To study a sample of a memo on a business trip is in order to properly draw up such a document. This will allow the accountant to get all the necessary information and subsequently accurately calculate travel expenses. Moreover, focusing on a specific sample, the employee will not miss the necessary information and enter all the required information into the document.
For what purposes is it used
A sample official memo for a business trip is used to compose an internal document. It records the dates of departure and arrival of the specialist. This paper also marks the actual place of stay of the employee.
The use of a business trip memo (sample below) is necessary if:
- the employee does not have documents that can confirm his actual stay in the required place;
- the trip is carried out on a rented, personal or official transport.
The task of the note is to make the process of accrual of per diems easier. Without information on the actual number of days spent on a business trip, it will be problematic to settle accounts with the returned employee accurately.
Structure
A sheet of A4 paper is suitable for the form. If you focus on the standard sample of a memo on a business trip, then the structure of the document should be as follows:
- F. I. O. company manager. It is written in the upper corner.
- Initials of the department head. It is indicated if there is such a position in the company. It is written below the first initials. It also indicates the data (F. I. O.) of the employee.
- Document's name. It is written in the central part of the sheet. Here you must specify the name of the document and its contents. An employee can freely state the essence of a business note on a business trip. The sample at this stage does not contain mandatory structures.
- Attached documents. A list of them should be written at the bottom of the form.
Despite the fact that there are no strict requirements regarding the essence of the appeal, certain information should be present in the document. We are talking about the following information:
- Departure and return dates
- purpose of the trip;
- model, registration number, name and make of the vehicle that was used (regardless of whether it is rented, official or personal);
- the date when the document was compiled, its number and the signature of the employee with a transcript.
Design Nuances
Despite the fact that a sample of a memo on a business trip can be typed on a computer and printed, the employee must write by hand. You can use a regular sheet of paper, but more often a returning employee is issued a letterhead.
The general structure of the document in different companies is similar, but the law does not prohibit enterprises from developing their own memos. After a business trip, employees indicate the same type of information in any case. Differences may arise due to the specifics of the organization’s internal processes.
Based on Regulation No. 749 (paragraph 3), each company must develop such a document that it reflects the necessary form and content of the note used at a particular enterprise. The main thing is not to forget to indicate the basic data (number, date of order, brand of car, etc.).
Accompanying documents
In addition to the note itself, the employee is required to submit other papers. We are talking about such documentation as:
- receipts and statements showing the costs incurred during the trip;
- waybill;
- a document confirming the authenticity of the specified route, provided that the movement was carried out by car.
If, for various reasons, such statements could not be issued, then the employee who returned from the trip will have to submit a memo. It is important that there is a mark put in by the receiving party that confirms the specified data regarding the trip: the date and time of arrival / departure, as well as the place of stay.
Summary
A note on a business trip allows you to make company reporting easier, and it’s more convenient to work as an accountant. In order for employees not to make mistakes and correctly fill out such a document, each company draws up its own model, taking into account all the features of the organization's internal processes.