ministry of Taxes and Duties of the Republic of Belarus or the State Labor Inspectorate.

Mandatory Nature of the Order

According to the Labor Code of the Republic of Belarus and other regulatory acts, an official business trip must be processed via an order. Without this document, the trip is not recognized as official, which means travel expenses (including the cost of airfare for business trips), lodging, and meals will not be compensated. Issuing a business trip without an order may result in audits or claims from authorities such as the Ministry of Taxes and Duties or the State Labor Inspectorate.

How Is a Business Trip Order Processed?

Travel orders are prepared on the organization’s official letterhead. In the case of state organizations, the top of the document should display the State Emblem of the Republic of Belarus, and the details must be provided in both languages.

The order should include:

• the name of the organization;
• the order number and date;
• the signature of the supervisor or authorized representative;
• the full name and position of the employee;
• the name of the department where the employee works;
• the destination to which the employee is sent;
• the duration of the trip;
• the purpose of the trip;
• if the trip is on invitation, the terms of the trip and the responsibilities of the inviting organization should be specified;
• if the employee will return home every day, that information must also be included;
• the document that serves as the basis for the order (such as a memo, invitation, etc.) is also mentioned.

Once the paperwork is completed, start searching for a hotel for business trips on TravelHub.

Processing Business Trips in 1C

Modern companies utilize automated systems, among which the program 1C: Payroll and Human Resource Management is particularly popular.

Begin in the “Settings” section and select “Payroll.” Then click the link “Configure Earnings and Deductions” and navigate to the “Absence Accounting” tab. Check the box for “Business Trips.” To log the employee’s travel time, a “Business Trip” document is required: go to “Personnel” – “All HR Documents” – “Create” – “Business Trip.” Fill in all necessary details including the date, organization, and employee. Next, provide information about the business trip in the “Main” tab: enter the period and duration of the trip. Organizing Corporate Business Trips is a critical process, so be sure to follow every step.

Storage and Record Keeping

The order must be stored for 3 years (from the end of a tax audit) if the trip lasts less than a month, and for 75 years if it lasts longer.