From January 1, 2022, the rules for filling out travel forms have changed. The cases in which it is needed have expanded. In this article we will tell you when you need a waybill and how to properly issue it according to the new rules.
- What is a waybill and why is it needed?
- When and for what period is a waybill filled out?
- In what cases can you not fill out a waybill?
- Rules for filling out a waybill
- Who controls the availability of waybills?
- Fines for lack of waybill
- Main changes about waybills in 2021
What is a waybill and why is it needed?
A waybill is a document for recording and monitoring the operation of a vehicle and driver.
The law prohibits the transportation of passengers, luggage and cargo by vehicles without issuing a waybill (Federal Law of November 8, 2007 N 259-FZ).
The waybill is one of the mandatory documents that the driver of a corporate car must have with him. This obligation is spelled out in paragraph 2.1.1 of the Traffic Rules.
From January 1, 2022, a waybill must be issued for every vehicle of a legal entity or individual entrepreneur, and not only for those that transport cargo, passengers and luggage. This rule was introduced by Order of the Ministry of Transport N 368 dated September 11, 2020.
A waybill is the main document confirming the actual consumption of fuel and lubricants for production purposes. The cost of consumed fuels and lubricants is included in expenses by type of activity or as part of other expenses.
Also, the waybill can be used as a primary document to confirm the provision of services and their volume, if this is stated in the contract.
Features of the design of a waybill for a taxi
The sphere of passenger transportation is controlled by law.
In addition to the license, the driver needs to issue a number of documents, including taxi waybills. They are filled before each shift. Why do you need a taxi voucher?
This is a kind of guarantee of safety for the passenger. The driver must undergo a medical examination twice: at the beginning and at the end of the shift. Many are outraged by this order, but in fact the need for it has been proven by practice. A medical worker will not allow a driver to come on line if he or she is feeling unwell or has been drinking the day before. This guarantees the passenger that his service will be handled by a person whose health condition allows him to drive the car.
The requirement for a check at the end of the shift is due to the dishonesty of some taxi drivers who allowed themselves to drink beer immediately after the medical examination. Previously, they could receive a call from a dispatcher who could determine the driver’s condition by his voice. But now most taxi drivers are considered partners rather than employees. Checking at the end of the shift allows you to identify people prone to drinking alcoholic beverages and say goodbye to them.
Vehicle inspection is a completely justified procedure, during which possible malfunctions that interfere with the operation of the vehicle are identified.
When and for what period is a waybill filled out?
The document is issued either for one day or for one flight before departure (Order No. 368, paragraph 9).
If the duration of the flight exceeds the length of the shift or working day, the waybill will be valid for the entire flight.
If there are several flights during the day or change, you need to issue a waybill before the first flight. This waybill will be valid for one day.
If during the trip several drivers will drive the car in turn, then before the trip the waybill must be issued for each driver separately.
Typically, the form is completed by a dispatcher or other authorized employee. This obligation must be established by order of the manager, since the employee is responsible for errors made during registration.
Automatic control of organization fines
Vehicle data
In this section of the waybill you must indicate:
- type of vehicle;
- model, make, state number of the vehicle, and if the vehicle is used with a trailer, then also the model, make and state number of the trailer;
- vehicle mileage at the time of leaving the parking lot and at the time of return (according to odometer readings);
- date and time of pre-trip or pre-shift monitoring of the technical condition of the vehicle;
- date and time of the vehicle leaving the parking lot and returning back. Also see “The Ministry of Transport reminded how to draw up a waybill correctly.”
Attention!
The last three points must be certified by the signatures of the responsible persons with a transcript. An individual entrepreneur can certify this data himself.
Rules for filling out a waybill
There is no single mandatory form of waybill in the legislation. Each organization can develop its own form. As a basis, you can take the unified form approved by Resolution of the State Statistics Committee of Russia dated November 28, 1997 N 78 and enter the necessary details into it. The main thing is that the form of the waybill meets the requirements of Order N 368.
Standard form of waybill for a truck
The developed form of the waybill must be approved in the accounting policy of the organization in the form of an appendix.
Order N 368 lists the mandatory details that must be contained in the waybill from January 1, 2022:
- name and number of the waybill;
- information about the validity period of the waybill;
- information about the owner (holder) of the vehicle;
- information about the vehicle;
- information about the driver;
- transportation information.
You can fill out the form manually or on a computer, whichever is more convenient.
The authorized employee indicates on the form:
- Waybill number. It is indicated in the heading section in chronological order. The name of the waybill also indicates the type of vehicle.
- Validity. If the sheet is issued for one day, only the date of issue is indicated - day, month, year. If the flight will take several days or weeks, then two dates are entered - the beginning and end of the period during which the document is valid.
- Information about the owner of the car.
For legal entities:
- Name;
- organizational and legal form;
- address and telephone;
- OGRN.
For individual entrepreneurs:
- Full name of the entrepreneur;
- postal address, telephone;
- OGRNIP.
- In the vehicle information you must indicate:
- Type, make ( not required until 2022 ), model of vehicle and trailer/semi-trailer (if available).
- License number of the vehicle and trailer/semi-trailer (if available).
- Odometer readings before leaving the parking lot and after returning to it with the signature of an authorized employee or individual entrepreneur, if he drives the car himself.
- Date and time in hours and minutes of the pre-trip or pre-shift technical inspection of the vehicle signed by the inspector with a note indicating permission to release the vehicle.
- Date and time of release and return of the vehicle.
If the driver drives the car alone and without cargo, a pre-trip inspection is not needed. If there is at least one passenger, then technical control is mandatory (clause 2 of Article 20 of the Federal Law “On Road Safety”).
- driver information section should contain:
- Driver's full name;
- date and time of the pre-trip medical examination. The medical worker signs, deciphers and marks the driver’s permission to perform duties;
- date and time of the post-trip medical examination if the driver is transporting passengers or dangerous goods. Also the signature, transcript of the medical worker and a mark on completion of the post-trip medical examination.
Since 2022, a new procedure for marking medical examination and technical control has been introduced:
- based on the results of the pre-trip medical examination, o is indicated on the waybill;
- Based on the results of the post-trip medical examination, the o.
The marks were introduced to bring the procedure for filling out waybills into line with the procedure for conducting pre-shift, pre-trip, post-shift, and post-trip medical examinations, approved by Order of the Ministry of Health of the Russian Federation dated December 15, 2014 No. 835n. The form in which this mark should be affixed is not indicated in the order; most likely, doctors, as before, will use the appropriate stamps.
The rules for conducting medical pre-trip examinations are described in detail in the article.
- Transportation information block (introduced from January 1, 2021). It contains two fields:
- Type of communication - urban, suburban, intercity, international. The field is filled in when transporting goods, passengers and luggage.
- Type of transportation - regular, upon request, transportation by passenger taxi. To be completed only in case of transportation of passengers and baggage.
In addition to the required fields, the organization can add additional details to the waybill. All issued waybills must be recorded in the waybill registration log.
From 2022, the journal can be maintained both on paper and electronically. For an electronic journal, printing is required. Information entered into the electronic journal must be certified by an enhanced qualified electronic signature in accordance with Federal Law No. 63 “On Electronic Signatures” dated April 6, 2011.
Where can I get a travel document form?
Use ready-made forms from Goskomstat or develop your own.
How to develop your own travel forms
- Include the required details in the form: name and document number, validity period, vehicle owner, transport information, driver information, fuel information, odometer readings, route, and so on.
- Add details that will help you control drivers or calculate salaries.
- Approve the form with an order. If you are an LLC, record it in your accounting policy.
