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 to drivers are calculated on a piece-rate basis, and Form 4-P is used for hourly wages. 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:
- Name and number of the document, date of formation (extract). The chronological order should be strictly observed when numbering the vouchers.
- 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.
- Full details of the vehicle owner, including OGRN (OGRNIP - for private owners).
- Car driver data: full name and the number of a valid driver's license.
- Information about the transport: license plate, brand.
- 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.
- The exact date and time of the start of the flight and return to the garage.
- Signature, full name and the position of the person in charge who took and recorded the odometer reading, date and time.
- Date and time of the driver's medical examination before departure and upon return.
- 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.
- 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.
- 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 the 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.
Truck waybill. A sample of filling out on the example of a waybill form 4-C.
The waybill is a primary document, based on which it is possible to record the work of the vehicle itself and the driver. According to this document, in the future, payment for the use of transport and the driver's salary are calculated.
Waybills must be issued to the driver of any vehicle. However, these documents are especially important for organizations providing cargo transportation services, or transporting their own cargo. Waybills - documents for which standard forms are provided. Let's take a closer look at driving directions for trucks.
In this case, there are two typical forms.
1. Form 4-C- it is used if payment for the work of the car is made on a piece-rate basis. ()
2. Form 4-P- is used if the car is operating at a rate that depends on the hours worked. ()
The waybills are filled in by the dispatcher or an authorized employee. The driver is issued against receipt, for a shift, but only after the delivery of the document for the previous period.
The waybill of the truck is stored, in the future, together with the rest of the shipping documents, which makes it possible to check them simultaneously.
An example of filling out on the example of a waybill. Form 4-C is being considered
In the first part, the truck's waybill contains basic information:
First of all, the details of the organization issuing the document are filled in.
The date of filling out the document is indicated, as well as its serial number.
After the vehicle has been inspected by a mechanic, a note is made about its serviceability, which must be confirmed by the signature of the person who carried out the inspection.
Information about the vehicle itself is indicated: the registration number of the car, its brand, information about the presence of a trailer, as well as information about the trailer itself.
A mark is made about the possibility of the driver fulfilling his duties. The conclusion about this is made on the basis of the result of the medical examination. This mark is confirmed by the signature of a medical professional.
The data about the driver is registered: full name, his license number is indicated.
The table "Work of the driver and the car" is filled in, which indicates such data as:
1.the time of the driver's departure to work,
2.the time of the driver's return to the parking lot,
3.the readings indicated by the speedometer,
4. the actual time the driver spent at work.
The table "Fuel movement" is filled in. It should contain data on the amount of fuel that was used during operation and its brand.
The driver's task is described.
The signatures of the driver and the dispatcher or a person authorized by the organization to fill out the document are put.
The second part of the waybill is presented by the table " The sequence of the task". This table is filled in directly by the driver and contains data on all his movements during working hours, as well as a report on the work done.
The waybill of the truck must be kept by the driver throughout the trip, and, if necessary, presented to the traffic police inspector.
Truck waybill - sample:
For freight transport, use the waybill of a truck in the form of No. 4-C. We described how to arrange it in the article and provided a sample of filling. B Lank waybill 4-C can be downloaded in a convenient Excel format.
For cargo transportation, the company must issue waybills, regardless of whether it uses its own transport or rented. Such documents are needed to write off fuel costs and calculate the salaries of drivers. If drivers are paid for the work at piece rates, they use a 4C waybill form. The article contains instructions on how to fill it out.
Waybill form (form 4-C)
Truck waybill - Form 4-C approved by the Decree of the State Statistics Committee of Russia dated November 28, 1997 No. 78.
It is not necessary to use a uniform form. Companies and entrepreneurs can develop their own waybill form 2017. The main thing is that it contains the required details (orders of the Ministry of Transport dated September 18, 2008 No. 152 and dated January 18, 2017 No. 17). Record the use of atypical documents in the accounting policy.
- reference
- Mandatory details of the travel document:
- name, date and validity period of the document;
- information about the owner of the car;
- vehicle type and model;
- state registration plate of the car;
- odometer readings when leaving and entering the garage;
- date and time of departure and arrival;
- the signature and full name of the employee who puts the odometer reading, date and time in the document;
- Full name of the driver;
- date and time of pre-trip and post-trip medical examination of drivers;
- stamp, signature and name of the medical worker who conducts the medical examination;
- a mark on the pre-trip inspection of the technical condition of the car with the date and time;
- signature and full name of the vehicle technical condition controller.
The procedure for filling out the waybill of a truck
How to fill in the waybill of a truck (sample filling 4-С at the end of the article) is spelled out in the decree of the State Statistics Committee of Russia dated November 28, 1997 No. 78. In the form 4-С there is one page on which you must fill in both the front and back sides.
Waybill 4-C: filling the front side
At the top of the document, place the company stamp (if any), document number and date. Enter the name of the organization, its address, telephone number and OKPO code. If required, fill in the code with the mode of operation, columns, and brigades.
Enter the vehicle details below: car make, registration number, garage number, trailer details (if any). After the information about the car, write down the driver's data - full name, driver's license details and personnel number.
- Important:
- If the driver does not have a waybill while working, he faces a fine of 500 rubles. (part 2 of article 12.3 of the Code of Administrative Offenses of the Russian Federation).
Vehicle and vehicle operation... In the table, write down the planned and actual time of departure and arrival from the vehicle fleet, speedometer readings at the beginning and end of the work shift.
Fuel movement... Indicate in the table the type of fuel, the amount at the beginning and end of the shift, as well as the amount of fuel filled. If necessary, record the ratio of fuel consumption in relation to company guidelines. This coefficient can be found in the order to write off fuel and lubricants.
Assignment to the driver. Enter the name and address of the customer where the cargo is to be delivered, and the time of delivery of the vehicle, the type of cargo and its volume in tons, the number of trips.
After the tables, put the amount of fuel required.
The driver must be examined by a paramedic prior to departure. If admission is allowed, on the waybill, he indicates his position, signs with a decryption.
When leaving and returning, a mechanic checks the technical condition of the car. The transfer of the vehicle from him to the driver and back is carried out by transfer signatures.
In the section "Marks of the organization - the owner of the vehicle", write down information about the accident, repairs, etc.
A sample of filling out the waybill of a truck according to form No. 4-C
Waybill 4-C: filling the reverse side
The upper part of the reverse side is filled by the carrier. He records information about all his routes during working hours: where, when and what time the vehicle arrived, the number and numbers of accompanying documents.
In the section "Special notes" the driver writes down information about the reason, type, duration of downtime. For example, the deviation of the travel time from the planned one and the excessive consumption of fuel occurred due to the obstructed traffic along Mira Avenue.
The lower part of the reverse side is filled in by the dispatcher or other authorized person. It records information on the consumption of gasoline, which is calculated according to the rate and in fact. Next, he sets the operating time of the vehicle with a decoding by type of periods, the number of trips and arrivals to the garage.
Also, the dispatcher determines the mileage traveled, schedules the total and loaded mileage, indicates the amount of the transported cargo.
Completed truck waybill form
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 trucks, 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.
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
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
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.
