The route sheet for the driver and other employees is drawn up in free form, which is developed by the organization itself. An approximate form of this document, as well as a ready-made sample that you can use as a guide, and instructions for drawing up are presented below.
Route sheet form (word)
Passenger car waybill - form 3 (word)
Form 6 (word)
Sample form No. PL-1 (word)
Purpose of the document
The route sheet is important not only from the point of view of a reminder of the route to a particular point. This document serves several functions:
- route description – driving instructions for a courier, driver or other employee performing an official assignment;
- confirmation of actual travel expenses incurred by a driver or employee traveling using public transport: this means payment for travel or fuel;
- based on the information provided, the employee is compensated accordingly, and the document itself is entered into the company’s business papers and registered by the secretary;
- finally, the route sheet is a document according to which accounting is carried out and the corresponding taxes are calculated.
A route sheet is drawn up not only for the driver, but also for all other full-time and non-staff employees who take part in the performance of an official task related to traveling around the city:
- courier;
- accountant - for a trip to the tax office;
- lawyer – trips to courts, to contractors, etc.;
- sales managers;
- other employees.
Conventionally, we can also distinguish a group of posted workers who travel for certain tasks, but use their own cars. In some cases, all their work involves a largely traveling nature. However, this does not change the form of the document - a route sheet of the exact same sample is created for them.
NOTE. As a rule, the form of the route sheet is developed in the accounting policy of the organization, after which, for convenience, all employees use a single template.
Going on vacation with your own car
Modern economic conditions for commercial enterprises necessitate the creation and development of a flexible logistics system. This task requires a large number of investments and documentation in accordance with the legislation of the Russian Federation. Enterprise logistics may involve the movement of various types of cargo, people and correspondence.
Route sheet
Large enterprises have on their balance sheets cars and trucks that perform various functions. Regardless of the direction of use, cars are supplied with accompanying documents, the main of which is a route sheet. The procedure for filling out, validity period, and form of travel forms depend on many factors.
When working in a traveling nature, enterprises develop a route sheet for business trips, which has several practical meanings. Passenger cars that provide interaction between offices or branches of a company can also use a route sheet for more efficient work.
This type of documentation is multifunctional and performs several functions.
Freight transportation
Most organizations prefer to use the services of specialized transport companies that ensure delivery of cargo to its destination and provide the customer with documents confirming their costs.
In this case, the consignment note is a replacement for travel papers; the driver’s or forwarder’s route sheet may contain a faster travel scheme and be an addition to the main package of documents.
In the case of delivery of several consignments of goods, it is practiced to issue a specification form for each flight; one route sheet is drawn up and contains mandatory confirmation of the time of arrival and loading and unloading operations. Transport companies providing delivery services develop a route sheet for each vehicle for a specific order, this allows you to track the movement of the vehicle and the time spent on the road.
The vehicle route sheet used by the individual entrepreneur can also serve as a supplement to the technical specification when it comes to freight transportation of goods. Its content is standard.
A passenger car or truck registered to the owner of the enterprise can be used as a vehicle.
Often a vehicle is rented to reduce costs, in which case the driver must have a copy of the rental agreement and a trip itinerary.
- Serial number and date of the document.
- Owner of a vehicle.
- Driver’s personal data (passport, driver’s license).
- Name of the shipper (full name, tax identification number, registration codes, address of the actual location of the loading warehouse).
- Recipient (name, delivery address).
- Information about the cargo (name, number of packages, weight, transportation conditions).
For individual entrepreneurs and small enterprises, the law does not provide for a single form of route sheet. The organization independently approves the form and the procedure for filling it out in its accounting policies.
Internal documents also regulate the procedure for issuing it, the return period, and the persons who have the right to sign. In accordance with the requirements of the PBU, the route sheet must contain all the details and reflect the purposes of the trip, time and routes of travel. The waybill approved on November 27, 1997 by the State Statistics Committee of the Russian Federation in Form 3 can be taken as a sample.
The document is being finalized taking into account the specifics of transportation and the direction of the company’s activities.
Advance report
Some groups of company employees are forced to spend a lot of time traveling. This is due to the specifics of the work or the interests of the business. Courier delivery service, sales representatives and sales managers, financial director, chief accountant, group of maintenance and repair area workers, etc.
– each of the listed positions requires business trips or constant movement around the city. At the same time, as a rule, there is no permanent route, which entails the employee’s travel costs on various types of transport.
Enterprises, under the terms of employment contracts, are obliged to reimburse employees for these expenses if they have supporting documents, which, in turn, must be posted through the enterprise’s accounting department and included in the costs.
There is no unified form, so the enterprise independently develops a form convenient for reporting. In this case, it is necessary to take into account not only the number of travel documents provided and their price, but also the suitability of the trips for the tasks of a particular employee.
The work of many business entities involves the use of vehicles in their activities. The legislation establishes that the use of vehicles, regardless of whether they are owned or hired under lease agreements, requires special documentation. Let's look at how a truck waybill is compiled in 2020.
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.
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.
We invite you to familiarize yourself with a sample claim for alimony in a civil marriage.
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.
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.
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.
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.
Confirming signatures are placed under the sign by the tanker, mechanic and dispatcher.
https://youtu.be/OkmOSFImMx0
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
Route sheet form 2020
Regardless of the category of employees, the form for drawing up a route sheet is the same for both the driver and all other employees. There is no single approved form, so each organization can develop its own template and use the form below as an example.
The document contains the following sections:
- Details - in the header the sheet number, personal data and position of the employee to whom it was issued are filled in, and the basis is indicated. Most often you just need to write “business trip”. If an employee drives a company car or his own, the make of this car is indicated. If he moves around the city by public transport, this field is left empty.
- The main part of the document is a table in which the date of the trip, the place of arrival, indicating the exact address are written down, and there are also fields to indicate that the employee arrived at the place and left. A field is also left here to enter a document confirming the fact of payment. The last column is costs, i.e. actual costs taking into account mileage and fuel consumption per 100 km of travel.
- At the end there are notes on the delivery and acceptance of the route sheet - i.e. Full name and signatures of the employees who handed over and accepted the document (for example, the driver handed it over to the accountant).
How to create your own form
It is permissible to develop your own individual document format that will fully meet the specifics of the institution’s activities and the specifics of the work of a particular employee. However, please ensure that the paper contains the following mandatory details:
- The name of the document, for example, “route sheet, sample for the driver.”
- Full name of the organization that issued the ML.
- Place and date of issue of the form, if prepared outside the company.
- Validity. ML can be prescribed for a period of one day or for a week or a month.
- FULL NAME. the employee who received the route sheet, his position and structural unit.
Next, a special table is filled in. The following must be indicated in the tabular section:
- Destination, that is, where the employee is sent.
- Purpose of the trip - indicates the specific purpose for which the employee went to the destination, for example, delivering a report.
- Arrival or departure notes. Such marks are made by a representative of the organization (government agency) to which the employee was sent.
- A type of transport that was used as a means of transportation, such as a bus, taxi or personal car.
Additional information is provided in no particular order. For example, you can provide notes on the time spent on the road - this is relevant, for example, if you are preparing a sample route sheet for a courier. Information on the amounts of costs incurred can also be reflected in the tabular section.
Example of a completed route sheet
An example of a real document drawn up for a driver for the delivery of goods according to requests is given below.
NOTE. Trips are arranged in chronological order. The document itself is always drawn up in two identical copies, on each of which employees put handwritten signatures. One copy is transferred to the accounting department, and the other remains in the hands of the driver or other employee.
https://youtu.be/UeIfIj6jzF0
Deadlines for issuing travel documents
On March 1, 2020, the Ministry of Transport of the Russian Federation introduced amendments (order No. 467 dated December 21, 2018), according to which a waybill can no longer be issued for more than a month.
They now need to be done before each flight if it lasts longer than a working day or shift. However, it is still allowed to issue one waybill if the driver manages to complete several trips within one work shift. You can issue waybills lasting more than one day only when the driver is sent on a multi-day flight. Such a flight can last even longer than a month.
