Sample of filling out a waybill for a passenger car

Passenger car waybill form

The template by which all institutions issue a vehicle voucher (form 3) was adopted by decision of the State Statistics Committee No. 78 of November 28, 1997 20 years ago.
Since then, many corrections have been made. The latest amendments were adopted on December 21, 2018 by Order of the Ministry of Transport No. 467, which came into force on March 1, 2019. This Resolution adopted various forms of vouchers for each type of vehicle. At the same time, the enterprise has the right to develop its own voucher form, but it must reflect mandatory requirements, such as:

1. The name of the form is “Passenger car waybill”
2. Number and date of its discharge.
3. Duration of validity of the form. The longest time is one month.
4. Details of the vehicle owner. Now it is required to display the OGRN.
5. Details of the vehicle driver (full name, driver's license number (DR)).
6. Vehicle details (registration number, model).
7. Speedometer data on the eve of leaving the route and when returning to the garage.
8. Date and time of departure along the route and return to the garage.
9. Signature and full name the person who recorded the speedometer readings, with the date and time displayed.
10. Date and time of the driver's medical examination before and after the trip.
11. Stamp, signature and full name. doctor who performed the medical examination.
12. Inspection information with date and time display.
13. Signature and full name auto mechanic who examined the vehicle.
14. The issued voucher is signed by the dispatcher and the head of the enterprise, or persons appointed by the head.
15. If the institution has a seal, the issued form is certified by it.

The permit is issued in one copy and handed to the driver. Upon completion of the task, the driver must return the completed ticket to the responsible employee against signature.

What uniform is suitable for a month-long business trip?

Waybill forms are designed for different types of transport. In most cases, the document is issued within one day. There are no templates designed for 1 month.

In total, Goskomstat has approved 7 forms, each of which is provided for a specific type of transport - trucks, buses, cars, and so on. Of all these samples, only templates No. 3 and No. 6 can be issued for a long term. All others are used for one shift.

In this regard, when filling out the monthly form, there are three options:

• develop your own form;
• enter only the month and year, without indicating the date;
• develop unified forms with additional cells.

The monthly waybill must contain all the required details. In particular, the time of the driver’s departure and return to the garage should be reflected down to the minute.

Why is it necessary to create waybills?

Vouchers are issued to report on the movement of the vehicle, write off consumed fuel, accrue the driver's salary, as well as accrual depreciation and other costs by the company's accounting department.
In addition, if the driver of a service vehicle is detained by a traffic police officer, the permit is the basis for the legality of departure and confirmation of the right to drive the vehicle. If there is no voucher, the driver will be fined in accordance with Art. 12.13 Code of Administrative Offenses of the Russian Federation.

To report on fuel consumed, materials are required certifying the refueling and the nature of the route. If fuel is refueled using fuel cards, this is reflected in the supplier’s documents.

If fuel payments are made in cash, then accounting is carried out using gas station receipts and driver reports. When a vehicle is connected to electronic control, which provides monitoring of the route and consumption of fuel and lubricants, reports from this system are used to write it off (Letter of the Ministry of Finance No. 03-30-06/1/354 dated June 16, 2011).

Required details on the voucher

The waybill is considered a strict accounting form, therefore it is required to display data regulated by the legislative norms of the Russian Federation. If an institution wishes to develop its own form, it is necessary to take into account the provisions for its design.

1. The title side of each travel form must display:
2. Date of validity of the voucher. If the voucher is issued not for a day, but for a certain period, you must write it as follows (for example, 07/22/2019 - 07/26/2019).
3. Number and series of the document. The number must be unique. Series are assigned during the production of forms in the printing house.
4. Details of the company and its stamp (name, address, contact details, OKUD and OKPO codes).
5. Vehicle details (model, make, vehicle license plate). If the vehicle is rented, you must display the details of the rental agreement.
6. Driver details (full name, number and category of driver's license, type of license, if any).
7. Route, displaying the final destination, the driver’s departure and return times.
8. Signature of the dispatcher who issued the order to the driver.
9. Signature of a car mechanic, displaying information:

• about the serviceability of the vehicle at the beginning and completion of the task;
• speedometer values;
• about refueling fuel and lubricants and its balance;
• about the brand of fuel;
• about fuel consumption, displaying standard and actual consumption.
• information about honey examination of the driver and technical inspection (MOT) of the vehicle.

The fact that a car mechanic is obliged to ensure control of vehicle maintenance on the eve of each route has been regulated by the Ministry of Transport of the Russian Federation since 2014. However, the required details did not exist in the voucher, which allowed enterprises to fail to comply with the established requirement with impunity. Currently, this property has become mandatory. It is required to display information about the owner of the vehicle, indicating the OGRN, IP - OGRIP. It is no longer necessary to put a stamp on unified forms (form 3) that have been approved. Enterprises that develop their travel forms are required to include all the required details in accordance with Order of the Ministry of Transport No. 467 dated December 21, 2018.

It should also be noted that all medical examinations of drivers on the eve of the trip are recorded in a specialized journal. The need for a medical examination of drivers is established by order of the head of the enterprise. In addition, a medical examination after returning from a flight is mandatory for drivers carrying out passenger transportation or transporting dangerous goods.

Pre-flight inspection includes:

• Listening to the driver's complaints.
• Visual inspection.
• Checking temperature, pressure, pulse.
• Testing for alcohol with a breathalyzer.
• Definition of taking psychotropic substances.

Based on the results of the examination, the doctor issues a conclusion and allows departure by signing a voucher, displaying the date and time of the examination.

1. Mandatory details on the back page of the voucher:
2. Serial number of the record. Each route must be displayed under a unique number.
3. Customer code.
4. Route, showing the departure point and destination.
5. Departure and return times.
6. The distance traveled is entered in the “Completed” field.
7. Driver's signature.

The travel form is always presented in one copy.

( Video : “Registration of a waybill”)

How are primary documents taken into account?

When the driver sets off on a flight, he is given a waybill. Upon his return, he returns it to the dispatcher. All forms are taken into account in a special journal, for which a unified form No. 8 is provided. It reflects not only samples of a monthly waybill, but also documents designed for one work shift.

This accounting journal reflects the form numbers, dates of issue, information about the driver and the vehicle. The register is signed by the dispatcher, the accountant and the driver himself. Waybills are stored in the archive for 5 years. The shelf life of the journal ends when 5 years have passed since the last form recorded in it was issued.

Although a travel form is usually issued for one day, when planning a business trip, you can fill out a form for a month. In this case, it is necessary to comply with the deadline indicated on the issued document. The manager can decide either to develop a corporate template or to make the necessary changes to the unified form. Next you can get a waybill.

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Sample waybill

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The delivery date has changed

According to the latest amendments to the legislation of the Russian Federation, it is not allowed to issue one ticket for multiple routes on different working days. The new rules state that the travel form must be issued the day before:

• each departure - if the flight is longer than a working day;
• the beginning of the first trip - if the scope of the task is less than a day and the driver receives one or many tasks.

The form in which the validity period of the form is displayed on the ticket depends on the duration of the route. If its duration is no more than a work shift, the duration of the voucher is displayed as one date. If the duration of the route is more than one shift, the “validity period” column displays the start date of the route and the date of its completion.

For what period of time is a driver issued a waybill in Form 3?

Filling out vouchers every day is quite troublesome, especially for small trucking companies. Therefore, the natural question is whether it is possible to prescribe them for several days. Yes, you can. In the case when the duration of the flight exceeds the work shift. In this case, the document indicates the planned period of time from which and until which the driver will be on the road. If the duration of the trip is a day or several flights are made during the shift, then the voucher is issued for each of them.

Validity

Until March 1, 2019, it was possible to issue a voucher for both one day and a full month. After the amendments reflected in Order No. 467, the voucher is issued on the eve of each shift or assignment. The driver is given a ticket on the eve of departure. The standard form allows you to change the duration of the voucher, since the flight may be delayed, and traveling without a voucher is a violation.

At the end of the validity period of the issued voucher, the form is returned to the responsible employee against signature and then sent to the accounting department for revision.

How to issue a waybill for a passenger car

The rules for issuing a passenger vehicle voucher (form No. 3) were adopted by order of the Ministry of Transport of the Russian Federation dated No. 152 on September 18, 2008.
Registration is carried out, for the most part, by dispatchers. At enterprises where there is no such service on staff, and the passenger vehicle is the boss’s personal car, the permit can be filled out by the boss himself or an employee appointed by order. If filling out vouchers is entrusted to the driver (this is not prohibited), he is obliged to fill out the vehicle mileage based on instrument readings. Form No. 3 can be issued for passenger vehicles, both in motor transport enterprises and in ordinary institutions. The design features of this form are reflected in Rosstat letter No. IU-09-22/257 dated 02/03/2005, where it is noted that each travel form is stamped with an enterprise stamp (not a seal). You are also required to comply with other standards for filling out vouchers.

( Video : “How to fill out travel forms correctly”)

It is required to record instrument readings both on the eve of leaving and when returning to the garage. The fuel sensor, speedometer and other devices are subject to accounting.

Provisions for filling out vouchers:

• An auto mechanic is required to inspect the vehicle's maintenance, having entered his/her report on the form on the eve of departure.
• A medical professional is required to check the driver’s health, displaying the date and time, a personal signature, and also writing down the phrase that the driver “had a medical examination on the eve of departure with permission to work.”

The issued form is completed as follows:

1. In the upper left section of the form fill out:

• Movement start date.
• Name of the company that owns the vehicle.
• Information about the driver.
• Vehicle details.
• Time to leave the garage.
• Time to return to the garage.
• Medical examination information.
• Medical details employee who carried out the inspection.

1. In the right section of the form enter:

• Codes from the company's constituent materials.
• Ticket number.
• Mileage.
• Information about the auto mechanic performing vehicle maintenance.
• Type of fuel.
• Volume of fuel and lubricants filling.

1. In the lower section of the form the following is indicated:

• Signature of a mechanic confirming the serviceability of the vehicle.
• Driver's signature.

Major changes about waybills in 2022

The obligation to issue waybills is established by law. The document reflects the main indicators of accounting for the work of transport and drivers.

You must fill out the form carefully and accurately, because... the waybill is presented to the tax service to confirm the expenses of the enterprise.

The main thing that has changed in the rules for issuing travel documents in 2021:

1. A new mandatory detail “Transportation Information” has appeared;
2. In the “Vehicle Information” section, you must indicate the make of the vehicle and trailer (if any). Previously, only the type and model were indicated.
3. It is necessary to mark the medical examination and technical control.
4. The waybill registration log can be kept in electronic form.

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Document storage order

Submitted vouchers are stored for at least 5 years (Order of the Ministry of Transport of the Russian Federation No. 152 of September 18, 2008).

Responsibility for the safety of the forms rests with:

• To the head of the institution.
• For officials (responsible for the operation of the vehicle).

The following may check vouchers:

1. Traffic police officers.
2. Federal Tax Service.
3. GIT workers.

In the absence of vouchers, a fine of 200 rubles may be imposed for each unissued voucher (Article 12.13 of the Administrative Code).

What sanctions are provided for the lack of a voucher?

the form 3 waybill during the trip and present it to the police officer upon request. Moving without it risks bringing the driver to administrative liability under Article 12.3 of the Administrative Code, Part 2 in the form of a fine of 500 rubles. The Federal Tax Service, the traffic police inspector, as well as GIT employees have the right to check whether the driver has a permit. At the enterprise, waybills must be kept for 5 years in accordance with Order of the Ministry of Transport of Russia No. 152 of September 18, 2008. The dispatcher or other authorized employee of the company is responsible for this. He may be fined in the amount of 20 thousand rubles if he does not have vouchers. In this case, the enterprise itself can be fined up to 100 thousand rubles.

Responsibility for the absence of a waybill

The legislation of the Russian Federation does not allow driving a passenger vehicle without a permit.
For leaving without this form, a fine of 500 rubles is imposed. Sometimes you can limit yourself to a warning. Also, a driver may be subject to an administrative fine for filling out a ticket incorrectly. The legislation of the Russian Federation regulates the following fines:

1. If the driver does not have a vehicle travel form, he will be fined 500 rubles or given a warning.
2. If an official of the institution does not have a vehicle travel form, the fine is equal to 20 thousand rubles.
3. For an institution, such a fine can be imposed up to 100,000 rubles.
4. In some circumstances, all penalties may be imposed at the same time.
5. The individual entrepreneur is fully responsible for this violation, even if he is not a legal entity. face. The fine for traveling without a voucher for an individual entrepreneur can reach up to 100,000 rubles.