Form of waybill of a passenger car (form 3)

Source / official doc: Approved by the Resolution of the State Statistics Committee of Russia dated November 28, 1997 No. 78

Document's name: Model form No. 3 (OKUD 0345001)
Format: .doc
The size: 94 kb

Today, it is rare to see a company or company that does not use a car for business purposes. The need began to increase after the costs of organizations began to rise. For various trips of a working nature, it is necessary to have a form of a waybill of a passenger car.

What is this document

The waybill is the main document for creating primary accounting, which, together with the TTN, during the transportation of products, controls the criteria for the car and the driver. In addition, the paper allows you to correctly calculate the salary for the driver, as well as ensure the final bill for the transportation of goods. It is issued by the dispatcher in a single copy once per shift. The form of the waybill of a passenger car is as follows:

The legislation of the Russian Federation decreed that it is necessary to use the waybill form 3. This decree was created on 28.11.97 №78. However, if the company is not comfortable using it, then they can develop their own version. The document contains information of the following nature:

• date of receipt and number;
• personal information about the driver;
• contact details;
• vehicle characteristics;
• what is translated and a brief identification of the goods.

When drawing up an independent form, you need to know the following filling form:

• the seal of the company that the car is registered with does not need to be put;
• the date and time of the inspection must be entered;
• it is mandatory to indicate the date and time of departure of the car on the flight;
• the driver must have a medical record of his health with him.

You can download the form of the waybill of a car for free on our website.

Application of waybill

A waybill is required for long trips. It should be used in the following cases:

• when transporting people to different countries;
• when transporting commercial products and heavy loads.

The benefit of this sheet is that upon presentation of this document to the accounting department, they deduct the cost of gasoline and fuels and lubricants. Therefore, the driver can work on his vehicle, while he will be compensated for all cash costs for fuel.

Surrender

When the driver comes back from the trip, he must sign the document under the column “Car handed over”. After that, the vehicle and paper are given to the mechanic. He, in turn, takes all the speedometer readings, and also checks the remaining gasoline in the tank. After a thorough check of all the completed data, he signs. Further, the form is given to the dispatcher, who is certified by the signature and indication of the time and date of arrival.

Not every vehicle owner needs to fill in waybills. Or whoever is in charge of managing it. When you need to fill out a waybill for a passenger car and how to do it, you can find out in the materials of this article.

Accounting by legal entities involves the mandatory filling of waybills. This document is also of interest to representatives of tax services.

A waybill is a type of primary documentation that allows not only to take into account the costs associated with the purchase of gasoline, but also to deduct them from the general tax base.

The main function of such sheets is the ability to reduce the tax paid to the budget.

In some situations, filling out the document becomes mandatory.

What is the form of this document?

Waybill - a document confirming the legality and availability of the right to drive transport.

The form is issued by legal entities that own the car. The document contains information about travel time, mileage, gas mileage and other characteristics of the car.

Do you always need to make waybills for cars?

Let's list the drivers exempted from such duties:

• If the legal entity is the owner of the vehicle.
• When using a vehicle with registered ownership of an individual. And when using a car for personal purposes, transfer based on a power of attorney.

When does it become necessary to fill in a waybill?

If the document is not completed, work is prohibited:

• Trucks.
• Passenger cars.
• Trolleybuses.
• Trams.
• Buses.

And other types of transport in which passengers with luggage are transported. Baggage refers to things belonging to passengers, which are accepted for transportation in accordance with the established procedure.

Cargo - the name of the material objects for which transportation is organized. Finally, passengers are groups of individuals who conclude an appropriate contract.

Or persons for whom they conclude contracts for the chartering of vehicles.

Terms of issuance of waybills of a passenger car

Too much time and effort can be spent on the daily filling out of the travel sheets. Especially in small businesses without a separate dispatcher.

Therefore, many drivers ask if it is possible to draw up documents for several days at once?

The text of the legislation indicates the possibility of registration not only for each day, but also for a period of no more than 30 days.

The procedure for filling out a waybill for a passenger car in form 3

Front side

There is not as much information to be entered as it seems at first glance:

• The company stamp is always placed at the top. The date and number of the document are put just below. If necessary, designate a series.
• The next column is needed for the name of the company. They also write the address with the phone number. And the company registration code in the relevant authorities.
• The dispatcher then fills in the vehicle information, including the inventory garage identifier, state number, and make.
• Next comes the line with the full names of the drivers, the details of the driver's license, and the personnel number.
• There is also the next section. But it is filled only by organizations with a narrow specialization. For example, taxi services. They need to enter the license card numbers.
• After filling out the dispatcher, individual tasks for drivers are determined. The document is endorsed and handed over to the driver personally.

Mechanics also endorse documents, indicating their personal data. The driver must also sign when he gets the car at his disposal.

Each time the employee notes exactly how much fuel he bought at the gas station. And what brand I used. Be sure to indicate the actual date, time of return to the garage.

Downtime and delays are noted if necessary.

Back side of document

Drivers need this side. Here they celebrate individual progress in their job assignments. Be sure to write about the places of departure and destination.

The period of time passed by the mileage is deciphered in full.

Third parties have the right to sign, with their direct participation in the performance of tasks.

The lower part of the document is required to display hours per day in total, mileage based on speedometer data.

An employee's salary is determined on the basis of these data, depending on the system adopted at the enterprise. After the final fixation of the information, the waybill is transferred to the accounting staff.

Special rules for filling sheets on the line

There is a certain sequence of actions for those who fill out a document on the line:

• The exact time must be entered in hours and minutes. There is a separate column "Arrival time" for this. But only the moment is reflected when the driver himself shows the waybill to clients or customers.
• There is a column "Customer". Here customers leave their signatures. To confirm that all the details in the document are correct, correspond to reality.
• Column 21 is also filled in, which is called "Upon arrival". "Upon departure" - respectively, column 22. Customers set all parameters here, writing them off the speedometer.
• "Special Notes" - line for comments from customers, if necessary.

If the car returns to the garage

The work is usually completed by returning the car to the territory of the garages. The document is filled out in a sequence that is clearly described in the legislative regulations.

It must be strictly adhered to.

• "Work of the driver and the car" - a section filled in by a mechanic. In particular, column 2 is used. An important requirement is the accuracy of the description of the time of returning to the garage. Month, year, hours, minutes - absolutely all data must be present in the column.
• "Speedometer readings" - column 4, which is also filled in by the mechanic. Column 10 is where the exact "Return Balance" is displayed. The column refers to the section with "Fuel movement".

At the end, the mechanic signs, confirming the accuracy and reliability of the information provided.

• The fuel and lubricants technician is also involved in the work at this stage. The driver gives him a ticket. After that they fill in the field "Completed" with number 11. And the signature is also put.
• The signature in the line "Pass" is put by the driver himself. This is necessary to confirm the good condition of the machine at the moment when it surrenders to the mechanic. To confirm this fact, the mechanic signs in the "Accepted" column.
• The dispatcher accepts the papers at the last stage. And they also put their signature. The document is registered in a special journal.

When delivering goods to the enterprise, you must sign a special paper. You can find out how to compose in the article at the link.

Conclusion

If the waybills are filled in incorrectly, fines are imposed on the organization... And the offender is not reimbursed for tax losses incurred in connection with the operation of the vehicle.

Legal entities pay a fine of 10 percent of the total amount of transactions performed.

The performance of any transactions must be supported by the relevant primary documents. Each of them has legal force.

Find sample documents with blank lines to fill out easily on specialized sites.

Form 3 is unified. This means that it is suitable for any enterprise, regardless of the field of activity.

You can be sure that filling out such a document meets all legal requirements. The main thing is to remember about the deadline for which the sheet is filled out. This period is equal to a month.

How to fill out a waybill of a passenger car in form 3 in 1C - see this video:

In order to use cars owned or at the disposal of a company, its driver must have a waybill 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 passenger 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 where 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 obligatory details provided for accounting forms. Basically, the standard intersectoral form No. 3, approved by Goskomstat, is used.

The issued document is entered into the travel ticket register, 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 that he visits, recording information about the time and kilometers traveled.

Upon arrival at the garage, the car is examined by a technician, 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 passenger car

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

Front side filling

Above the company stamp is put down, below the number (if necessary, a series) and the date of the document

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.

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 signs the document and hands it over to the driver.

A special section is provided for the mechanic 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, an employee reflects the amount of fuel filled, his brand. A station employee 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 about 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 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 service assignment, indicating the places of departure and destination with a decoding of the time period and mileage traveled. When working with third parties, they can sign for the driver'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.

Before setting off on a route or on a flight, drivers receive a Waybill of a passenger car. The form has the established form No. 3 (Resolution 78).

The strict format of the document does not allow arbitrary changes in shape. The waybill of the car is made and used only in a unified form.

There are certain rules for entering data into the waybill of a passenger car. The circle of persons entitled to make entries in the form is limited. Records can be made by the dispatcher or other responsible employee. The driver's participation in filling out the document should be limited to affixing a signature.

All organizations where cars are used in work are required to issue a waybill for a car. This form belongs to the primary accounting documentation.

In particular, the waybill of a passenger car is convenient to use for accounting of fuel consumption. Also, the document is used to calculate the amount of wages.

A waybill for a car is issued for a period limited to one shift, one day, or a business trip that can last several days.

All columns of the waybill are significant and the reliability and accuracy of the information in the document, and hence the accuracy of subsequent accounting activities, depends on their correct filling.

The waybill of a car has a registered number, contains detailed information about the vehicle, must be dated and certified by the seal of the organization operating the vehicle. Cases of using trailers or semi-trailers with the entry of their data are also recorded.

On the way, the car can be accompanied by responsible employees. The data of such employees must also be recorded in the Waybill of a passenger car.

A waybill is a special document confirming the fact of vehicle movement, driver's work, fuel consumption. Since 2019, new rules have come into force. 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 costs of maintaining a car. Also, on the basis of "vouchers" (as this paper is often called), in many institutions, the driver is paid wages.

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. Exceptions are companies that provide services for the carriage of goods or passengers, they are required to keep records of vehicle movement 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, is 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 owners who operate cars.

Travel slip form

New form of waybill in 2019: special requirements

There are no changes to the waybills in 2019. 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 required 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 form of waybills, then the mandatory requirements should be taken into account:

1. Name of the document, number and date of issue. Chronology must be observed when numbering.
2. The duration of the voucher. The maximum period is one month.
3. Information about the owner of the car. Now it is necessary to indicate the OGRN.
4. Information about the vehicle driver (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 departure 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 health worker who performed the medical examination.
11. Information about the pre-trip technical inspection with 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. 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 necessary 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, has passed a technical inspection, and the driver has the right to drive the car (passed a medical examination). If the traffic police inspector is not provided with 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 in 2019

For each type of vehicle, 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.

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 and accuracy 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 income and penalties.

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!