Each exit of the truck from the garage of the organization must be accompanied by the receipt of a "voucher". Thus, the driver receives a document in his hands, which contains all the data about the upcoming trip. Based on it, a route is drawn up, which the driver must adhere to on the road.

The law obliges drivers to always have a "ticket" on hand. Often, traffic police officers, in addition to other documents, check the presence of a waybill. At their request, the driver is obliged to provide a sheet for verification. Naturally, the waybill is considered valid if it is properly drawn up.

With the help of the waybill, the route is kept. It also allows you to calculate the mileage of a truck. In addition, information about how the driver worked is noted here. How long did he spend on the road, when he left the garage, when he put the car in it? Thanks to this information, the driver's salary is calculated. From this we can conclude that the waybill, which the driver should have on the road, is considered no less important document than the driver's license, registration certificate, TTN.

"Vouchers" are used not only in special companies that are engaged in cargo transportation. This document must be filled out in any organization that has its own fleet of company vehicles. The only difference here is that trucking organizations are required to use a specially designed form. The rest of the firms are allowed, relying on internal orders, to independently develop the form of "voucher".

Many documents of strict reporting, which must be in the accounting department of the organization, include travel tickets. As you know, without a primary document, the accounting department has no right to write off funds and display various business transactions.

On the day when the car leaves the garage, the dispatcher draws up a waybill. Immediately before leaving, the driver receives it in his hands. At the end of the work shift, the driver must return the "ticket". If this is not done, the driver will not be able to receive it the next day, respectively, will not have the right to leave the garage.

Do not forget that a truck is expensive. For example, for every hundred kilometers MAZ 5516 needs about 30 liters of diesel fuel. Tractors from foreign manufacturers will need even more. Here you can add oil changes, expensive tires, and other maintenance. As a result, the company spends quite large sums that should be officially written off. It is the waybill that allows you to do this.

(Video: "Making a waybill")

In addition to writing off fuels and lubricants, the document allows accounting employees to calculate the driver's salary. Naturally, he himself must be interested in getting a "permit". If for some reason it is not received, this flight will not be taken into account when calculating the salary.

Types of waybills for trucks

Of course, you can develop a form for drawing up a waybill yourself. However, many firms use a standard form for these purposes, which is convenient and familiar to many organizations. Regardless of this, the form must contain a list of basic data:

• document's name;
• date of registration;
• the name of the company that draws up the voucher;
• description of the business transaction;
• the positions of the employees who are responsible for the design;
• the signature of the driver carrying out the business transaction.

For trucks, three types of waybills are used:

Form No. 4

This form is used when the cargo transportation is of an intercity nature. The front side of the document has a red stripe, which indicates that a long-distance transportation is taking place.

Form No. 4-p

The form was named "time-based". Time-based rates are used to calculate payment for work. It can be used when working with two customers at the same time.

• Form No. 4-c

The document is drawn up for shipments for which payment is made at piece rates of uniform tariffs. In addition to other information, data on the company that owns the truck is indicated here.

Front side

• date of completion and title of the document;
• name, address, working hours of the company, its contact details;
• information about the vehicle. The license plate, vehicle brand, its garage number, and other information must be present here;
• data of the driver carrying the cargo. The full name, series and number of the driver's license are entered here;
• the date of departure of the vehicle, the time of its operation, the number of kilometers wound, the time of arrival at the garage;
• fuel information: the received volume, its costs and the balance;
• the specific task that is set for the driver on this flight, namely, the delivery address of the cargo;
• the signature of the driver and responsible persons, which include the medical worker who examined the driver, the dispatcher, the controller and the mechanic who checks the serviceability of the car.

Downside

This is where information about the process of completing the task is entered. Not only the date of departure and arrival at the destination is indicated, but also the speedometer data, the name of the recipient of the cargo, pieces of TTN, how many trips were made, the route. Particular attention should be paid to additional information:

• if there was a downtime, indicate its reason and time;
• is there a difference between the rate and the actually consumed fuel;
• how long the trip was deviated from the planned one.

Download the form and sample in the form 4-P

Front side

The date of preparation of the document, as well as its name, are indicated. In addition, you will need to enter the OKPO code, the name of the company and its contact information. Enter information about the car, its number, make and other information. If you intend to use a trailer, include details about it. Information about the driver is also necessary when registering a "voucher". There is a table below, which also needs to be filled in:

• detailed information related to the work of the vehicle and the driver;
• indicators related to the movement of fuel: receipt, costs, balance;
• time of arrival, address of the place of arrival and the name of the consignee company, other tasks that the driver performs.

Also marks are put here:

• dispatcher on the issue of fuel and assignments;
• a medical worker confirming the admission of the driver to the trip;
• a mechanic who checked the technical serviceability of the vehicle;
• a driver who confirms the completion of the task and the delivery of the car.

In addition, there is a special block in the form for additional marks. Data on repairs, accidents or other unforeseen situations that could disrupt the route are entered here.

Downside

Designed to indicate the sequence of tasks that are assigned to the driver. In fact, this is where the route is written, which he must adhere to. Also, additional information should be registered here:

• places where loading and unloading of cargo will take place;
• time and date of departure and arrival;
• number of TTN or other accompanying document;
• the name of the companies, both the sender and the recipient, the signatures of their responsible employees.

Also below you can see special columns designed to mark whether there were downtime on the route, their duration and reasons. If the driver uses up more fuel or is delayed for a significant time, this information will not allow him to be blamed.

The reverse side of the form has a second part, which is intended for information about how the driver worked:

• how much fuel was consumed;
• the total operating time of the driver and the car;
• time spent on loading / unloading, road, downtime;
• total mileage and number of trips;
• volume of cargo delivered per shift;
• the size of the salary accrued to the driver per shift.

Download the form and sample in form 4-C

Document storage strand

The waybill falls into the category of primary documentation that must be kept in the organization for a certain period of time. Typically, such documents are kept for five years. However, if we consider the "vouchers", there are some nuances that cause problems in many enterprises.

Yes, the storage period for the "voucher" for vehicles with increased payload is five years. However, it must be remembered that if during this period the control bodies did not carry out inspections, these documents cannot be destroyed. In addition, if the work is dangerous, harmful and difficult, this gives the driver the right to receive a preferential pension. Often it is the waybill that is the only confirmation of this fact. In such situations, it must be stored for at least 75 years.

Upon arrival, the driver hands over the "ticket" to the accountant. It can be stored right here, or donated to the archive of the organization. Considering all the features, here the sheet is stored until the time comes to write it off. As a rule, such documents should be stored in a separate room, which is equipped with blank cabinets or special racks. To prevent paper documents from deteriorating during long-term storage, the windows are covered with blackout curtains. For these purposes, many organizations equip basements for the archive.

Sample Form 4-C

Truck waybill- the primary document for accounting for the movement of vehicles in the organization. The waybill of a truck is filled in by every driver leaving on a flight. Each type of vehicle corresponds to a certain form of waybill. Forms 4-C and 4-P are intended for freight vehicles. For a passenger car, it is filled in according to Form 3 -, and for a bus, Form 6 - is defined.

The waybill must always be available from the truck driver. It is issued by the dispatcher of the company when the driver starts performing his duties on the shift. The issuance of a waybill can be carried out by other employees of the company (for example, a secretary or an accountant), if the organization does not have a large staff.

A sample of filling out a waybill for a truck (form 4-C)

For freight transport, two types of waybill forms are issued: form 4-C and form 4-P. Their difference is that Form 4-C is intended to be issued to employees who have piecework wages (that is, payroll is calculated for the volume of work done), and Form 4-P is issued to those employees who have time wages (that is, in the calculation of the salary is based on the time actually worked).

Form 4-C has several fields to fill out, which contain the main details of the company, driver and truck:

• In the field intended for the company, indicate its name, OKPO and address;
• In the field intended for the driver, indicate his full name, personnel number and driver's license number;
• In the field intended for freight vehicles, indicate the name of the vehicle, its number, garage number, as well as information on the availability and numbers of trailers.

An example of filling in data about a car and driver in a waybill

Further, in the travel investigation sheet, the time of departure from the vehicle fleet and the speedometer readings at the beginning of the work shift are written. At the moment the driver returns to the garage, the field is filled in, which records the time and speedometer readings at the end of the work shift.

An example of filling in the mileage and travel time indicators

Since the document of the route investigation is the basis for writing off fuel and lubricants, it is necessary to indicate information about the movement of fuel (type of fuel, quantity at the beginning of the shift, issued quantity, quantity at the end of the shift). From time to time it is required to indicate the coefficient of fuel consumption in relation to the norms established in the company, which are prescribed in the order for the write-off of fuels and lubricants.

An example of filling out the movement of fuel in the waybill of the organization

The completed data of the travel investigation document are the basis for writing off the cost of fuel and other lubricants. Upon write-off, the accountant of the organization draws up an act of write-off of fuels and lubricants.

The route of the driver's work shift, as well as the travel investigation document, is issued by the dispatcher, who provides the driver with information: where to deliver the car, at what time, where to load and unload, as well as the name of the cargo.

Registration of the task for the driver in the waybill of the organization

The form of the travel investigation document contains a place for certifying signatures:

• The dispatcher who issues the travel investigation document;
• A mechanic who checks a vehicle for faults;
• A medical officer who examines the driver for his ability to work for health reasons;
• The driver who works on the given shift.

The reverse side of the travel investigation document reflects the driver's route, which he fills in in detail during the working day.

An example of the design of the reverse side of the waybill

The calculation of the salary of a truck driver is carried out by the company's accountant on the basis of the filled in data of the waybill. If it is necessary to draw up an act of control measurement of fuel, then the data of the completed travel investigation document will also help in this.

The waybill is an accounting document for official vehicles. If the owner of the car is an organization, this document confirms the right to drive. If the car is private, but used for business purposes, it helps to calculate the costs. Many services check vouchers: the Federal Tax Service, the State Traffic Safety Inspectorate, and the labor inspectorate. Where can I get the correct forms, how to fill out correctly and avoid possible sanctions for mistakes, taking into account the latest changes in legislation ?.

The so-called "vouchers" are accounting primary documents that must be kept by all organizations and individual entrepreneurs operating vehicles. At the same time, legal entities and individual entrepreneurs providing services for the transportation of goods or people are required to use unified forms of these documents.

Depending on the type of vehicles and their area of ​​application, you need to use different types of waybills. Separate forms have been developed for owners and tenants:

• passenger cars;
• trucks;
• special transport;
• passenger taxi;
• freight tax;
• public and non-public buses.

The forms necessary for entrepreneurs were approved twenty years ago by the Resolution of the State Statistics Committee of November 28, 1997 No. 78. They are still relevant today, although over the years, various changes have been made to the forms many times. In accordance with the Order of the Ministry of Transport dated 07.11.2017 No. 476, from 15.12.2017 additional information about the owner of the vehicle must be indicated in the waybill. Individual entrepreneurs were obliged to indicate their OGRIP, and organizations - OGRN.

Uniform forms are not suitable for all organizations, and they are not required for all. Therefore, a legal entity (or individual entrepreneur) has the right to develop its own version, in which all the required details and necessary indicators must be taken into account. The use of its own modified form must be indicated in the accounting policy of the organization, as defined in paragraph 4 of PBU 1/2008. Do not forget that the rules regulated by Article 9 of the Federal Law of 06.12.2011 No. 402-FZ on accounting are also applied to the primary documents of strict reporting.

New form of waybill from 2020

The waybill of the vehicle is necessary when leaving any vehicle for work purposes, regardless of whether it is the organization's own car or rented. Strict requirements for filling out this primary document are established only for trucking companies, however, for all the rest it is a strict reporting document, therefore, it must contain mandatory details.

In 2018, there was more such information - officials added the obligation to indicate in the waybill information about the driver's pre-trip inspection of the technical condition of the car. In addition, the obligatory round stamp on the issued letterhead was canceled.

Waybills: rules for filling out in 2020

The procedure for issuing travel tickets is established by Order of the Ministry of Transport of Russia dated September 18, 2008 No. 152, which is valid as amended on December 21, 2018, which entered into force on March 1, 2019. They take into account the waybills in a special journal. We will understand in more detail what changes have occurred in the waybills in 2020 and how to draw up this document so that there are no questions from the inspectors from the tax authorities and the traffic police, who most often look at this document.

Dispatchers are engaged in filling out this form in road transport organizations, and in other companies it may simply be an employee authorized to release cars on a flight. Such responsibilities should be delegated by order of the head of the organization, since it is the one who fills out the document that is responsible for mistakes made in it. Sometimes the paperwork is handled by the drivers themselves. However, as a general rule, drivers should fill out only their part of the document - record data on the mileage of the car in accordance with the indicators of the instruments in the car.

You can write a ticket for one flight, one working day or shift. In addition, the unified form provides for the possibility of extending the validity of this document, since various situations can occur with the car on the trip, and driving without a waybill is a violation.

The waybill, the form of which is unified, is divided into several different forms, depending on the type of vehicle. These forms differ in content and requirements for filling out. We have collected them in a table so that each organization can navigate and choose the one that is needed.

Unified waybill form	Who fills in and how

Waybills for trucks are a form of primary that must be maintained by institutions operating trucks. We will understand the peculiarities of drawing up and accounting of waybills for trucks and tell you how to fill out the current forms of forms.

All Russian companies and private entrepreneurs operating vehicles are required to keep waybills. Freight transport is no exception. "Voucher" - a document confirming the costs incurred for the operation and maintenance of the car, fuel consumption. The completed form is the basis for calculating the driver's salary.

For each type of vehicle, individual forms of a unified form have been developed and approved (Resolution of the State Statistics Committee of 28.11.1997 No. 78). According to Law No. 402-FZ dated 06.12.2011, it is not necessary to apply the approved forms, the organization has the right to independently develop and approve the form, taking into account the special specifics of the enterprise. In practice, the overwhelming majority of institutions and individual entrepreneurs use unified forms.

For trucks, there are two forms of vouchers approved by the State Statistics Committee: No. 4-С (OKUD 0345004) and No. 4-P (OKUD 0345005). Truck waybills (Form 2020) of Form No. 4-C are used by organizations in which wages are paid to drivers on a piece-rate basis, and Form 4-P is used for hourly pay. The use of both forms in one institution is not excluded. Actual forms:

• free download the form of the waybill of a truck 2020 in word;
• download for free the form of the waybill of a truck 2020 in excel;
• download a free sample truck waybill 2020.

We also offer to download the form of waybill for a truck in 4-P and 4-C forms.

Form No. 4-P

Form No. 4-C

New filling rules

From 01.03.2019, changes in for all types of transport came into force. The Ministry of Transport of Russia introduced innovations by Order No. 467 of December 21, 2018 to the main regulations on vouchers - Order No. 152 of September 18, 2008.

Previously, legislators have fixed a list of mandatory details, without which a document can be declared null and void. In addition, the relevant orders canceled the mandatory affixing of the official or round stamp of the company on the voucher, if the use of the seal is not provided for in the charter of the budgetary organization.

If the document does not contain all the mandatory details, then the traffic police have the right to fine the owner of the car and the driver. Tax authorities will also not accept the document as proof of expenses, recalculate the tax base and issue a fine.

Mandatory information on the 2020 Truck Voucher Form:

1. Name and number of the document, date of formation (extract). The chronological order should be strictly observed when numbering the vouchers.
2. The period of validity of the document, that is, the period for which it was issued, but not more than one flight or work shift.

From 01.03.2019, the validity of the voucher has been changed. Previously, the document was issued for a period of up to 1 month inclusive. Now, write out a ticket for only one flight, regardless of how many days this flight lasts. Or for one work shift, regardless of the number of flights performed during the work period.

1. Full details of the vehicle owner, including OGRN (OGRNIP - for private owners).
2. Car driver data: full name and the number of a valid driver's license.
3. Information about the transport: license plate, brand.
4. Odometer data before leaving and when returning to the garage.

From 01.03.2019, it is not required to certify the odometer readings with a seal or stamp. The signature of the responsible employee is enough.

1. The exact date and time of the start of the flight and return to the garage.
2. Signature, full name and the position of the person in charge who took and recorded the odometer reading, date and time.
3. Date and time of the driver's medical examination before departure and upon return.
4. Signature and full name the medical professional who performed the examination. If available, a stamp is affixed, but it has become optional from 01.03.2019. All that is needed is the signature of a health worker.
5. Information about the technical inspection before departure in the format DD / MM / YYYY, as well as hours and minutes.

This inspection has become unnecessary for light vehicles operated for the company's own needs. The mark about pre-trip, pre-shift and post-trip control is optional. But for commercial carriers and businesses that operate buses and trucks for their own purposes, it is a must.

1. Signature and full name responsible for vehicle inspection (mechanic, controller, foreman).

A document is always drawn up in a single copy. The completed form is certified by the manager, a round seal is put (if any). The finished voucher is handed over to the driver. At the end of the flight (completion of the task), the driver hands over the document to the responsible person of the budgetary organization for signature. You should not write out a new sheet until the driver reports on the previous one.

Below you will find a ready-made sample of filling out a truck waybill 2020.

Features of accounting and storage of documentation

Vouchers should be taken into account in. The form of the form can be developed independently and approved in the accounting policy. Or use unified documentation according to the form No. 8 (OKUD 0345008), approved by the Resolution of the State Statistics Committee of November 28, 1997 No. 78.

The procedure for filling out the register of vouchers is based on the chronological registration of all issued forms in the organization. Assign the person responsible for compiling the journal by a separate order. If a budget organization uses its own journal form, then the procedure for filling it out should also be approved. The person in charge should be familiarized with this procedure by signing.

Keep vouchers and registration books for at least 5 years - such requirements are spelled out in the Order of the Ministry of Transport of Russia dated September 18, 2008 No. 152. For lack of documentation, tax authorities can be fined 200 rubles for each document.

In order to record the operation of a truck, a special form of a waybill in form 4-C is used, regardless of whether the vehicle is rented or owned. This document is intended so that it is possible to calculate the driver's salary and write off fuel and lubricants as the cost of servicing the truck.

Highlights on working with a waybill in form 4-C

This waybill is used if the driver works on a piece-rate form of remuneration. If the driver does not have a completed waybill, penalties are applied to him in accordance with Part 2 of Art. 12.3 Administrative Code of the Russian Federation - 500 rubles.

The unified form of the waybill 4-C was approved on a legislative basis - by the State Statistics Committee of the Russian Federation of November 28, 1997, No. 78. Only motor transport enterprises should use it, other business entities can develop their own form of waybill. A prerequisite - the document must contain mandatory details, and the form itself must be fixed in the accounting policy of the organization.

You can download an empty form of the waybill 4-C at this

The procedure for filling out a waybill in form 4-C

The rules for filling out the waybill 4-C are specified in Resolution No. 78. The form contains the front and back sides, which are filled in as follows:

Front side filling

On the front side of the waybill 4-C, you need to put down the name of the document and its date, then enter the name of the organization, the OKPO code, address and telephone number. Additionally, it is necessary to indicate the coding of the column, brigade and operating mode.

Then you need to display information about the cargo vehicle, including its brand, state number, garage number, if there is a trailer - information about it. After that, information about the driver is entered - full name, personnel number, driver's license data.

• work of the driver and vehicle (date and time of departure and arrival at the garage, actual operating time, speedometer readings);
• fuel movement (brand, how much issued, balance at the beginning and end of work, transport operation time, fuel consumption coefficient in relation to company standards);
• task to the driver (name and address of the customer, time of arrival, addresses of loading and unloading, name of cargo, distance of transportation and volume of cargo);

In addition, the following information should be on the front of the waybill:

• from the dispatcher on checking the driver's license, issuing the task and fuel;
• from a paramedic on the medical examination and the driver's admission to the task;
• from a mechanic about the carried out vehicle inspection;
• from the driver about the acceptance of the truck and its delivery after completing the task.

Any additional points, for example, an accident, repairs, etc., can be indicated in a special block "Notes of the organization - the owner of the vehicle".

A sample of filling out the front side of the waybill in form 4-C download

Back side filling

On the reverse side, the sequence of the driver's execution of the task is indicated, that is, it is here that it is necessary to register the route of the vehicle. This information includes:

• points of loading and unloading (re-hitching trailers);
• date and time of arrival and departure;
• numbers of accompanying shipping documents;
• name and signature of the consignor (or consignee).

Below, notes are made about whether there were any downtime along the route, what are their reasons, type and duration. This information may indicate why the driver was delayed on the way and spent more fuel than the standard. These sections are signed directly by the driver and dispatcher.

The second part of the reverse side of the waybill 4-C (the results of the car and trailers) reflects general information about how the driver worked his shift. In doing so, you must include the following information:

• fuel consumption at the rate and after the fact;
• operating time of the car and trailer, including in motion and idle time (during loading / unloading and for technical reasons);
• number of riders;
• mileage of a car and a trailer, including those with a load;
• the amount of cargo transported, including on trailers;
• kilometers traveled, including with a trailer;
• accrued salary to the driver.

In this section, the information is filled in not only by the dispatcher, but also by the taxer with the signature and decryption to it.

A sample of filling out the reverse side of the waybill in form 4-C download