The order and rules for filling in travel tickets

Each private and public organization should clearly document all its activities. On this account, many special forms, forms and rules have been developed. If they are observed and timely competent filling of the paper, the entrepreneur will not have problems with either the checking structures or the tax authorities that can provide exemption from personal income tax accruals. Especially a lot of questions for beginning businessmen cause the rules of filling in travel lists (PL) and changes in them. Today we will tell you how to properly fill in these important documents, and also present to your attention the samples of the most common forms developed for the release of the vehicle on the flight.

A few words about the submarine

The rules for the completion of travel lists must be observed by any enterprise using vehicles in its main or secondary activities. Without this document, duly filled in, no one is allowed to board any vehicle. Quite often enterprises compensate their employees using personal transport for their work purposes, expenses on fuel and lubricants. They are confirmed with the help of a waybill, in addition, the traffic police who stopped the car, have the right to request these papers, which indicate the data of transport, the driver and the route.

With the help of these documents, any organization writes off its spending on fuel and receives exemption from personal income tax for a certain period. In cases where the rules for the completion of travel lists are not met, the entrepreneur can even be brought to administrative and criminal responsibility.

Drawing conclusions from all of the above, it can be said that a waybill is not just a blank, but an important document that reflects all the data on the vehicle, the person managing it, the route, and so on. Correct execution of such papers guarantees the company no problems with the tax authorities in case of annual reports and sudden checks.

Classification

To date, there are several types of document of interest to us, applicable to any known transport. Proceeding from this, for the purpose of the submarine can be classified as follows:

• Passenger transport;
• Special transport;
• Cargo vehicle;
• Passenger taxi;
• bus.

Each form has its own alphanumeric designation. For example, the rules for filling in a 4-C flyover cover the cargo transport. In general, almost all forms have the same order of completion, however, depending on the specialization of the vehicle, it can have minor additions.

Individual forms of submarines

Not every organization is approached by unified forms developed by state structures. Sometimes some graphs are superfluous for one or another firm, therefore development of individual forms of submarines is acceptable.

They must contain statutory mandatory requisites, the rest can be added or removed at the request of the head of the company. In any case, such a form is considered legal and can be submitted on request to the relevant government agencies.

Duration of the document

According to the rules for filling in the travel lists, they must specify the validity period. It must be remembered that the unified form is used no more than twenty-four hours. In a special case, a note must be added to the additional boxes. But the individual form has a validity period of up to thirty days.

These nuances need to know to everyone who is engaged in testing and registration of submarines.

Mandatory fields

As we mentioned earlier, each form must include a number of unchangeable requisites, without which it is considered invalid. It does not matter the specialization of the vehicle. For example, the rules for filling in form 3 passenger cars for passenger cars imply the inclusion of a certain set of graphs and cells in the forms:

1. Room.
2. Name.
3. Period of validity of the form.
4. Information about the employee of the organization that manages the vehicle:

• FI O. chauffeur, who will work on the said vehicle;
• Date in the format of the number, month, year and time in the format of hours and minutes, when the pre-trip and post-trip medical examination of the driver was conducted.

5. Detailed description of the used vehicle:

• Its type;
• model;
• Model of trailer and semitrailer (when there are none, the graph is not filled);
• Registration number of the vehicle;
• Initial mileage and a mark on the kilometers covered after the end of the working shift;
• Information on departure and completion of work (date and time).

6. Data on the owner of the vehicle.

In addition to the listed count, any entrepreneur can add the necessary requisites for him. They can disclose, for example, the type of company's activities or any other data at the discretion of the management.

Track sheets: sample, filling rules

If you plan to use a unified form for your work, our sample will help you navigate in the completion of the document. Keep in mind that it is two-sided. So do not forget to enter the data on the back of the sheet after the driver returns from the flight.

In large organizations, specially trained people are engaged in filling out such documents, they also issue drivers and vehicles for the route. In smaller organizations, where it is not very cost-effective to keep such specialists, this duty is assigned to any person. For example, the accountant or the head of the company.

The employee involved in the submarine must be familiar with all the rules and the innovations introduced. In the next section of the article, we will tell you about the intricacies in the rules for filling in a car passenger's waybill. Separately, we will disassemble the submarines intended for buses and cargo vehicles.

Example of filling

This is one of the simplest options that does not contain any difficulties. However, for a beginner, the rules for filling in a car passenger's waybill may seem unnecessarily confusing. After all, often unified form frightens the abundance of graphs and requisites. So, let's look at the front side of this important form.

In the upper left part of the sheet, you must enter the date of departure to the flight, the name of the organization (exactly as written in the constituent documents), complete data on the driver and the car. Also indicated is the time of departure from the parking and return from the route, marked by the dispatcher. This is also often brought information about the medical examination of the driver and data on the person responsible for the procedures.

On the right side of the conventional form, codes from the constituent documents of the organization are entered, the number of the form itself (it is set arbitrarily, but in order, based on the old one), kilometers, data of people who checked the technical condition of the vehicle, and fuel grade. Also, the amount of fuel issued here is entered, if it is accepted at the enterprise.

In the lower part of the form the signatures are put by the person giving the serviceable car, and the driver who accepted the vehicle.

The reverse side is filled in by the responsible person who accepted the car after the flight. Here you can find the route, the time taken, the kilometers traveled. The driver's signature is placed under this data. Sometimes the accountant or the head of the organization in special columns calculates the salary of the employee, but these details are not mandatory.

Rules for filling in bus passes

This unified document goes under the number six, in addition to the required graphs already described in the previous section, several more have been added. Keep in mind that without them the form is not considered correctly filled, and, therefore, will not be taken into account in the tax authorities.

In such a roster, the data on the driver and the conductor are indicated. The surnames and initials of both people, as well as the number of their identity cards, are entered in the boxes. The numbers and names of the routes are mandatory. Sometimes these documents are entered special notes or tasks for the driver.

Since the bus leaves on the flight on the first and second shift, the schedule sheet provides the graphs that are filled in by the dispatcher as they leave and return to the garage of each shift.

Trucks

First of all, it is necessary to take into account that three standardized forms have been created for cargo vehicles:

• For piecework. This form is used for transportation on a piece-rate basis, when the driver has an idea of the rates and can see his salary on the back of the travel list at the end of the work shift.
• Given the time tariffs. In this case, the document specifies the type of tariff, and then calculates the salary according to the results of the trip.
• Intercity transportation. A similar form is marked with a special red stripe and is rarely used. Most often it is used when working with national economy goods.

The rules for filling in a freight lorry sheet provide for a set of graphs and are considered to be the most complex. The following lines are unchanged:

• Column or brigade;
• Trailers;
• Accompanying persons;
• Places of acceptance and delivery of cargo;
• Cargo characteristic;
• Tonnage of cargo;
• Number of flights with the declared cargo, which constitute the task of the driver;
• Shipping invoices.

Typically, such important documents are handled by specially appointed persons, in transportation companies their content is simply necessary.

Innovations in the rules

In the current year, the rules for filling in a waybill have changed. Some experts say that they even simplified the work of specialists. But others consider the new rules for filling in travel sheets more complex than previous ones. Be that as it may, but every businessman, working with different vehicles, should know them.

Previously, those who released cars on the route, should have always put on the document the company's round seal. Now it is considered optional, but the company and car owner data must necessarily be entered in the boxes. Without them, the form has no legal force.

In the rules in force since February 26 of this year, it is specified that information on a technical inspection of the car, signed by the person in charge, is entered on a mandatory list. This data is filled in for all types of vehicles.

Errors in filling the submarine: what can they lead to?

Do not underestimate the importance of correctly filling in these documents. For example, there are cases when the IP conducted litigation with the tax authorities because of the refusal to deduct personal income tax. The Federal Tax Service stated that the plaintiff used the car for personal purposes, because the travel sheets were filled in incorrectly, and therefore could not be considered in the case.

There are also other cases that we will not cover, where the offensive and banal mistakes in the documents became fatal. Therefore, we strongly advise you to take a more careful look at the documentation and use a special magazine. We will describe it in the next section of the article.

Journey records management

If you work with the TS, then a day you issue and accept a huge number of waybills. Their movement should be clearly monitored in the journal, which is usually maintained by the person responsible for the release of the car.

This document consists of a text and a table section. The rules for filling out a travel journal are quite clear, but they should not be neglected. This can be expensive and negligent employee and enterprise.

On the title page, the full name of the enterprise and the OKPO code are always filled in, as well as the time interval when the journal will be used. The table part contains the following cells:

• Number and date of issue of submarines;
• Information about the employee driving the vehicle and his personnel number;
• Number of vehicles assigned in the garage;
• Signatures of the driver, dispatcher and accountant.

Do not forget that the magazine should have end-to-end numbering and take into account absolutely all issued travel sheets for the period specified in the title. After filling the document is stamped by the head, he puts his signature. Further the responsible employee sews magazine and hands over it on storage.

The responsible employee is appointed only by the head of the company. This can be done by order or by prescribing this nuance in an employment contract. Keep in mind that the authority can always be delegated to another employee by another order for the organization.

Also, these duties can be transferred to a third-party organization that provides similar services under the contract.

Instead of concluding

We have tried to collect for you the most up-to-date information on the stated topic, which will be useful for beginners and professionals. We hope that after reading the article you will not have unanswered questions about how to fill the submarine.