Rules for registration and maintenance of waybills. How to correctly fill in the waybill of a car: basic rules and requisites Voucher for a car form 3

We talked about the form of the waybill of the truck No. 4-p in. In this material, we present the form of the waybill of a truck 4-s.

Waybill truck 4-s

Waybill 4-s contains the main sections that allow you to keep track of the operating time of the vehicle, the driver, as well as the movement of fuel. This information is grouped in the following main blocks of the waybill:

  • car driver's work;
  • fuel movement;
  • task to the driver;
  • the sequence of the task;
  • the results of the car and trailers.

Waybill in form 4-c: form download

It should be borne in mind that the sample of the waybill of a 4-c truck approved by the State Statistics Committee does not contain all the required details (clause 3 of the Order of the Ministry of Transport dated September 18, 2008 No. 152, Letter of the Ministry of Finance dated August 25, 2009 No. 03-03-06 / 2/161 ). For example, it does not provide for filling in the date and time of the pre-trip and post-trip medical examination of the driver. These details must be supplemented with the form of the waybill of the truck used by the organization.

For the work of freight transport, each company must issue waybills, regardless of whether it is its property or it rents it. The voucher is the most important document for accounting for fuel costs, salaries, and is also included in the forms required for checking a car, which are requested by traffic inspectors.

The mandatory form of the waybill is not provided for by law. The company has the right to independently develop a form based on its own needs.

However, there are two types of it: a typical intersectoral form 4 s and, which an enterprise can use when preparing primary documents for the work of transport.

They differ in the method of calculating payment for transportation services. The waybill of a truck, form 4-c, is used when piece rates are used for the calculation, the second form is used with a time-based payment system.

The waybill of a truck is issued by the responsible persons in the company for one day or shift. It must be marked by a mechanic, an inspector for a pre-trip medical examination, a dispatcher, a refueller, a car driver.

Truck waybill sample filling

Let's take an example of how to fill out a waybill.

Front side

The company puts its brand stamp on it. The document must have a number, which is determined when registering it in a special journal, as well as the date of its filling.

If necessary, fill in the code with the mode of operation, columns, and brigades. Further, the brand and type of the truck, its state number, and garage identifier are indicated.

The full names are recorded below. the driver, his personnel number and details of the driving license.

If a trailer is used for transportation, then similar information is filled in for it in the corresponding columns as well as for the car.

The first table on the right contains data on the work of the driver and transport. Here the planned and actual date and time of departure and arrival, speedometer indicators are put down. The following columns indicate the type and code of the fuel used, the amount of fuel filled, as well as at the beginning and end of the day. In the same table, it is necessary to reflect information on the operating conditions of the machine (coefficients), the special equipment used. These data are endorsed by all responsible persons.

Next, the dispatcher fills in information about the task that the driver must complete. It includes an indication of the name of the company that will have the car at its disposal, addresses and time of delivery, type of cargo transported, number of rides, mileage, tonnage. After that, the person in charge determines the amount of required fuel by calculation and writes it down in the appropriate line, confirming the data with his signature.

Before leaving the line, a medic must examine the driver and put a stamp on the vouchers.

When leaving and returning, a mechanic checks the technical condition of the machine. The transfer of the car from him to the driver and back is carried out by transfer signatures.

V section "Special marks" information is entered about the accident, about the briefing by the road safety inspector, repairs, etc.

Downside

On the reverse side, the driver or a representative of the ordering organization makes notes on the progress of the task: when and where the car arrived, the number and numbers of accompanying documents. It is advisable to certify all these data with the seals and signatures of the responsible persons of the counterparties. The table is endorsed by the dispatcher and the driver.

Downtime that occurs is noted below. Data on the reason, type, duration of it is recorded, and the signatures of the responsible persons are also put.

In the lower table, the dispatcher enters the results on fuel consumption, calculated when the norms are applied and on the fact of fuel use. Next, the operating time of the machine is affixed with decoding by type of periods. The following columns indicate the number of rides and arrivals to the garage. The mileage traveled by the car is determined, if there was a trailer, then its. Here the mileage is signed for the total and with the load.

Data on the amount of cargo transported by the machine and trailers is entered, and the indicator ton * km is determined, on the basis of which invoices are issued to customers. This section is endorsed by the taxist.

Below, for reference, the data on the codes of the brands of the car, trailers are recorded and the indicator of the days of operation of the car is filled in.

Nuances

First of all, responsibility for the correctness of the waybill is assigned to the director of the company, then to the officials - the mechanic, the dispatcher and the driver himself.

Waybills: forms in 2018-2019

For accounting and control of the operation of a vehicle and a driver in an organization, as a rule, a special primary document is used - a waybill. On the forms of waybills, used in practice, and will be discussed.

Forms of waybills

The organization can use independently developed forms of waybills or forms approved by the State Statistics Committee or industry departments and modified taking into account the current legal requirements. In any case, the applied forms of waybills of the organization must be fixed in their own.

At the same time, it is important that the waybills for cars, trucks, buses, trolleybuses and trams contain the obligatory details, which are provided for in clause 3 of the Order of the Ministry of Transport of 18.09.2008 No. 152 (Letter of the Ministry of Finance dated 25.08.2009 No. 03-03-06 / 2/161):

  • name and number of the waybill;
  • information about the validity of the waybill;
  • information about the owner (owner) of the vehicle;
  • information about the vehicle;
  • information about the driver.

When drawing up waybills in 2018-2019, it is necessary to take into account the changes made to the Procedure for filling out waybills (Order of the Ministry of Transport dated September 18, 2008 No. 152) by Orders of the Ministry of Transport No. 17 dated January 18, 2017, No. 476 dated November 7, 2017.

So, on the waybill it is not necessary to have a seal (stamp) of the organization or individual entrepreneur. At the same time, it must have a mark on the pre-trip control of the technical condition of the vehicle (clause 16.1 of the Order of the Ministry of Transport dated 09/18/2008 No. 152). To do this, the following information must be provided in the form of the sheet:

  • the date and time of the pre-trip inspection of the technical condition;
  • signature, full name controller.

The obligation to enter information on the pre-trip control of the technical condition of the vehicle in the waybill applies not only to organizations and individual entrepreneurs that provide services by road transport, but also to those who operate transport exclusively for their production purposes (Letter of the Ministry of Transport dated 09.28.2018 No. 03- 01/21740-IS, clause 3 of the Resolution of the Plenum of the Armed Forces dated 26.06.2018 No. 26).

Waybills: forms (download)

Special vehicles are vehicles designed to perform special functions and equipped with special equipment to perform these functions (for example, fire trucks, truck cranes, concrete mixer trucks, cars with compressor units, etc.).

Therefore, if you need, for example, a waybill of a truck crane (form), you can download it for free at the link above.

Considering that these unified forms do not contain all the mandatory details of the waybills, in particular, information about pre-trip control of the technical condition of the vehicle, pre-trip (and, if necessary, post-trip) medical examination of the driver, they need to be finalized.

Register of waybills: form in Excel

It must be borne in mind that organizations and individual entrepreneurs that provide transport services must register their waybills in the waybill register (clause 1 of article 1, clause 1 of article 6 of Federal Law No. 259-FZ of 08.11.2007, p. . 17 of the Order of the Ministry of Transport dated September 18, 2008 No. 152). This journal of the movement of waybills is sometimes also called the register of waybills.

Register of waybills: form ()

A waybill is a special document confirming the fact of vehicle movement, driver's work, fuel consumption. Since 2019, new rules have come into effect. In the article you can learn how to fill in the waybill correctly, download the current sample.

What is a waybill for?

This is the primary document, it is necessary to record and write off the cost of maintaining a car. Also, on the basis of "vouchers" (as this paper is also often called), in many institutions, the wages of the driver are calculated.

All institutions, organizations and private entrepreneurs who operate cars are obliged to draw up waybills. The form of the document can be developed and approved independently, or you can use the form, which is approved by the Resolution of the State Statistics Committee of 28.11.1997 No. 78. The exception is companies that provide services for the carriage of goods or passengers, they are required to keep records of the movement of the vehicle in unified forms.

A voucher is issued without fail when using a car for business purposes. The form of ownership of the vehicle does not matter. That is, if the car is on the balance sheet of the organization, rented from a third-party company, or the employee's personal car is operated for the needs of the institution, the voucher must be available.

The forms should be taken into account in a special registration journal. It must be driven by all legal entities and private traders who operate cars.

Travel slip form

New form of the waybill in 2019: special requirements

Changes in the waybills in 2019 are not provided. The latest updates entered into force in December 2017 (approved by orders of the Ministry of Transport of Russia dated September 18, 2008 No. 152 (as amended on January 18, 2017) and No. 476 dated November 7, 2017). Requirements for filling out are supplemented with new mandatory details. At the same time, the round stamp on the letterhead has been canceled, if its use is not provided for by the Charter.

How to validate your form

If the organization decided to approve its own form of waybills, then the mandatory requirements should be taken into account:

  1. Name of the document, number and date of issue. When putting down the numbering, it is necessary to observe the chronology.
  2. The duration of the voucher. The maximum period is one month.
  3. Information about the owner of the car. Now it is obligatory to indicate the OGRN.
  4. Information about the driver of the vehicle (full name, driver's license number).
  5. Information about the car (state number plate, brand).
  6. Odometer data before departure and upon return to the garage (parking lot).
  7. Date and time of the start of the flight and return to the parking lot.
  8. Signature and full name responsible employee who indicated the odometer reading, date and time.
  9. Date and time of the pre-trip and post-trip medical examination of the driver.
  10. Stamp, signature and full name the healthcare professional who performed the medical examination.
  11. Information about the pre-trip technical inspection with the date and time (DD / MM / YYYY, as well as hours and minutes).
  12. Signature and full name responsible for vehicle inspection (mechanic, controller, foreman).

The completed document is signed by the dispatcher and the head of the institution or persons authorized by the head. If the company uses a seal (defined by the charter), then the voucher is sealed with a seal. The document is always drawn up in a single copy and handed over to the driver. At the end of the trip, the driver must hand it over to the person in charge under his signature.

What will be the violations

The 2019 waybill is necessary not only for writing off expenses and confirming them in the tax office. Also, a voucher is needed for the driver on the flight to confirm to the traffic police the legality of using a car, transporting passengers or cargo. A correctly completed voucher confirms that the vehicle is in good order, passed a technical inspection, and the driver has the right to drive the car (passed a medical examination). If the traffic police inspector does not provide the form, then the driver faces a fine from 500 to 3000 rubles (Article 12.3 of the Administrative Code of the Russian Federation.).

Waybills: rules for filling out in 2019

For each type of car, the Ministry of Transport approved new 2019 waybills. Let's talk about them using the table. It describes the waybills, the forms can be downloaded from the links.

Waybill, form

Distinctive features in filling

Cars

The document can be used by organizations and private entrepreneurs operating cars. The filling procedure is presented in the letter of Rosstat dated 03.02.2005 No. ИУ-09-22 / 257. Mandatory condition: the form should not contain blank columns and details.

Freight transport with piecework pay for drivers

Filled in by shipping companies. Prerequisite: drivers are paid according to the piece rate system. The document provides for separate columns for the marks of customers of cargo transportation. Also, the form has tear-off coupons, on the basis of which the salary calculation is made. It is not allowed to issue a new voucher until the driver has submitted the previous one to the accounting department.

Trucks with hourly pay for drivers

The form was supplemented with a section for the details of consignment notes for transported goods and goods. Store together with shipping documents. The voucher form is intended for two flights in one working day.

The form has detachable sheets that are used to record the services rendered by special equipment. Based on the tear-off coupon, the company issues invoices for the services rendered.

Contains special columns for taximeter indicators. The voucher is issued for a full work shift, at the end of which the driver hands over the completed document to the accounting department or the person in charge.

Buses for public and other use

0345006 and 0345007

Forms are suitable for organizations that transport passengers on urban and suburban routes, or for other passenger transportation. The document is issued to the driver only after the previous voucher has been returned. The form is drawn up on a working day or full shift. The mark of the medical worker about the examination is required.

Storage times and liability

The organization is obliged to ensure the safety of vouchers for a period of 5 years, this is established by order of the Ministry of Transport of Russia dated September 18, 2008 No. 152. The same period is established by Art. 29 of Law No. 402-FZ for primary accounting documents.

Responsibility for the correctness of the compilation and reliability of the specified information is borne by the persons who indicated this information, as well as the head of the institution. An incorrectly drawn up voucher is considered null and void. Tax authorities will not accept such a document as confirmation of transportation costs for a car, which threatens to increase the tax base on profits and penalties.

A sample of filling out a waybill

We offer a sample for a budgetary institution that operates a car.

Ask questions, and we will supplement the article with answers and explanations!

In order to use cars owned or at the disposal of a company, its driver must have a waybill of the car with him during the trip. It is not only included in the mandatory forms, which are requested by road inspectors when checking, but is the primary form for accounting for the operation of the car and the basis for calculating the driver's salary and writing off the fuel.

The waybill of a car is filled in by a dispatcher or, in his absence, by an accountant. This document needs to be drawn up daily, especially in trucking companies. If the working day in the company consists of several shifts, then it is advisable to fill in the waybills for each driver (shift).

In small enterprises, in which the company has only official transport (for example, the manager's car), it is allowed to extract this form for several days. Also, one document can be issued for a long period if the car is used for a business trip.

Currently, the form of the waybill can be developed by the enterprise independently, taking into account the peculiarities of its activities. However, it must contain the mandatory details provided for accounting forms. Basically, the standard intersectoral form No. 3, approved by the State Statistics Committee, is used.

The written out document is entered into the register of waybills, according to which the next number is assigned to it. After that, it is handed over to the driver.

When leaving the garage, a mechanic must sign in the waybill, who checks the serviceability of the car, the speedometer readings and the remaining fuel in the tank.

Carrying out official duties, the driver on the second side of the waybill reflects the places he visits, recording information about the time and kilometers traveled.

Upon arrival at the garage, a technician inspects the car, checks its serviceability, records the speedometer readings and the displacement in the tank in the appropriate columns, and then endorses the waybill.

The employee submits this document to the control room, where the specialist calculates it and reflects it in the registration log.

A sample of filling out a waybill of a car

Let's take a closer look at how to fill out a waybill.

Front side filling

The stamp of the company is affixed at the top, the number (if necessary, the series) and the date of the document are affixed below.

In the next column, you must indicate the name of the company, its address and telephone number. It also reflects the registration code of the company in the statistics authorities ().

After that, the dispatcher fills in the make of the car, its state number, inventory garage identifier.

The full name is written in the corresponding line. driver, personnel number, driving license details, if any - class.

The next section of the waybill is filled out if the company is specialized, for example, a taxi. For such companies, registration of license cards is required, their details must be entered here.

The dispatcher determines the task for the driver, and indicates the exact address of the car delivery. After that, the specialist will endorse the document and give it to the driver.

For the mechanic, a special section is provided in the document, where he notes the serviceability of the car and the speedometer readings, the balance in the tank, and endorses it with his full name. The driver also signs below for the receipt of the car with a decryption of his personal data.

During refueling, the employee reflects the amount of fuel filled, his brand. An employee of the station can sign in confirmation next to the displacement.

The dispatcher indicates the actual date and time of returning to the garage, if necessary, making a note of downtime, delays, etc.

Upon returning, the driver hands over the car to a mechanic who checks its condition, notes the remaining tank at the end of the working day and a mileage counter. Confirming the receipt of the car, the technician puts his signature, and the chauffeur handing it over - his.

Back side filling

On the back of the document, the driver personally fills in information about the process of completing his job assignment, indicating the places of departure and destination with a decoding of the time period and the mileage traveled. When working with third parties, they can sign for the chauffeur's performance of the task in front of his records.

At the bottom of the document, the dispatcher calculates the total number of hours worked per day and the mileage based on the speedometer. Depending on the system of remuneration applied, it determines the salary of the employee and transmits the waybill after being recorded in the registration log to the accounting department. The clerk confirms the correctness of the calculations with his signature.

A waybill sample of filling can be seen below.

Nuances

The correctness of this document is very important in order to include fuel costs in expenses for tax purposes. It is he who is the main document that inspectors request during an inspection.

For many enterprises, a mark on the passage of pre-trip and post-trip medical examinations is required on the waybill.

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