How to fill out a truck waybill correctly

A waybill for a truck of an individual entrepreneur or organization is a document that an organization needs to record and control the work of the driver and truck. Its form is not mandatory (the employer can use his own), but there are requirements for the information that should be in this form.

For organizations and individual entrepreneurs involved in the transportation of goods, the main documents are waybills for trucks or, as they are often called, vouchers. Along with waybills for transported goods, a voucher is a primary accounting document that determines the performance indicators of each vehicle (VV).

The data from it is necessary for accounting:

• kilometers traveled by the car;
• fuel consumption;
• operating mode;
• driver payroll;
• for settlements with customers for completed transportation.

The form of the truck waybill was approved by Resolution of the State Statistics Committee of the Russian Federation No. 78 of November 28, 1997. A new form of truck waybill in 2021 appeared in March, it updated the mandatory information about the driver’s work and rest schedule and about undergoing a medical examination before starting work and going on a trip.

What documents on motor transport should be drawn up in the organization?

Get free access to all forms and instructions for filling them out for cars and trucks from ConsultantPlus.

Why is it necessary to create waybills?

If a company uses vehicles, then it must organize proper recording of its performance indicators.
This is necessary not only to plan the costs of its operation and justify tax expenses, but also to ensure the safety of the machines for both company employees and third parties.

For these purposes, entities can develop and use waybills that reflect transport operating time, mileage, downtime, amount of cargo transported, etc. There are document forms recommended by Rosstat, which are divided into two types - 4-C and 4-P.

The waybill contains notes from all responsible persons responsible for its safety regarding the permission of both the vehicle and the driver to operate. In this form, the tanker reflects the amount of fuel issued to this vehicle, and the calculator determines its planned and actual consumption.

Attention! In this document, the driver reflects the detailed route of the car, recording the exact addresses. This allows management to determine how assigned tasks are being performed and to prove to clients that the appropriate services have been provided.

A waybill can be issued for every day, and, if necessary, for a work shift. When transporting cargo and passengers, the waybill is one of the most important documents.

How to reflect new content requirements in a travel voucher

In accordance with Order of the Ministry of Transport of Russia No. 476 dated November 7, 2017, the form indicates not only the address and telephone number of the organization, but also its OGRN.

In letter No. 03-01/21740-IS dated September 28, 2018, the Ministry of Transport of Russia reminded that the form contains marks about passing medical control. The driver is checked by a doctor (the date of the check is indicated), and the vehicle is checked by a mechanic. A date stamp is placed on the waybill indicating that the pre-trip control has been passed. A pre-trip and post-trip medical examination stamp is not required. The doctor who conducted the examination has the right to enter only the date, full name. and personal painting.

Types of waybills for trucks

Depending on what indicators are used to record vehicle operation, there are two types of waybills - 4-C and 4-P.

Form 4-P

Waybill 4-P is used in cases where the operation of transport is recorded on the basis of recording the time of its operation. This document is filled out when the fee for using a car is calculated based on time rates.

For example, when a vehicle transports goods, and payment is made not for the tonnage transported, but for the time the vehicle is in operation. However, there is a limitation in its application. Such a waybill can be issued if cargo is delivered to no more than two destinations per day.

Form 4-C

This form 4-C is most often used to document the operation of vehicles. It allows you to take into account the piecework indicators of vehicle use.

This waybill is used by carriers who charge per ton-kilometer.

Is it necessary, when and why?

A waybill is required for each use of freight vehicles, including for the company’s own needs. The permit is also a mandatory document for the driver and is provided to State Traffic Inspectorate employees when checking documents.

Correct and timely filling out of the auto voucher also allows you to:

• correctly calculate the driver's salary
• determine and keep records of the consumption of fuels and lubricants for other reporting purposes
• calculate the cost of products (services provided) and depreciation of vehicles, which is required to determine the amount of corporate income tax
• confirm the serviceability of the vehicle, the possibility of carrying out cargo transportation and the possibility of allowing a specific driver to drive a truck

Truck waybill form 2019 free download

Download the truck waybill form according to Form 4-P in Excel format.

Download the form 4-C truck waybill in Excel format.

Sample of filling out Form 4-C in Excel format.

Sample of filling out the 4-P form in Excel format.

Filling the tear-off spine

Each waybill has a tear-off spine containing a coupon of the first and second customers, which are transferred to the organization - the shipper.

When filling out, you must follow the following rules:

1. At the top of each coupon the details of the waybill, which is the basis for the carriage, are indicated.
2. The parameters of the work performed are indicated:

• time spent on order fulfillment
• number of flights
• total vehicle mileage
• tariff according to which wages are calculated, etc.

1. After filling out, each coupon is signed by the taxi driver (if available) and the head of the operational department.

What documents are attached to the sheet

The list of documents attached to the waybill varies depending on the type of cargo being transported. The following must be attached:

• waybill
• invoice for services

Additionally you may need:

• documents permitting the transportation of large or dangerous goods
• certificates of conformity
• certificates issued by various organizations confirming various facts

Sample of filling out a waybill in 2019

According to form 4-P

Front side

Such a waybill is used if the driver is paid according to the hourly payment system. It is intended for only two flights, and to record them, there are two tear-off coupons on the form, which are issued and handed over to customers.

Filling out the form must begin from the top. The company stamp is affixed in the right corner. Next, you must indicate the series and number of the document, and the date when it was compiled.

The following line contains information about the organization. According to the new rules, in addition to the name, address and telephone number, it is now necessary to enter the OGRN number. On the right side of the table you need to enter the OKPO code.

In the columns on the left side of the form, information about the car and the driver is recorded. Here you need to enter the make of the car, its garage and license plate number, full name. driver and his driver's license details. Next are the columns where you can indicate information about trailers working with the machine - their brand, license plate and garage.

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The following table records the task for the driver - the name of the company at whose disposal he comes, the time of arrival and departure, the number of hours of work and flights. In total, you can enter information about two routes.

Under the table, the dispatcher indicates the amount of fuel that needs to be filled into the car, and with a signature confirms admission to the flight. Below, the admission note is made by the doctor.

On the right, the dispatcher enters information into the tables. At the top, he must enter data about the day, month, hours and minutes according to the schedule, mileage according to the speedometer, and actual time indicators. These indicators must be indicated for both departure and return.

The following table contains data on the movement of fuel. Here you need to write down its name, how much was filled, the remainder in the tank when leaving and returning to the garage. Data on the idle operating time of special equipment and the engine can also be indicated here.

Confirming signatures are placed under the sign by the tanker, mechanic and dispatcher.

Next, the mechanic and the driver alternately sign the acceptance and delivery of the vehicle.

At the bottom there are two cutting coupons. On this side of the form they are filled out by the owner of the vehicle. Here information about the waybill for which they are issued, indicators for calculation and their tariff rates are entered. At the bottom of the tear-off coupon, the cost of the services provided is summed up, after which the signatures are placed by the accountant and the person in charge.

Reverse side

The reverse side is partially filled in by the transportation customer. It consists of two parts, each is filled in the same way.

First you need to indicate the name of the customer, the date and time of arrival and departure, and the speedometer readings at that moment. Then you need to enter information about the invoices on which the goods were transported, the number of flights, and route points.

If there were downtimes on the line, then they need to be entered into a special table, indicating the reasons and start and end dates.

The table at the bottom contains the indicators used to calculate the work, and the total cost for the customer is summed up.

Each invoice is signed by the payer and the person responsible for receiving the service.

Below is the second side of the cutting coupons. Here the data is also entered by the customer of the service. Here you need to enter the name of the car owner, its make and license plate number, the name of the customer, the date and time of arrival and departure of the car, the speedometer readings at each of these moments.

The information about invoices is duplicated below. In conclusion, it is necessary to summarize the number of invoices, the number of flights, and indicate whether a forwarder was involved during the trip.

According to form 4-C

Front side

This waybill should be used when using piecework indicators.

Despite the innovations, they did not require changing the form of the old form. Its filling starts from the top. In the left corner you need to put the organization’s stamp, then in the middle write down the series, document number and date of its execution.

The next line contains information about the company. In addition to the name, address and contact phone number, you also need to write down the OGRN number here. The OKPO number is entered into the table on the right.

Next, you need to enter information in the left block column. Here you can indicate the car make, state sign and garage number, full name. driver, his personnel number and driver's license information.

Next there are 4 blocks of columns in which you can enter information about the trailers - make, license plate, garage number.

Next, you can record information about the persons who are traveling with the car.

The right block of the graph is filled in by the dispatcher. It records data about the planned day, month, hours and minutes of work, speedometer readings, and actual departure data. All these indicators are indicated first at the time of leaving the garage, and then when returning.

Next is a table with information about the movement of fuel. Here you need to enter the brand of fuel, how much was in the tank when leaving and returning, and how much was filled. To correctly calculate consumption, you can also indicate here the time during which the engine was idling, or special equipment was used.

The tanker, mechanic and dispatcher put their signatures under the data on the movement of fuel, confirming the entered data.

The following table spans the entire width of the document. Here you need to indicate where the car is sent, the time of loading and unloading, the name of the cargo, the mileage and tonnage of the trip and other data. If several flights are planned per working day, they can all be entered here on separate lines.

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The lower part is intended for affixing signatures by responsible persons. On the left side, the dispatcher indicates how much fuel the car needs to be filled, confirms the readiness of the car and the driver for work. The lower level of travel clearance is given by a staff physician.

Next, in the middle of the sheet, a mechanic makes a note about the serviceability of the car. He and the driver alternately sign the acceptance and transfer of the car when leaving the garage and when returning.

On the right side there are empty columns for other marks of responsible persons in the organization.

Reverse side

Next, fill out the back part. At the top there is a table in which the process of completing the task is entered.

This should indicate:

• Loading and unloading points;
• Date, hours and minutes of loading and unloading;
• Information about the operation of the trailer;
• Data on the trade documents used to transport the goods;
• Information and signature of the responsible person from the sender or recipient.

If several flights were performed per day, then each one must be entered in the table in a separate line.

Next, the driver and dispatcher sign the delivery and acceptance of the voucher.

The following table is filled in if there were downtime during the working day. The reason, start and end times, and the signature of the responsible person are indicated.

The last table on this side summarizes the vehicle's performance and can be used to calculate payroll.

Here are the following:

• Data on fuel consumption according to norm and fact;
• Information about the operating time of the vehicle and trailer, with explanation;
• Number of flights and total mileage;
• Tonnage of transported goods;
• Accrual code and wage amount.

The signature of the responsible person is placed under the table.

What documents should the driver have?

When performing a trip, the driver-carrier is required to have a number of documents confirming the right to drive transport owned by a legal entity or individual entrepreneur. These include:

1. A waybill filled out in accordance with the Rules of the Ministry of Transport with all the necessary details.
2. Waybills for cargo.
3. V/u and papers for cars.
4. OSAGO policy.
5. Special permit for the transportation of dangerous goods.

Note: The last paragraph refers to the driver being briefed on the features of safe transportation of flammable, explosive, chemical substances harmful to the health of citizens and the environment.

Where to get a waybill for self-employed drivers

Passenger carriers are required to have a license to work as a taxi driver. The permit must be issued by the organization issuing the permit. But sometimes she is too far away, even in another city. In this case, the driver contacts the transport company from which he receives orders.

When working in Yandex Taxi, first of all you need to ask where to get a completed form with a pre-trip (post-trip) medical examination and technical control. A self-employed person, working on his own or rented taxi, enters into an agreement with a car company (taxi company), where he receives orders and travel documents.

Waybill for individual entrepreneurs

An individual entrepreneur purchases payment forms himself, for example, by downloading the form on the Internet. Fills in the required details. To do this, you must enter into an agreement with a medical organization that has a state medical license with the right to provide pre-trip examination services.

In order to undergo regular technical inspection, you will have to sign an agreement with the ATP, which has an auto mechanic with qualifications as a vehicle technical condition inspector. You can obtain the necessary professional education and the required qualifications in person, then the vehicle inspection is carried out independently.

It wouldn’t hurt to carry the relevant copies of contracts with you. They will confirm the authenticity of the inspector’s or doctor’s mark when meeting with a particularly picky traffic police inspector.

Document storage order

The storage of waybills is regulated by several documents at once - Order of the Ministry of Transport No. 152 and Order of the Ministry of Culture No. 558. However, there is some inconsistency in the information in these documents.

Thus, the order of the Ministry of Transport establishes that it is necessary to store travel forms for at least 5 years. The organization may, at its discretion, extend this period for any period.

But the order of the Ministry of Culture states that the storage period for the voucher is 5 years, but on the condition that during this time it was checked by regulatory authorities.

It follows that if a given area has not been subject to inspections for 5 years, then the company has no right to destroy documents. Separately, the order mentions that if a voucher is the only document that can confirm the harmfulness of an employee’s work, then its storage period must be at least 75 years.

Attention! In addition, since the voucher acts as an accounting or tax document, it is also subject to the provisions of the Tax Code and the accounting law. The first determines the storage period of documents for at least 4 years, and in the second - 5 years.

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.

Required details

The company that owns the truck has every right to develop and approve its own waybill form.

It is recognized as valid only if it contains the mandatory details required by law.

In Part 1 of Art. 6 Federal Law No. 259 dated November 8, 2007 “Charter...” (hereinafter referred to as Federal Law No. 259) states that such details are approved by the federal executive agency exercising powers to develop federal policy and legal regulation in the field of transport (that is, the Ministry of Transport).

Clause 2 of the Order states that the mandatory details apply to:

• individual entrepreneurs;
• legal entities.

Their full list is presented in paragraph 3 of the Order:

In addition to the mandatory ones, an individual entrepreneur or an organization that uses its own form in its work may include additional details in the waybill form due to the specific nature of the activity.

What is it needed for

A waybill for a truck (hereinafter also referred to as PL) is a primary accounting document that is used along with a consignment note and, when transporting material assets, reflects the following indicators:

• service life of rolling stock;
• specific time and date of vehicle departure from the garage;
• mileage per working day (shift);
• fuel consumption;
• time of arrival and departure of the driver from the destination;
• parameters for completing the task - loading and unloading time at a specific point, quantity of cargo shipped or loaded, address of the point, name of the customer, etc.

.

The waybill is intended for:

• driver payroll;
• making payments for the transportation of inventory items;
• accounting for fuel in material costs, etc.