Truck waybill: form. Procedure and rules for filling out waybills Sample waybill for a truck driver

Sample of filling out a truck waybill (form 4 c and 4 p)

Registration of the form is a mandatory procedure, which is regulated at the legislative level. If a company provides transportation services on any type of public transport, then a waybill is issued daily. This form must be kept with the driver in the vehicle cabin. If the police want to check it, it must be presented along with the license and documents for the vehicle. You can study a sample truck waybill on our portal.

Purpose

The paper must be completed not only because of legal recordkeeping requirements, but also because the form contains important information. It contains the technical features of the vehicle, the last service and refueling. Also information about the driver, his flight and time of work.

Based on this data, the accounting department calculates wages, so it is important to fill out each item correctly. If there are errors in it, it can be declared invalid. All items must be filled out in accordance with the data specified in the vehicle documentation. You can find an example of filling out a truck waybill on our website and make your own by analogy.

Why do accountants need the information provided in the document?

To calculate the driver’s wages based on information about hourly work;
To write off consumables for vehicle depreciation and fuel and lubricants;
To compensate for gasoline or gas for employees who use personal vehicles to carry out work assignments.

It is important to fill out in accordance with legal requirements so that no questions arise when calculating wages. You can view a sample of filling out waybill 4c on our website at any time.

The company's accountant is obliged to keep the papers of each driver for at least 5 years. It is issued daily, in some cases it is possible to issue it for up to 1 month. It is important to return the document to the accountant after working hours.

Features of the document

If during work transportation of material assets is carried out, then the data of invoices must be entered into the travel form. This is done to check the integrity and quantity of the cargo that has been delivered. The dispatcher does the registration before starting work. The signature of the dispatcher, driver and accountant is required.

Sheets of shape 4 p and N4

Travel forms 4 p and N4 are issued and issued to the driver against signature within 1 business day. In this case, a new document can be obtained only if the previous file is submitted. It must indicate the date of registration, stamp, seal of the organization and signatures.

The form must comply with the state standard. Responsibility for the correct filling of data lies with the head of the company, as well as everyone who participates in filling out the paper. Therefore, it is important to study the example of filling out a 4-point waybill, which is on our website. These documents are stored in the organization along with invoices for at least 5 years.

To carry out cargo transportation, there is a special reporting document for freight vehicles - a waybill. In this article we will look at the forms of sheets, for what cases they are needed, and a sample of filling out a waybill for a truck, which indicates the procedure for completing the document.

The waybill is an integral part of the work of cargo carriers

Types of travel documents

Waybills are issued by the carrier company, which can be either a legal entity or an individual. Cargo transportation is carried out exclusively on a commercial basis. Thanks to this document, the transport company reports for expenses, maintenance of the vehicle, and its depreciation. Trucks require high costs, both for maintenance and fuel. In addition, the driver’s salary can also be calculated according to the document. The waybill shows how much time the employee spent behind the wheel and how many kilometers he drove.

Waybills come in three forms:

Form No. 1 – international;
Form No. 2 – standard for cargo transportation by freight transport;
Form No. 3 is standard for the transportation of goods by passenger transport.

The international form is issued only for one business trip.

In addition, waybills are divided into the following types, approved back in 1997 and still in force:

Form 4-c - used for piecework payment of an employee;
form 4-p - used in case of time-based payment; this document is also issued if it is necessary to deliver cargo to several customers;
Form 4 – for international transport.

Form 4-c is used for piecework payment of workers

How to fill out a document

The driver transporting cargo must have the following mandatory documents in his car:

waybill;
waybill;
driver's license;
vehicle registration certificate.

The procedure for filling out the sheets is almost the same. The document is issued for one day. The exception is for long-distance trips. The responsible dispatcher marks it with the date of issue and number, which he enters in a special journal. The reporting document contains the following information:

flight date;
type of task;
in what composition is delivery carried out?

Below is the information about the car:

car make;
registration number;
garage number.

If there is a trailer, then similar data is also entered on it.

The next item is the driver's details. The column with driver's license numbers is filled in. If there is a partner or forwarders on the trip, their details are also written down in the document.

The document is signed by the chief mechanic, who certifies that the machine is in good condition and ready for use. The driver also signs the form, thereby confirming that the vehicle has been inspected. From the moment the driver puts his signature, responsibility for the cargo and the car falls on his shoulders. This will mean that the task has been accepted for execution.

Mileage data is entered in a separate column. First, the numbers are entered at the time the car leaves; upon return, the data changed after the trip is entered nearby. Information is entered on fuel consumption (at the time of departure and upon return to the garage) indicating its type.

Sample of filling out a waybill

Filling out the column “Assignment to the driver”

This column sometimes causes a lot of difficulties. But it requires proper design. Here all the addresses of customers where the goods need to be delivered, and invoice numbers are written down. The customer, in turn, puts a date on the document, signs and stamps it. This measure is proof that the driver was in the right place and delivered the cargo entrusted to him.

In addition, the filling procedure requires entering here additional data about the distance to each individual customer, tonnage and name of the cargo.

In the “number of riders” column, enter a number equal to the number of rides made by the driver. All this is typical for the example of filling out the 4-point form. Tear-off coupons may be attached to this form, acting as an invoice, according to which the customer undertakes to pay for the delivery of the goods. In them, the customer writes the following information:

car data;
cargo delivery time;
the time of its unloading.

The coupon is filled out in 2 copies, one remains with the customer, and the second is sent with the driver to the company that provided the service. The vehicle owner must carefully check the information entered.

Body check

Each driver must undergo a mandatory medical examination before leaving. This is necessary for the safety of both the employee himself and to ensure the safe movement of the vehicle. Therefore, a doctor’s note on the waybill is required.

The driver must undergo a medical examination before each trip

Return to base

Having returned back to the base, the driver submits all reporting documentation to the dispatcher, who checks that it is filled out correctly. Based on the data provided, the total mileage, fuel consumption and travel time are calculated.

Based on the data provided, the driver is paid a salary.

If there were some breakdowns, then the dispatcher enters the relevant information in the “Notes” column: what happened, the cost of repairs, funds spent on spare parts.

After checking the documents, the driver signs that he has handed over the vehicle and fills in the following fields:
No. 12 – period of equipment operation;
No. 13 – motor operating time;
No. 24 – numbers of completed trips in order;
No. 25 - No. TTN;
No. 26 – time spent on vehicle operation;
No. 27 – transported amount of cargo;
No. 28 – completed work;

No. 29 – information about the shipper is recorded.

The data entered in these columns is confirmed by the signatures of the dispatcher and driver.

After all the manipulations, the document is handed over to the taxi driver, who calculates the cost of the trip. The final signature is given by the accountant after the inspection.

Companies that operate trucks (either their own or leased) are required to register each vehicle with a registration form. It is filled out when vehicles leave for work, facilities, or when carrying out cargo transportation. The purpose of the waybills is to record fuel consumption, record the work of each vehicle, and calculate the driver’s salary per shift. How to issue a waybill for a truck - instructions for filling out the form in this review.

Types of waybills

Each cargo transportation carried out by a company vehicle corresponds to a unified form approved by the Ministry of Transport of the Russian Federation. The official acceptance of waybill templates is established by the following standards:

Order of the Ministry of Transport of the Russian Federation No. 152 with edition No. 17 (adopted in 2017).
Charter based on Law No. 259-FZ.
Order of the Ministry of Transport No. 78.
Law No. 402-FZ.

For freight transport, waybills are strict reporting forms. Each trip of equipment corresponds to a certain standard form, the form of which is issued by the dispatcher, foreman or authorized person of the company:

Form No. 4-P () - for recording the work of transport that operates freight transport irregularly.
Form 4-C (piecework) - issued for drivers of cars employed in the company at a piecework rate.
Form 4-M (intercity) - issued for long-distance cargo transportation. The form must contain on the title side a red typographical line marked “intercity transportation.”

The waybill for a truck with piecework and time-based forms is filled out once a day before the vehicle departs, provided that the sheets for previous shifts have already been returned to the company base. Tear-off forms are filled out by the customer partner, on the basis of which an invoice for payment is issued.

Upon completion of the work, the sheet is returned to the company, where the information entered by the customer on the tear-off form is recorded. When transporting valuable materials, the TTN numbers are transferred to the waybill, and one copy is given to the customer.

How to fill out travel forms

Before the truck starts operating, basic data is entered by the dispatcher or the company employee performing his duties. Additional records reflecting the operation of the machine and the reverse side of the sheet are provided for completion by employees of the carrier company and customers. The driver signs the document at the beginning of the shift and does not make additional entries in it. At the end of the shift, he returns it to the company base and parks the car in the parking lot.

Correctly filling out the waybill eliminates any problems when checking a cargo van by the traffic police inspector. The requirements for document execution and the procedure for entering information into the form are regulated by Appendix No. 7.

Only an employee of a motor transport organization who owns a truck has the right to make changes to the columns of the document.

The order of entering information into the waybill looks like this:

Series, assigned form number.
Codes of planned work.
Number of the team or work column to which the vehicle belongs.
Truck details (garage and state numbers, make).
Driver information. If there are two drivers assigned to the route, it is necessary to indicate the details of two persons in one document or generate two copies of the waybill. Driver's license numbers, class, and personnel number are entered.
If a license is issued, the card number and its type are entered.
If there is a tow hitch, its number is recorded.
Details of accompanying persons and information about accompanying documents.
Information about the time of departure from the vehicle depot and the deadline for the truck to return to the parking lot.
Assignment to the driver: information about the location of the customer is entered.
At whose disposal: the person to whom the cargo is sent is registered. A copy of the power of attorney for this person is attached.
The time of arrival of the vehicle to the facility where the customer is located is entered.
The points of delivery and loading of cargo are indicated.
Flight length in kilometers.
Weight of transported cargo.
The amount of fuel required for the trip, taking into account the remaining fuel and lubricants for the previous day.

If the company has a seal, it must be affixed to the waybill. For an individual entrepreneur, issuing a document without a stamp is not considered a violation.

An example of filling out a document (sample) can be viewed.

Registration before departure

Before the vehicle leaves the fleet, the column “Fuel movement” is filled in. The information is entered by the tanker or technician. The volume of fuel received and the amount of fuel remaining in the tank are indicated.

A mandatory item to fill out is a note about the driver being checked by a doctor. Next, the technical control specialist must note the car odometer readings and record the time the car left the fleet. A note is also made on the actual technical condition of the truck.

Filling out a waybill on the route

The waybill columns numbered 27-40 are intended to be filled out along the route. The information is entered by the consignee's dispatcher. Point 27 contains information about all flights carried out, and invoice numbers are indicated. Column 28-30 contains information about the date and time of transfer of the sheet to the sender (customer). If there is no checkpoint on the customer’s premises, the columns remain empty and the information is entered into the TTN.

Paragraphs 39-40 contain the name of the company that sent the cargo, its data, the signature of an authorized person, and a stamp. In case of unforeseen situations (stops, breakdowns), their reasons, date and exact time are entered. Comments from traffic police representatives are entered in the “Special Notes” column.

Entering information when returning to the fleet

When work is completed, the machine arrives at its permanent parking location. The dispatcher in the column “Operation of the vehicle and trailer” enters the number of trips, the amount of fuel consumed, the mileage of the trip and the time it took place.

In the “Fuel Movement” column, the quality control department employee enters information about the volume of fuel remaining in the tank. The amount of remaining fuel and lubricants is confirmed by the employee responsible for dispensing fuel.

The condition of the car is inspected by mechanics, and information about the overall result of the inspection is entered in the “Passed” column.

In the “Zero mileage” column, information is entered about the distance traveled by the vehicle from the vehicle depot to the loading location, as well as the mileage from the unloading point to the vehicle parking area.
The column “Normal change coefficient” contains all changes regarding fuel consumption during the route. Based on the documents, information about the period of operation of the machine engine and wear and tear of special equipment is entered.
The dispatcher signs and records the total number of truck trips in the “Sequence of task completion” column.

You can download free truck waybill forms from this link.

The waybill for a cargo van must be filled out depending on the destination of the flight and its features. Only authorized persons can record changes to the document, while the driver is prohibited from making amendments during the work shift. Responsibility for the correct entry of information lies with the head of the organization and the persons involved in filling out the waybill. These documents with all shipping documentation for 5 years.

For trucks, waybill form 4-C or 4-P is used. You can download the forms of these forms, as well as a sample of filling out a waybill in Excel format at the end of the article. This form must be completed for each individual truck on each trip.

The driver is given a waybill by the dispatcher at the beginning of the working day; during the day, the driver notes in it information about his route, tasks completed, fuel consumption, kilometers traveled. At the end of the working day, the waybill is handed over by the driver to the dispatcher against signature, the truck itself is handed over to the mechanic, who checks the technical condition of the vehicle.

Accounting uses waybills to write off fuel costs (in addition, it is compiled), as well as to calculate the driver’s wages.

The 4-C waybill form is used, as a rule, for piecework payment of the driver, when his salary depends on the amount of work performed. Waybill form 4-P is used in a time-based wage system, when the driver’s work is paid in accordance with the hours and days worked.

Sample filling

Let's look at the features of filling out a waybill according to Form 4-C.

At the beginning of the work shift, the driver accepts the truck from the mechanic against the signature, signature of both the mechanic, and the driver is entered at the time of acceptance of the vehicle in the 4-C waybill. The dispatcher issues the waybill to the driver, noting the time the car left the garage, the speedometer readings, the amount of fuel in the tank and the amount of fuel received.

Fill in information about the organization, the truck, its trailers and the driver.

In the subsection “assignment to the driver” it is indicated at whose disposal the car is received, notes its route - the address of the loading point, the time of loading and unloading, the name of the cargo, the distance traveled.

Fuel consumption is noted by the driver in the subsection “fuel movement”, in which the following is filled in:

fuel brand;
amount of fuel dispensed;
balance upon departure and return;
the amount of fuel delivered at the end of the day;
coefficients of change in established consumption rates;
working hours.

On the second sheet, the driver fills out the sequence of work performed during the working day, information about actual loadings, unloadings, and details of the attached primary documents (acts, delivery notes).

Changes 2019

It was allowed to issue one waybill for 2 drivers, but medical examination marks must be given for two drivers (letter from the Ministry of Transport dated 04/04/2019 No. DZ-514-PG).

From March 1, 2019 appeared new details for pre-shift control technical condition of the vehicle.

From March 1, 2019 the stamp is no longer needed in medical examination notes and odometer readings.

From March 1, 2019 odometer reading It only needs to be paid if the car is leaving the parking lot or if several waybills have been issued for different drivers.

From December 21, 2018, it is necessary to undergo not only a pre-trip inspection, but also a pre-shift inspection (if the driver makes more than one trip per shift).

From February 26, 2017, a stamp is no longer required on waybills (Order of the Ministry of Transport dated January 18, 2017 No. 17).

From February 26, 2017, waybills must display information about the pre-trip condition of the car, otherwise a fine of up to 30,000 rubles is possible (Part 3 of Article 12.31.1 of the Code of Administrative Offenses of the Russian Federation).

From June 1, 2017, it is prohibited to hire drivers or individual entrepreneurs with foreign licenses (Federal Law of December 10, 1995 No. 196-FZ “On Road Safety”). This rule does not apply to personal travel.

Who needs a waybill?

Waybill needed to justify expenses for fuels and lubricants (gasoline, motor oil, etc.) on the simplified tax system for income-expenses and OSNO. Individual entrepreneurs and organizations using the simplified tax system for income, UTII and Patent do not keep track of expenses and a waybill is simply not needed. It is also not needed if you do not want or need to enter such expenses in any tax regime.

It is prohibited to transport passengers and luggage, cargo by buses, trams, trolleybuses, cars, trucks without issuing a waybill for the corresponding vehicle (here we mean, first of all, transportation for money, otherwise it’s absurd - an individual entrepreneur is taking his wife to the theater and must have waybill).

Also, for absence, a fine of up to 20,000 rubles. for individual entrepreneurs or up to 100,000 rub. for legal entities (COAP 12.31.1).

If it is filled out incorrectly (for example, there is no mark on the medical examination) - a fine of up to 30,000 rubles for the organization, up to 5,000 for the official (COAP 12.31.1).

For a driver’s refusal to undergo a mandatory medical examination - for officials of an organization (for example, a manager) - from 2,000 to 3,000 rubles, for organizations - from 30,000 to 50,000 rubles. (COAP 12.31.1).

Required details

1. Name - waybill

3. Validity period

4. Information about the owner of the car

5. Machine type and model

6. State registration plate of the car

7. Odometer readings when leaving the garage and when entering the garage

8. Date and time of leaving the garage and entering the garage

9. Signature and full name. employee who enters the odometer readings, date and time on the sheet

10. Full name driver

11. Date and time of pre-trip and post-trip medical examination of the driver

12. Stamp, signature and full name. a medical professional who conducts a medical examination

13. Note on pre-trip inspection of the technical condition of the machine

14. Signature and full name. machine technical condition controller

Decor

The period for issuing a travel document is from one day to one month. For motor transport companies, it must be issued for every day (letter of the Ministry of Transport dated September 28, 2018 No. 03-01/21740-IS). It is necessary to indicate the route in detail.

Storage

Waybills must be kept for five years.

Expenses-norms

Expenses must be written off within the normal limits - up to 2000 cubic meters. cm inclusive - 1200 rubles; over 2000 cubic meters. cm - 1500 rubles; motorcycles - 600. These norms are applied to the Income Tax, the simplified tax system, the unified agricultural tax (RESOLUTION of February 8, 2002 N 92).

But the “Standards for the consumption of fuels and lubricants in road transport”, put into effect by the order of the Ministry of Transport of Russia dated March 14, 2008 No. AM-23-r, are advisory in nature. Organizations have no obligation to follow these standards.

For passenger car

The standard form (approved by Decree of the State Statistics Committee dated November 28, 1997 No. 78) is not mandatory for use. In addition, you need to enter 2 new details into it:

5) information about the driver.

Order of the Ministry of Transport of Russia dated September 18, 2008 N 152 (as amended on January 18, 2017) “On approval of mandatory details and the procedure for filling out waybills”

I. General provisions

1. Mandatory details and the procedure for filling out waybills are developed in accordance with the Federal Law of November 8, 2007 N 259-FZ “Charter of Road Transport and Urban Ground Electric Transport” (Collected Legislation of the Russian Federation, 2007, N 46, Art. 5555) .

2. Mandatory details and the procedure for filling out waybills are used by legal entities and individual entrepreneurs operating cars, trucks, buses, trolleybuses and trams.

II. Mandatory details of the waybill

3. The waybill must contain the following mandatory details:

1) name and number of the waybill;

2) information about the validity period of the waybill;

3) information about the owner (holder) of the vehicle;

4) information about the vehicle;

5) information about the driver.

4. Information about the validity period of the waybill includes the date (day, month, year) during which the waybill can be used, and if the waybill is issued for more than one day - the dates (day, month, year) of the beginning and the end of the period during which the waybill can be used.

5. Information about the owner (owner) of the vehicle includes:

1) for a legal entity - name, legal form, location, telephone number;

2) for an individual entrepreneur - last name, first name, patronymic, postal address, telephone number.

6. Information about the vehicle includes:

1) the type of vehicle (passenger car, truck, bus, trolleybus, tram) and model of the vehicle, and if the truck is used with a car trailer, car semi-trailer, in addition - the model of the car trailer, car semi-trailer;

2) state registration plate of a passenger car, truck, cargo trailer, cargo semi-trailer, bus, trolleybus;

3) odometer readings (full kilometers) when the vehicle leaves the garage (depot) and enters the garage (depot);

4) the date (day, month, year) and time (hours, minutes) of the vehicle’s departure from the permanent parking place of the vehicle and its arrival at the specified parking lot.

7. Driver information includes:

1) last name, first name, patronymic of the driver;

2) date (day, month, year) and time (hours, minutes) of the pre-trip and post-trip medical examination of the driver.

8. Additional details may be placed on the waybill, taking into account the specifics of activities related to the transportation of goods, passengers and luggage by road or urban ground electric transport.

III. Procedure for filling out a waybill

9. A waybill is issued for each vehicle used by a legal entity or individual entrepreneur for the transportation of goods, passengers and luggage by road and urban ground electric transport in urban, suburban and intercity communications.

10. The waybill is issued for one day or a period not exceeding one month.

11. If during the validity period of the waybill the vehicle is used in shifts by several drivers, then it is allowed to issue several waybills for one vehicle separately for each driver.

12. The name of the waybill indicates the type of vehicle for which the waybill is issued (passenger car waybill, tram waybill, etc.). The waybill number is indicated in the heading section in chronological order in accordance with the numbering system adopted by the vehicle owner.

(as amended by Order of the Ministry of Transport of Russia dated January 18, 2017 N 17)

13. Dates, times and odometer readings when a vehicle leaves a permanent parking lot and enters a permanent parking lot are entered by authorized persons appointed by the decision of the head of the enterprise or individual entrepreneur, and certified by their stamps or signatures indicating initials and surnames, except in cases where an individual entrepreneur combines the duties of a driver.

14. Dates, times and odometer readings when a vehicle leaves a permanent parking lot and enters the specified parking lot are entered by the individual entrepreneur if the specified entrepreneur combines the duties of a driver.

15. In the case of issuing several waybills for one vehicle separately for each driver, the date, time and odometer readings when the vehicle leaves the permanent parking lot are entered in the waybill of the driver who is the first to leave the permanent parking place, and the date, time and odometer readings when a vehicle enters a permanent parking lot - in the waybill of the driver who is the last to enter the permanent parking lot.

16. The dates and times of the pre-trip and post-trip medical examination of the driver are entered by the medical worker who conducted the relevant examination and certified with his stamp and signature indicating the last name, first name and patronymic.

16.1. The date and time of the pre-trip inspection of the technical condition of the vehicle are affixed by the inspector of the technical condition of vehicles or the inspector of the technical condition of urban ground electric transport who carried out the corresponding control, and are certified by his signature indicating the surname and initials.

(clause 16.1 introduced by Order of the Ministry of Transport of Russia dated January 18, 2017 N 17)

17. Owners (possessors) of vehicles are required to register issued waybills in the waybill registration journal.

18. Issued waybills must be kept for at least five years.

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