On February 13, 2017, the Ministry of Justice of the Russian Federation registered Order of the Ministry of Transport of the Russian Federation No. 17 “On introducing changes to the mandatory details and the procedure for filling out waybills approved by Order of the Ministry of Transport of the Russian Federation dated September 18, 2008 No. 152” dated January 18, 2017. According to the new order, changes are being made to the procedure for issuing waybills for vehicles. The new order comes into force on February 26, 2017.

Here is the text of the order of the Ministry of Transport of the Russian Federation No. 17 dated January 18, 2017:

Introduce the following changes to the mandatory details and procedure for filling out waybills, approved by order of the Ministry of Transport of the Russian Federation dated September 18, 2008 No. 152:

1. 1. In paragraph 12, the words “In the heading part of the waybill, a seal or stamp of a legal entity, individual entrepreneur owning the relevant vehicles on the basis of ownership or other legal basis is affixed.” exclude.

1. 2. Add clause 16.1 with the following content:

"16.1 The date and time of pre-trip control of the technical condition of a vehicle are affixed by the inspector of the technical condition of motor vehicles or the inspector of the technical condition of ground electric transport who carried out the corresponding control, and is certified by a signature indicating the surname and initials."

Here are the rules for filling out a waybill based on the old order of the Ministry of Transport of the Russian Federation, which was adopted on September 18, 2008:

Rules for filling out waybills:

1. 9. A waybill is issued for each vehicle used by a legal entity or individual entrepreneur for the transportation of goods, passengers and luggage by road and urban ground electric transport in urban, suburban and intercity communications.

1. 10. The waybill is issued for one day or a period not exceeding one month.

1. 11. If during the validity period of the waybill the vehicle is used in shifts by several drivers, then it is allowed to issue several waybills for one vehicle separately for each driver.

1. 12. The name of the waybill indicates the type of vehicle for which the waybill is issued (passenger car waybill, tram waybill, etc.). The waybill number is indicated in the heading section in chronological order in accordance with the numbering system adopted by the vehicle owner. In the heading part of the waybill, a seal or stamp of a legal entity, individual entrepreneur, who owns the relevant vehicles on the basis of ownership or other legal basis, is affixed.

1. 13. Dates, times and odometer readings when a vehicle leaves a permanent parking lot and enters a permanent parking lot are entered by authorized persons appointed by the decision of the head of the enterprise or individual entrepreneur, and certified by their stamps or signatures indicating initials and surnames, except in cases where an individual entrepreneur combines the duties of a driver.

1. 14. Dates, times and odometer readings when a vehicle leaves a permanent parking lot and enters the specified parking lot are entered by the individual entrepreneur if the specified entrepreneur combines the duties of a driver.

1. 15. In the case of issuing several waybills for one vehicle separately for each driver, the date, time and odometer readings when the vehicle leaves the permanent parking lot are entered in the waybill of the driver who is the first to leave the permanent parking place, and the date, time and odometer readings when a vehicle enters a permanent parking lot - in the waybill of the driver who is the last to enter the permanent parking lot.

1. 16. The dates and times of the pre-trip and post-trip medical examination of the driver are entered by the medical worker who conducted the relevant examination and certified with his stamp and signature indicating the last name, first name and patronymic.

16.1 The date and time of pre-trip control of the technical condition of the vehicle are affixed by the inspector of the technical condition of motor vehicles or the inspector of the technical condition of ground electric transport, who carried out the corresponding control, and is certified by a signature indicating the surname and initials

1. 17. Owners (possessors) of vehicles are required to register issued waybills in the waybill registration journal.

1. 18. Issued waybills must be kept for at least five years.

We have highlighted in red paragraph 12 of the rules for filling out waybills, which will cease to be valid on February 26, 2017, after the new order of the Ministry of Transport No. 17 of January 18, 2017 comes into force. That is, according to the new legislation, legal entities and individual entrepreneurs will not have to put their seal or stamp at the top of the waybill.

Order on waybills - sampleIt will be needed by organizations and individual entrepreneurs who use vehicles in their work. What mandatory details should the travel document form contain? When does it come into effect? A sample order for waybills and answers to the above questions can be found in our article.

General information about waybills

A waybill is a primary document that contains information about the driver’s work, technical characteristics and mileage of the vehicle, as well as its route. In addition, the waybill is the main document for writing off fuel and lubricants and is used to justify the recognition of expenses on them to reduce the tax base of organizations and individual entrepreneurs working on OSNO and the simplified tax system “income minus expenses.”

That is why choosing the correct form of waybill and further filling it out correctly is the most important task for any organization and individual entrepreneurs who use vehicles in their work.

Organizations and individual entrepreneurs for which road transport is not the main activity can issue waybills at any frequency: for a day, a week, but not more than a month. For persons engaged in regular road transport, there is an obligation to issue waybills daily, with the exception of cases when the employee is sent on a business trip. Using a vehicle without a waybill is strictly prohibited (Clause 2, Article 6 of the Charter of Road Transport and Urban Ground Electric Transport dated November 8, 2007 No. 259-FZ).

For information about the shelf life of a waybill, read the article. “What is the shelf life of waybills (nuances)?” .

Waybill form

Organizations and individual entrepreneurs can develop a form of waybill on their own. To do this, it is necessary to comply with the requirements of Art. 9 of the Law “On Accounting” dated December 6, 2011 No. 402-FZ, and also take into account the mandatory requirements for the content of the waybill given in the order of the Ministry of Transport of the Russian Federation dated September 18, 2008 No. 152.

Read about the latest changes made to the text of Order No. 152 in the materials:

• “The list of mandatory details of the waybill has been expanded” ;
• “From December 15, 2017, the waybill will be issued using a new form.”

What details must be present on the waybill? Let's figure it out. Due to the fact that the waybill is a primary document, it is subject to the requirements established by Art. 9 of Law No. 402-FZ. So, it should contain:

• name of the document;
• date of compilation;
• name of the organization or full name of the individual entrepreneur who compiled the document;
• the content of the operation on the basis of which the document is drawn up;
• reflection of the transaction in monetary or in kind terms;
• indication of the persons responsible for the operation;
• signatures of responsible persons.

Now let's see what requirements are established by Order No. 152. According to it, the waybill must contain:

• name and number;
• validity period;
• information about the owner of the vehicle, including OGRN (mandatory details from 12/15/2017);
• data about the vehicle, including the date and time of the pre-trip (or pre-shift) vehicle inspection;
• driver information.

Complying with all the above requirements, the transport owner has the right to develop his own form of waybill, which will not cause any complaints from regulatory authorities.

For an example of such a form for an individual entrepreneur, see.

There is another way to use your own waybill form. To do this, you can take the unified form approved by Decree of the State Statistics Committee of the Russian Federation dated November 28, 1997 No. 78, and add the necessary information to it without deleting or changing its details.

Contents of the order approving the waybill

In order for the waybill form to come into effect, it must be approved by order of the manager. The order is drawn up on the letterhead of the organization or individual entrepreneur, has the nature of an internal document and is mandatory for execution by employees of the organization. It is drawn up in the form accepted for this type of paper and must contain the following information:

• name of the compiler (organization or individual entrepreneur);
• number and date of compilation;
• title of the document;
• the essence of the event to which the issuance of the order is dedicated;
• date of entry into force;
• circle of persons affected by the obligation to execute the order
• list of persons responsible for execution of the order;
• manager's signature;
• signatures of persons familiar with the order.

Sample order for waybills

Let's take a closer look at how to draw up an order to approve the form of a waybill.

Let's say that ICS LLC has developed its own form of waybill, but has not written it down in its accounting policy. In this case, it is necessary to issue an order approving the new form.

The order is drawn up on the organization’s letterhead and contains all the necessary details:

• Order number, date of preparation. In our example, the order has No. 38 and the date of preparation is 02/21/2017.
• Title: “On approval of the form of the waybill.”
• The essence of the event (content). Here is a link to the document justifying the creation of the order: “In accordance with paragraphs. 2 and 4 tbsp. 9 of the Law “On Accounting” dated November 6, 2011 No. 402-FZ, as well as Order of the Ministry of Transport of the Russian Federation dated September 18, 2008 No. 152,” and also sets out the main reason for issuing the order: “To approve the form of the waybill given in Appendix 1 to this order , as a primary document used for accounting and write-off of fuel and lubricants. Bring this order to the attention of all persons working with this document.”
• Effective date. For our example, this is 03/01/2017.
• List of responsible persons. In our example, responsibility for the execution of this order is assigned to the chief accountant of IKS LLC, L.P. Ivanova.
• List of persons familiar with the order. In our case, this is the chief accountant of IKS LLC Ivanova L.P. and the driver of IKS LLC Petrov I.N.
• Signatures of the manager and persons familiar with the order.

You can download a sample order for approval of a waybill on our website.

For information on what a sample order for granting the right to sign invoices might look like, read the article “Sample order for granting the right to sign invoices” .

Results

The legislation allows for the possibility of choosing the form of the waybill used. Such a choice requires confirmation in an internal document adopted by the organization or individual entrepreneur. The form of the waybill can be prescribed in the accounting policy or secured by order. The order to approve the waybill is issued in any form, however, like any order, it must contain the information necessary for this document.

Questions regarding the preparation of a waybill taking into account the latest changes

Where to indicate the OGRN on the waybills? This question remains at the discretion of the company or individual entrepreneur. In our opinion, OGRN can be recorded in the column intended for information about an organization or individual entrepreneur:

Date and time of pre-trip control

In order to fill out waybills from December 15, 2017, the date and time of pre-trip control of the technical condition of transport is a mandatory requisite of the waybill. It is established that the date includes the day, month and year, and the time includes hours and minutes.

From December 15, 2017, information about the vehicle must include the date (day, month, year) and time (hours, minutes) of the pre-trip inspection of the technical condition of the vehicle (if mandatory monitoring is provided for by law).

Changes to transportation safety rules

Since December 15, 2017, changes have been made to the rules for ensuring transportation safety. If previously it was prescribed to carry out daily monitoring of the technical condition of the vehicle before leaving the line from the parking place and upon returning to the parking place, now the rules establish only pre-trip monitoring of the technical condition before the vehicle leaves the permanent parking place.

New travel forms from December 15 with additional details

So, from December 15, 2017, if you use your own developed forms, then they should contain the following details:

1. The name is a waybill.
2. Number.
3. Validity period.
4. Information about the owner of the vehicle:
   – for organizations: name, legal form, location, telephone number, OGRN;
   – for entrepreneurs: Full name, postal address, telephone number, OGRNIP.
5. Machine type and model.
6. State registration plate of the car.
7. Odometer readings when leaving the garage and when entering the garage.
8. Date and time of leaving the garage and entering the garage.
9. Signature and full name of the employee who puts the odometer readings, date and time on the sheet.
10. Driver's full name.
11. Date and time of pre-trip and post-trip medical examination of the driver.
12. Stamp, signature and full name of the medical worker who conducts the medical examination.
13. A note on the pre-trip inspection of the technical condition of the vehicle with date and time.
14. Signature and full name of the inspector of the technical condition of the machine.

Changes since December 24, 2017

On December 24, 2017, the Procedure for pre-trip monitoring of the technical condition of vehicles, approved by Order of the Ministry of Transport of Russia dated April 6, 2017 No. 141, comes into force. Let us explain what this document is.

To eliminate the risk of using technically faulty transport, organizations and entrepreneurs engaged in road transportation must carry out pre-trip monitoring of the technical condition of vehicles (clause 4, article 29 of the Federal Law of December 10, 1995 No. 196-FZ “On Road Safety”).

As we have already said, from February 26, 2017, the date and time of pre-trip inspection of the technical condition of a vehicle must be indicated in the waybill by organizations and entrepreneurs operating: cars, trucks, buses, trolleybuses, trams. This information is entered by the vehicle technical condition inspector.

Violation of the requirements for pre-trip control is subject to a fine (Part 3 of Article 12.31.1 of the Code of Administrative Offenses of the Russian Federation):

• to an official - in the amount of 5,000 rubles;
• organization or entrepreneur - in the amount of 30,000 rubles.

In addition, organizations must comply with the requirements for filling out travel documents to confirm expenses for profit tax purposes (Letter of the Ministry of Finance of Russia dated June 16, 2011 N 03-03-06/1/354).

In this regard, it is important to pay attention to the commented Order, which approved the Procedure for organizing and conducting pre-trip inspection of the technical condition of vehicles (hereinafter referred to as the Procedure).

In particular, it has been established that pre-trip control is carried out before the vehicle leaves its permanent parking place. If no faults are identified, then the controller puts a mark on the waybill “passed the pre-trip inspection of the technical condition” and certifies it with his signature indicating the surname, initials, date and time of the pre-trip inspection. Operation of a vehicle without a mark indicating that it has passed pre-trip control and the inspector’s signature is not allowed (clauses 3, 8, 10 of the Procedure).

In addition, an organization or individual entrepreneur needs to record the results of pre-trip control in a special journal, the mandatory details of which are listed in clause 11 of the Procedure. Additional details can be included in the journal to reflect the characteristics of specific types of transportation.

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 conducted the pre-trip control;
5) date, time of pre-trip control;
6) odometer readings (full kilometers) during pre-trip control;
7) a mark on passing pre-trip control;
8) signature of the driver of the vehicle;
9) signature of the controller who carried out the pre-trip control.

Changes for 2017 | Requirements update as of 12/12/2017

ATTENTION!

The Ministry of Transport of the Russian Federation, by order No. 17 dated January 18, 2017, amended the procedure for filling out waybills,
approved by order of the Ministry of Transport dated September 18, 2008 No. 152.
The document was registered with the Ministry of Justice on February 13 and officially published on February 15, 2017.

After downloading the sample, be sure to read the recommendations and requirements for waybills below, and take into account the specifics of your activity!

Why do a daily pre-trip inspection:

Attention! Latest changes!

Order of the Ministry of Transport of the Russian Federation dated November 7, 2017 N 476 "On introducing amendments to certain orders of the Ministry of Transport of the Russian Federation on the organization and conduct of pre-trip inspection of the technical condition of vehicles and issuance of waybills"

The waybill must reflect the carrier's OGRN and information about pre-trip control.
The list of mandatory details of the waybill has been added.
Among other things, it must indicate the OGRN of the legal entity (entrepreneur), as well as the date (day, month, year) and time (hours, minutes) of the pre-trip inspection of the technical condition of the vehicle (if mandatory monitoring is provided for by law).
In addition, it was previously envisaged to carry out daily monitoring of the technical condition of vehicles before leaving the line from the parking area and upon returning to the parking area. Now we are talking only about carrying out pre-trip inspection of the technical condition of vehicles before they leave their permanent parking place.
Registered with the Ministry of Justice of the Russian Federation on December 1, 2017. Registration No. 49083.

Order of the Ministry of Transport of Russia dated 04/06/2017 N 141 “On approval of the Procedure for organizing and conducting pre-trip inspection of the technical condition of vehicles”

For legal entities and individual entrepreneurs carrying out transportation by road and urban ground electric transport, the procedure for pre-trip control has been approved technical condition of vehicles

Control of the technical condition of vehicles is carried out by inspectors appointed by carriers. At the same time, inspectors must meet the professional and qualification requirements approved by the Ministry of Transport of Russia.

When carrying out inspections, the performance and condition of the main components and systems of the vehicle that affect road safety are checked. A list of components and systems to be checked is fixed (the serviceability of the brake system, steering, windshield washers, etc. is checked, among other things).

In the waybill of a serviceable vehicle, the mark “passed the pre-trip inspection of the technical condition” is placed, as well as the signature, surname and initials of the inspector who carried out the pre-trip inspection, the date and time of its implementation.

The carrier keeps records of pre-trip control in a special journal.

The order comes into force after 180 days from the date of its official publication.

However, previously:

Order of the Ministry of Transport of Russia dated January 18, 2017 N 17 "On introducing changes to the mandatory details and the procedure for filling out waybills approved by order of the Ministry of Transport of the Russian Federation dated September 18, 2008 N 152"

The procedure for filling out waybills for legal entities and individual entrepreneurs has been clarified

It has been established that the date and time of the pre-trip inspection of the technical condition of a vehicle are affixed by the inspector of the technical condition of motor vehicles or the inspector of the technical condition of urban ground electric transport, who carried out the corresponding control, and are certified by his signature indicating the surname and initials.

In addition, the provision according to which the seal or stamp of a legal entity, individual entrepreneur owning the relevant vehicles on the basis of ownership or other legal basis was affixed in the heading part of the waybill.

Any organization or individual entrepreneur who uses passenger vehicles to carry out their activities must have a clear understanding of what the need for waybills is, what they look like and how they should be filled out.

The obligation to issue waybills is determined by Federal Law of November 8, 2007 No. 259-FZ. Current legislation requires the issuance of waybills for control, correct accounting of the movement of fuel resources and calculation of earnings for drivers. In addition, keeping records of expenses for the use of vehicles is necessary for tax purposes. Therefore, the waybill can safely be called the main primary document that serves as the basis for monitoring the mileage of the car, writing off fuel and lubricants, paying wages and calculating taxes.

In accordance with the Resolution of the State Statistics Committee of the Russian Federation dated November 28, 1997 No. 78, standard forms No. 3 and 3-special are provided for issuing waybills. - for passenger cars; No. 4 - for a passenger taxi; No. 4-S and 4-P - for freight transport; No. 6 and 6-special. - for buses. The rules for filling out these forms are stipulated in the Order of the Ministry of Transport of the Russian Federation dated September 18, 2008 No. 152. These Rules oblige the issuance of waybills for one day or shift. However, if it is necessary to arrange a business trip, the dispatcher or authorized person must indicate the date of departure and return to the garage (day, month, year) according to the order of the manager. The validity period of the waybill should not exceed one calendar month. To eliminate possible quibbles from regulatory authorities, waybills must be registered in a journal, which must be properly laced, numbered and sealed (unified form No. 8).

Waybill for a passenger car - is it necessary or not?

The following must be purchased:

1. Minibus taxi drivers who organize the transportation of passengers in a region or city.
2. A driver who transports any cargo, objects, goods, or luggage.
3. Drivers of transport companies operating intercity flights.
4. Driver of other public ground transport - trams, trolleybuses.

Please note that any legal entity that has transport at the disposal of the company must accept waybills from its employees in order to:

1. Know where the company car was located and what work the driver performed.
2. Report to the tax office.
3. Calculate the funds spent on gasoline and fuels and lubricants, which are not subject to taxation.
4. Reduce the amount of taxes.
5. Maintain a regulatory and legal database in the accounting department.

When you do not need to issue a waybill:

1. An individual using their own transport for their own purposes.
2. An individual providing a car to another person by proxy.

Regarding the need to issue a waybill if the car is registered to a commercial organization.

Recently, our editor received a letter in which its author said that he was stopped by employees of the State Traffic Inspectorate and first asked to present a power of attorney for the right to drive a vehicle (!), and then a waybill. As you already understand, our hero was driving a corporate car that belongs to a legal entity. Since the driver driving a corporate car did not carry out commercial transportation of passengers and did not transport commercial cargo, according to the current legislation he had the right to travel without a waybill.

The same applies to the power of attorney to drive a vehicle, which was canceled back in 2012. But, despite the fact that the driver did not break the law, he was brought to administrative responsibility for the lack of a waybill. Do you think this is legal? In such a situation, is the driver required to have a completed waybill with him? Let's figure it out.

First, let's find out whether traffic police inspectors legally demanded a power of attorney from the driver to drive a car.

And so, for this, let's remember the Decree of the Government of the Russian Federation No. 1156 of November 12, 2012, which canceled paragraph four of clause 2.1.1 of the Traffic Regulations of the Russian Federation. Let us remind you that this paragraph regulates the list of documents that the driver of the car is obliged to carry with him and present them to the police at the first request.

Thus, in particular, Government Decree No. 1156 of November 12, 2012 abolished the paragraph previously obliging drivers to carry with them a document giving them the right to drive a vehicle in the absence of the owner. That is, in other words, in 2012 the Government abolished the obligation of drivers to carry with them powers of attorney for the right to drive a vehicle. Accordingly, since 2012, police officers have no right to require drivers to present a power of attorney.

Fortunately, our hero, who was stopped by traffic police officers to check his documents, knew about this Resolution and actually quoted it word for word to the police officers. As a result, traffic police inspectors immediately forgot about their request and suddenly switched to the waybill, demanding to see a completed document, indicating that the car was registered to a legal entity, which means that, in accordance with the law, all drivers driving corporate vehicles are required to carry and present completed travel forms upon request.

As you already understood, our hero did not have a issued waybill. As a result, employees of the State Traffic Inspectorate drew up a protocol on an administrative offense and issued a fine.

Unfortunately, our hero is not a lawyer in the field of motor transport and road safety. Therefore, he believed the police officers that every driver of corporate transport is required to have a completed waybill with him. As a result, he, as a law-abiding citizen of the Russian Federation, paid the fine within the period established by law.

But in fact, the traffic police officers issued the fine illegally, and it could have easily been canceled by challenging it in court. The thing is that our hero, despite driving a car that belongs to a legal entity, was not obliged to carry a completed waybill with him, since he did not carry out commercial transportation of passengers or goods. But unfortunately, you will not be able to prove your case to the traffic police inspector, so we strongly recommend that you have a waybill with you for any trip on transport owned by the organization.

And so let's carefully look at paragraph 2.1.1 of the Rules of the Road:

According to clause 2.1.1 of the Russian Federation Traffic Regulations, the driver of a motor vehicle is obliged to have with him and, at the request of police officers (including traffic police officers of the State Traffic Safety Inspectorate of the Russian Federation), hand over to them the following documents for verification:

Driver's license or temporary permit to drive a vehicle of the appropriate category or subcategory

Registration documents for this vehicle (except for mopeds), and if there is a trailer - also for the trailer (except for trailers for mopeds)

- in specified cases permission to carry out activities for the transportation of passengers and luggage by passenger taxi, waybill, license card and documents for the transported cargo, and when transporting large, heavy and dangerous goods - documents provided for by the rules for the transportation of these goods

A document confirming the fact that a disability has been established in the case of driving a vehicle on which the identification sign “Disabled” is installed

Insurance policy of compulsory insurance of civil liability of the owner (MTPL policy)

In cases expressly provided for by the legislation of the Russian Federation, have and submit for verification to employees of the Federal Service for Supervision of Transport an access card for a vehicle for international road transport, a waybill and documents for the transported cargo, special permits, if available in accordance with The legislation on highways and on road activities allows the movement of heavy and (or) large-sized vehicles, vehicles transporting dangerous goods on highways, as well as providing a vehicle for weight and dimensional control

Pay attention to the text highlighted in red. This paragraph indicates that drivers are required to carry a waybill with them only in cases established by law. That is, if you follow the logic of the law, the driver does not always have to carry a waybill with him. Otherwise, there would be no mention in the law of “established cases.” But whether this is the case or not will be determined by the traffic police officer when stopping your car.

We know that you need to carry a completed waybill with you only in cases established by law.

But in what cases, established by law, are drivers required to carry a completed waybill with them and present it at the request of the police?

Yes, indeed, in certain cases, you still need to fill out a waybill and take it with you in order to present it upon request. For example, in the case where the driver is engaged in the commercial transportation of cargo(s) or passengers.

First, let's find out in what cases the waybill is filled out. This issue is regulated by Order of the Ministry of Transport of the Russian Federation No. 152 of September 18, 2008 “On approval of mandatory details and the procedure for filling out waybills,” as amended for 2017.

So, according to this document, the waybill is filled out for vehicles owned by legal entities or individual entrepreneurs for the transportation of goods, passengers or luggage. Here is an excerpt from Order of the Ministry of Transport No. 152:

"9. A waybill is issued for each vehicle used by a legal entity, individual entrepreneur for the transportation of goods, passengers and luggage by road and urban ground electric transport in urban, suburban and intercity communications"

Many will say that this document does not contain a word about “commercial transportation”; therefore, apparently, a waybill must be issued in all cases of operation of a vehicle that belongs to a legal entity or individual entrepreneur. Actually this is not true. The fact is that Order No. 152 of the Ministry of Transport directly refers to a more important Federal Law:

Law No. 259-FZ "Charter of road transport and urban ground electric transport" dated November 8, 2007

Article 1. Subject of regulation

This Federal Law regulates relations arising in the provision of services by road transport and urban ground electric transport, which are part of the transport system of the Russian Federation. Relations related to the provision of services by road transport and urban ground electric transport and not regulated by this Federal Law are regulated by other federal laws and other regulatory legal acts of the Russian Federation.

This Federal Law determines the general conditions for the transportation of passengers and luggage, cargo, respectively, by buses, trams, trolleybuses, cars, trucks, including the use of car trailers, car semi-trailers (hereinafter also referred to as vehicles), as well as the general conditions for the provision of services to passengers , charterers, shippers, consignees, carriers, charterers at transport infrastructure facilities.

Transportation of passengers, baggage, and cargo by road in international traffic is regulated by international treaties of the Russian Federation.

The provisions of the legislation of the Russian Federation on the protection of consumer rights also apply to relations related to the transportation of passengers and baggage, cargo for personal, family, household or other needs not related to business activities.

That is, as you can see, Order of the Ministry of Transport No. 152, referring to Federal Law No. 259, implies that a waybill must be issued for commercial transportation of goods and passengers. But in these documents there is not a word that the driver of a car that belongs to a legal entity or individual entrepreneur must have a completed waybill in hand for any type of transportation. That is, if there is no fact of commercial transportation in accordance with the order of the Ministry of Transport, the waybill should not be filled out. For example, when traveling for corporate needs of the company. Otherwise, this would be spelled out in such a document.

In what cases can the transportation of cargo and passengers be considered commercial?

According to Federal Law No. 259 of November 8, 2007, commercial transportation includes services for the transportation of goods, luggage and passengers.
Also, according to the same law, such concepts as cargo, baggage and passenger are clarified:

Cargo - a material object accepted for transportation in the prescribed manner

Baggage - passenger's belongings accepted for transportation in accordance with the established procedure

Passenger - an individual who has entered into an agreement for the carriage of a passenger, or an individual for the purpose of whose transportation a vehicle charter agreement has been concluded

Also pay attention to Article 2 “Basic concepts used in this Federal Law No. 259”, which explains what a carrier is:

“Carrier is a legal entity, individual entrepreneur who, under a contract for the carriage of a passenger, a contract for the carriage of cargo, has assumed the obligation to transport a passenger and deliver baggage, as well as to transport the cargo entrusted by the shipper to the destination and hand over the baggage and cargo to the person authorized to receive them.”

So what follows from this:

Is it necessary to issue a waybill for drivers who are driving a corporate (official) vehicle if they do not carry out commercial transportation, but operate vehicles for the internal needs of a legal entity or individual entrepreneur?

As you already understood, this is not necessary, since the current Russian legislation clearly identifies those persons who are required to carry a completed waybill while driving a vehicle and present it to the police upon request.

Unfortunately, some traffic police officers, apparently, either do not know about these not very simple legislative norms (although this is their direct responsibility), or deliberately take advantage of the legal illiteracy of drivers who work in various companies on the road.

Many drivers, even understanding in their hearts that traffic police officers are not legally demanding a waybill, try not to get involved. For many, unfortunately, it is easier to pay a fine.

But this leads to impunity for those unscrupulous traffic police officers who illegally demand to see a waybill from drivers who are not engaged in commercial transportation.

Therefore, we advise you, in the event of illegal prosecution for administrative liability for the lack of a completed waybill, to challenge the actions of the traffic police officers in court, and whether you go to court or not is up to you, but it is clearly easier to carry a waybill with you.

Features of issuing waybills

An accountant of any organization should know that such a document is issued for 1 day, or for 1 trip. For example, you are sent on a business trip to another city in a company vehicle with a driver. He must receive a waybill before leaving.

Please note that if your stay in another city lasts for 1 month or even more, then in order to be brought back, the driver will have to issue 2 of the same sheet. You will find confirmation of this in Order No. 152 of the Ministry of Transport of the Russian Federation dated September 18, 2008, entitled “On approval of mandatory details and the procedure for filling out waybills.” It indicates the issuance period - from 1 to 30 days.

A certificate should be issued for each driver, especially in the case where the transport will be used by several employees during transportation (clause 11 of the same order).

Each company car or truck must also have its own separate waybill issued (clause 9 of the same order).

The document must be registered in the accounting department, or by the heads of the organization themselves. Please note that the storage period for documents is at least 5 years.

Rules for filling out a truck waybill in 2017 - the procedure for making changes before departure and on the line

To properly format waybill form, you must follow the following rules:

1. Don't forget to put the date and code right away , according to which compensation will be calculated in the accounting department.
2. Indicate the make of the car, trailer, garage number , as well as the number of employee drivers, personal data.
3. Determine the number of flights , route length.
4. Write down how many liters of fuel and other fuels and lubricants are required . If there is a remainder in the machine, its quantity is noted.
5. Make a note about the driver's health status from the person who allows the driver to participate in his activities.
6. Enter vehicle speedometer readings.
7. Record what time you left the car in the garage , what time you arrived at the place where passengers or cargo were collected, indicate the address of this place.
8. Describe the object of transportation.
9. Time of arrival at the place of shipment of the transported goods should also be documented.
10. Presentation of the consignment note to the consignee also mark in the appropriate box.
11. Indicate the time of departure from the place of shipment . If there is a downtime on the line, then you should also write about it in the document, and note the reason.
12. Next, write down what time you arrived at the garage or checkpoint , then hand over the vehicle to the quality control or checkpoint mechanic against signature.

Basic forms of waybills for cars and trucks

1. For a passenger car. Such a document is drawn up according to No. 3. This paper allows you to record the employee’s work. At the tax office, this evidence serves as the basis for calculating wages.
2. For a special car. This is a variation of the previous document for a passenger car, so it is issued using form No. 3, a special one. This sheet also records data on the driver’s work.
3. For a taxi driver in a passenger car. Issued according to No. 4. It also records the work of the driver. According to the document, the driver’s salary is calculated.
4. For a truck whose driver works as a piecework worker, a document is issued according to form No. 4-c.
5. For freight transport, the driver of which performs work part-time and daily, a sheet is drawn up according to No. 4-p.
6. For bus the paper is issued according to form No. 6. Typically, such a waybill is used for transport operating on suburban or urban routes.
7. For non-public buses. When transporting passengers in such transport, the driver must have a document in special form No. 6.

How to properly develop your own form of waybills - rules

Not all employers want to get involved with issuing travel vouchers. As a rule, it takes a long time to fill out the paper. Therefore, it is possible to simplify such a document only for some organizations - those that do not have full-time drivers and vehicles intended to carry out transportation for the company’s purposes.

According to the Federal Law “On Accounting” (dated November 21, 1996 N129), you must indicate all the main information in the document.

Fines 2017 for lack of waybills

Individual , traveling without the required papers, in particular a waybill, cannot be criminally punished. He will be brought to administrative responsibility. This means that he will be required to pay a fine of 500 rubles (Part 2 of Article 12.3 of the Code of Administrative Offenses of the Russian Federation).

Legal entity faces a larger fine - 100 thousand rubles (Part 1 of Article 12.31.1 of the Code of Administrative Offenses of the Russian Federation). The same punishment awaits companies organizing transportation by electric, ground transport.

If you have any questions regarding the approval of the travel document form, ask them in the comments or contact us by phone.

We can develop a taxi waybill specifically for your organization in order to avoid penalties

Has anything changed in the rules for filling out travel forms compared to last year? In March, is there really such a possibility that it is necessary to fill out travel forms according to the new rules? Is it now necessary to put a mechanic’s signature on every waybill stating that he actually inspected the truck or passenger car before the trip?

New rules for filling out travel forms in 2017

Travel forms

• Self-developed forms of travel forms;
• Unified forms of waybills, which were decided and approved by the State Statistics Committee on November 28, 1997 No. 78.

Why are waybills needed? In order for the production nature of the trips to be confirmed, for the write-off of fuel, compensation for the use of one’s own transport, spare parts. Accounting is maintained in a ledger.

Rules for filling out waybills in 2017

Correct filling of waybills in 2017

1. name of the travel document;
2. his number;
3. from whom to what date is it valid;
4. information about the owner of the car;
5. model and type of machine;
6. vehicle registration number;
7. odometer readings when sending the car and when entering the garage;
8. time and date of departure and arrival of vehicles to the garage;
9. last name, first name and patronymic, signature of the employee who puts the time and date on the sheet, as well as odometer readings;
10. driver's full initials;
11. time and date of the driver’s medical examination before and after the trip;
12. Full name, signature and stamp of the medical worker who made the conclusion about the driver’s condition;
13. a pre-trip inspection note of the technical condition of the vehicle with time and date;
14. Full name and signature of the inspector of the technical condition of vehicles.

Seal and stamp on waybills in 2017

Waybills can be issued for one day or several, but not more than one month. If several drivers use one vehicle, but in shifts, you can immediately issue as many waybills as there are drivers working on this vehicle.

New travel form for 2017

Example of filling out a waybill. Below is a sample of filling out a waybill, which contains all the details required from February 26, 2017. This is what it looks like:

In many companies, the mechanic, driver and organizer are one person. In this case, after reading rules for filling out a waybill in 2017. he himself personally puts the time, date and signature that the pre-trip inspection was carried out.