Sample of filling out a waybill for a truck (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 urban 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.

What forms to use

All Russian companies and private entrepreneurs operating vehicles are required to maintain waybills. Freight transport is no exception. “Voucher” is a document confirming the expenses incurred for the operation and maintenance of the vehicle, and fuel consumption. The completed form is the basis for calculating wages to the driver.

For each type of vehicle, individual forms of a unified form have been developed and approved (Decree of the State Statistics Committee of November 28, 1997 No. 78). According to Law No. 402-FZ of December 6, 2011, it is not necessary to use the approved forms; the organization has the right to independently develop and approve the form, taking into account the special specifics of the enterprise’s activities. In practice, the vast 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-S (OKUD 0345004) and No. 4-P (OKUD 0345005). Truck waybills (form 2020) of form No. 4-C are used by organizations in which drivers are paid on a piece-rate basis, and form 4-P is used for time-based payment. It is possible that both forms may be used in one institution.

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 involved 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.

New filling rules

IMPORTANT!

As of March 1, 2019, changes to the rules for filling out vouchers for all types of transport came into force. The Ministry of Transport of Russia introduced innovations by Order No. 467 of December 21, 2018 into the main regulations on vouchers - Order No. 152 of September 18, 2008.

Previously, legislators established a list of mandatory details, without which a document can be considered void. In addition, the relevant orders have abolished the mandatory affixing of a company's official or round seal on a voucher, if the charter of a budgetary organization does not provide for the use of a seal.

If the document does not contain all the required details, then traffic police officers have the right to fine the owner of the car and the driver. Tax officials will also not accept the document as proof of expenses; they will recalculate the tax base and issue a fine.

Information required to be filled out in the 2021 truck voucher form:

1. Name and number of the document, date of formation (extract). The chronological order should be strictly observed when numbering vouchers.
2. The validity period of the document, that is, the period for which it was issued, but not more than one flight or work shift.

IMPORTANT!

From 03/01/2019 the validity period of the voucher has been changed. Previously, the document was issued for a period of up to 1 month inclusive. Now issue 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 made during the working period.

1. Full details of the owner of the vehicle, including OGRN (OGRNIP - for private owners).
2. Car driver details: Full name and a valid driver's license number.
3. Information about transport: license plate, make.
4. Odometer data before leaving and upon returning to the garage.

IMPORTANT!

As of March 1, 2019, it is no longer necessary to certify odometer readings with a seal or stamp. The signature of the responsible employee is sufficient.

1. The exact date and time of the start of the flight and return to the garage.
2. Signature, full name and the position of the responsible employee who took and recorded the odometer readings, date and time.
3. Date and time of the driver's medical examination before departure and upon return.
4. Signature and full name the medical professional who performed the examination. If available, a stamp is affixed, but it became optional as of 03/01/2019. All you need is the signature of a health worker.
5. Information about passing a technical inspection before departure on a flight in DD/MM/YYYY format, as well as hours and minutes.

IMPORTANT!

Such inspection has become optional for passenger vehicles operated for the company’s own needs. A note on pre-trip, pre-shift and post-trip control is optional. But for commercial carriers and enterprises operating buses and trucks for their own purposes, it is mandatory.

1. Signature and full name person responsible for vehicle inspection (mechanic, inspector, foreman).

The document is always drawn up in a single copy. The completed form is certified by the manager and a round stamp is placed (if available). The completed ticket is handed over to the driver. At the end of the trip (fulfillment of the task), the driver hands over the document to the responsible person of the budget organization for signature. A new sheet should not be issued until the driver reports on the previous one.

Below you will find a ready-made sample of filling out a truck waybill 2021.

What has changed since February 26, 2017

Order of the Ministry of Transport of Russia dated January 18, 2017 No. 17 stipulates that from February 26, 2021, affixing a seal or stamp in the heading part of the waybill is no longer necessary (clause 12 of Order of the Ministry of Transport dated September 18, 2008 No. 152).

At the same time, from February 26, 2021, the obligation was introduced to confirm that a pre-trip inspection of the technical condition of the vehicle was carried out (clause 16.1 of the Order of the Ministry of Transport dated September 18, 2008 No. 152). To do this, the waybill must include the following information:

• date and time of pre-trip inspection of technical condition;
• signature, full name controller.

Features of accounting and storage of documentation

Vouchers should be taken into account in the voucher registration log. The form of the form can be developed independently and approved in the accounting policy. Or use unified documentation in Form No. 8 (OKUD 0345008), approved by Resolution of the State Statistics Committee of November 28, 1997 No. 78.

The procedure for filling out the travel voucher log is based on the chronological registration of all issued forms in the organization. In a separate order, assign someone responsible for compiling the journal. If a budget organization uses its own journal form, then the procedure for filling it out should also be approved. The responsible person should be familiarized with this procedure and signed.

Keep vouchers and registration logs for at least 5 years - such requirements are specified in Order of the Ministry of Transport of Russia dated September 18, 2008 No. 152. For the lack of documentation, tax authorities can fine you 200 rubles for each document.

New forms and samples with additional details from December 15

Next, you can download new forms and samples of new waybills used from December 15, 2021:

Liability and penalties

The manager, as well as responsible employees, are responsible for the correctness, reliability and completeness of the information specified in the documentation. A correctly drawn up voucher is not only the basis for writing off expenses, but also confirmation that the vehicle is in good working order, the driver has the right to drive the car, has passed a medical examination, etc.

A traffic police officer will issue a fine in the amount of 500 to 3,000 rubles for an unprovided or incorrectly compiled waybill (Article 12.3 of the Code of Administrative Offenses of the Russian Federation). And if Federal Tax Service employees discover significant errors in filling out vouchers, they will exclude expenses incurred on them, recalculate the income tax base and issue a fine. Also, if you do not submit documents for a desk audit to the Federal Tax Service, the organization faces a fine of 200 rubles for each document.

Reverse side

This side of the form contains information about the sequence of tasks for the truck driver. Indicate the individual flight number, which is also indicated in the travel log. The route of a truck indicates the points of departure and arrival, intermediate places of unloading and transfer of cargo, possible stops, and the actual length of the trip. The full name of the consignor and consignee must be indicated. The driver signs this information.

Fuel consumption accounting

An important indicator affecting the cost of transportation. Based on reference data, the dispatcher calculates the nominal fuel consumption required for the trip and enters it into the sheet. In this column, you also need to describe in detail what brand of fuel is used, and how much it was poured into the car’s tank, whether it needed to be refueled and for how much. The balance in the tank at the time of arrival is recorded. After the trip, a comparative analysis of nominal and actual data is carried out and excess fuel consumption or its savings are calculated. This information is used when calculating the cost of services and manufactured products at enterprises; they are taken into account when calculating income tax.

Thus, the permit is considered the most important primary document that accompanies and regulates the mileage and route of the truck and takes into account the driver’s work time. A gross violation fraught with a fine (Article 12.3 of the Code of Administrative Offenses of the Russian Federation) is considered to be the absence of a 4-P waybill for the driver during a trip. If a document is filled out incorrectly, it is considered invalid. It is also important to remember that the driver does not have the right to make changes to the voucher. The customer can do this; he also writes out the invoice numbers on tear-off coupons.

How to fill out a waybill before leaving the garage

There are not many columns to be filled out in this part of the sheet. Following the recommendations, filling out this form is often quite simple.

1. The columns related to the section “Fuel Movement” are filled out by the tanker or fuel and lubricants technician. These columns record data on the fuel actually received to carry out the work;
2. The front side of the travel document form must contain a note about the medical examination. A medical examination is a mandatory procedure before the start of cargo transportation work. Only an officially authorized person with a medical education performs a medical examination and fills out the necessary columns of the waybill. The purpose of the medical examination is to determine the driver’s health status and his ability to drive a vehicle;
3. Before the vehicle leaves for the line, a specialist from the technical control department or checkpoint must record data from the car’s speedometer and enter this information in the “Speedometer readings” column. The column is located in the “Car and Driver Operation” section;
4. These same specialists reflect the time the car left the line. The time is recorded in the “Actual time” column. It is possible to enter data either manually or using a stamp. Sequence of data indication: date, month, hours and minutes;
5. Another column related to the “Fuel Movement” section reflects the remaining fuel in the vehicle’s tanks when leaving the route. This data is recorded by the fuel and lubricants mechanic in column No. 12 of the waybill;
6. The waybill form contains lines that reflect the actual condition of the vehicle (its suitability for work, technical notes and recommendations). This section is filled out by a quality control mechanic and indicates the vehicle’s readiness for work, and also serves as permission for the driver to leave. This section is certified by both the mechanic and the driver’s personal signature.

Logbook for recording the results of pre-trip control

The logbook for recording the results of pre-trip control must contain the following details: 1) name of the make and model of the vehicle; 2) state registration plate of the vehicle; 3) last name, first name, patronymic (if any) of the driver of the vehicle; 4) last name, first name, patronymic (if any) of the inspector who carried out the pre-trip control; 5) date, time of pre-trip control; 6) odometer readings (full kilometers) during pre-trip control; 7) mark on passing pre-trip control; signature of the vehicle driver; 9) signature of the controller who carried out the pre-trip control.

You can .

The article was prepared, among other things, using materials from the website “HR Blog”

Rules for filling out a waybill when returning to the car park

After the vehicle returns to the garage, filling out the waybill form continues. The following data is entered into it:

1. The first step is to fill out the “Works of the vehicle and trailers” section. This includes data on the flights made, the amount of fuel consumed, the time spent performing work, as well as the actual mileage during the shift;
2. The “Fuel Movement” section contains lines about the remaining fuel, which are filled in by the quality control mechanic. The fuel and lubricants technician confirms the actual delivery of remaining fuel by the driver;
3. After handing over the vehicle (the condition is recorded by the quality control department mechanic and is determined as satisfactory or unsatisfactory), the driver puts a mark in the “Passed” column, which is certified by the signature of the quality control department mechanic.

How to fill out a waybill on the route

Consider the procedure for filling out the travel form using the example of form No. 4-c.

1. Column No. 27 contains information about the numbers of all flights made. This is necessary for subsequent sorting of all attached delivery notes;
2. The next column must contain the numbers of all waybills attached to the waybill;
3. Data on the date and time of provision of the waybill form to the consignee or sender are entered in columns No. 28-30. This occurs if a checkpoint is provided on the territory of the customer or consignee. Otherwise, these columns are not filled in, and the data is entered in the corresponding lines of the consignment note;
4. Columns No. 39-40 contain the full name of the shipping organization. Data about the shipper (name and details) are certified by the signature of the shipper or an authorized representative, and also certified by a seal;
5. If any unforeseen circumstances arise that cause downtime, in this case the line “Downtime on the line” is filled in. The data is entered by the appropriate specialist (technical assistance employee) or any other authorized person. The column must indicate the reasons for the downtime, the date and the exact time period during which the vehicle was idle. Data on downtime is certified by the signatures of the persons who filled out this column;
6. On the front side of the waybill there is a section “Special notes”. It contains data that is not included in the waybill: comments and refusals of the customer to carry out work or vehicles, comments from traffic police officers and road service specialists.