Availability of a car legal entity imposes certain record keeping obligations when using the machine. One of the documents required in such a situation is a waybill passenger car form-3.

The need for waybills

The document is mandatory when organizing transportation by company transport. It is necessary when planning, accounting and conducting any transport operations. Common list mandatory documents, which are necessary for a regular driver, consist of the following items:

registration documents for the car and, if necessary, for the trailer;
driver's license with current category;
waybill, which indicates the parameters of the transported cargo (according to form No. 1-T);
special permit when moving dangerous, large or heavy cargo;
completed travel document form (form No. 3).

Based on the latter, the fuel resources of the enterprise are accounted for, and the parameter also affects the earnings of full-time drivers. Such expenses directly affect the level of taxation. Based on this dependence, the waybill is usually classified as the main primary document.

Proper maintenance and accounting

Current legislation implies the availability of the following current standard forms:

No. 3 special and No. 3 – form of waybill for a passenger car;
No. 4 – used with passenger taxis;
No. 4-P and No. 4-S - in cases with trucks;
No. 6 special and No. 6 – used for buses.

All these sheets must be filled out according to certain rules stipulated by Order No. 152 of the relevant ministry dated September 18, 2008. Normative act involves issuing a document for the current shift or working day. However, practice shows that documents for more than long term, for example, for long-distance business trips or long journeys.

Responsible employees can prepare for themselves a sample travel sheet for a month, which is not prohibited by law. This maximum term permitted by law. The document must indicate the dates of departure/arrival at the garage. The permit is issued on the basis of the order of the first manager.

Control over the maintenance of waybills at the enterprise is carried out by registering them in a laced journal. Each page of this book is numbered by hand, and the “tails” from the lacing are sealed with a paper square bearing a seal imprint. The following graphs are kept inside:

serial number;
document's name;
company providing vehicle;
vehicle parameters (license number, make, etc.);
number driver's license and driver's full name;
parameters of licensing documents, if any are provided for a specific transportation;
driving assignment (task).

The car can be used for not one, but several shifts in a row. For such a situation, several waybills are provided. The field with the departure time is set in the first of them, and information about entering the garage will be present only in the last of them. Odometer readings must be entered for each trip.

Medical examinations for drivers

Each ticket must contain notes on the driver’s health status. They are confirmed by the corresponding stamp and signature of the issuing employee. In this way, the absence of alcohol or drug intoxication is verified, and permission to work is given.

If the waybill does not contain confirmation from a health worker, then this refers to gross violations of the Labor Code.

Since 2015, more stringent regulations have come into force, according to which you need to check in with a health worker twice: before your shift and after it. According to the law, not only hired employees are subject to inspection, but also individual entrepreneurs who board a flight on their own. The cost of all procedures related to medical examinations is borne by the driver or car owner.

Small companies consider it unprofitable to maintain a separate staff unit with medical education, as well as to equip a separate office for such operations. In most cases a separate service agreement is concluded with a medical organization that has all the permits.

You need to know that the absence of a medical examination stamp on the waybill makes this document invalid for the traffic police officer.

Relationships with tax authorities

The waybill must be filled out correctly, otherwise the tax authorities may not take it into account, which will exclude the costs described in it from tax accounting. Even the court will be on the side of the auditors, because only correct documents are accepted in production as evidence of the use of the vehicle for its intended purpose.

Document's name: Standard form No. 3 (OKUD 0345001)
Format:.doc
Size: 94 kb

Today you rarely see an enterprise or company that does not use a car for business purposes. The need began to increase after the costs of organizations began to increase. For various trips of a work nature, it is necessary to have a travel document form for a passenger car.

What kind of document is this

Waybill – main document, to create primary accounting, which, together with the technical specification, controls the operating criteria of the vehicle and driver during transportation of products. In addition, the paper allows you to correctly calculate the driver’s salary, as well as ensure the final invoice for cargo transportation. It is issued by the dispatcher at single copy once per shift. The form for a passenger car waybill is as follows:

Legislation Russian Federation decided that it is necessary to use waybill form 3. This resolution was created on November 28, 1997 No. 78. However, if a company is not comfortable using it, they can develop own version. The document contains the following information:

date of receipt and number;
personal information about the driver;
Contact details;
vehicle characteristics;
what is translated and a brief identification of the product.

When compiling your own form, you need to know the following form to fill out:

There is no need to put the seal of the company on which the car is registered;
the date and time of the technical inspection must be indicated;
V mandatory you must indicate the date and time of departure of the vehicle;
The driver must have a medical card with him about his health.

You can download a free travel form for a passenger car on our website.

Application of waybill

A waybill is required for long trips. It should be used in the following cases:

when transporting people to different countries;
when transporting commercial products and heavy loads.

The benefit of this sheet is that when presenting this document to the accounting department, they deduct the costs of gasoline and fuels and lubricants. Therefore, the driver can work on his vehicle, while he will be compensated for all monetary costs for fuel.

Change

When the driver returns from a trip, he must sign the document under the “Car handed over” column. After this, the vehicle and paper are given to the mechanic. He, in turn, takes all the speedometer readings and also checks the remaining gasoline in the tank. After a thorough check of all completed data, he signs. Next, the form is given to the dispatcher, who confirms it with a signature and an indication of the time and date of arrival.

Then authorized person calculates all costs, expenses, signs, and submits to the accounting department for accrual wages. In order for the calculations to be correct, a computer is used.

To record and control the operation of a vehicle and driver, an organization, as a rule, uses a special primary document - a waybill. The forms of waybills used in practice will be discussed.

Waybill forms

An organization can use independently developed forms of waybills or forms approved by the State Statistics Committee or industry departments and modified to meet current legal requirements. In any case, the organization’s used forms of waybills must be secured in its own.

At the same time, it is important that the waybills for cars, trucks, buses, trolleybuses and trams contain required details, which are provided for in paragraph 3 of Order of the Ministry of Transport dated September 18, 2008 No. 152 (Letter of the Ministry of Finance dated August 25, 2009 No. 03-03-06/2/161):

name and number of the waybill;
information about the validity period of the waybill;
information about the owner (holder) of the vehicle;
information about the vehicle;
driver information.

When compiling waybills in 2018-2019, it is necessary to take into account the changes made to the Procedure for filling out waybills (Order of the Ministry of Transport dated September 18, 2008 No. 152) by Orders of the Ministry of Transport dated January 18, 2017 No. 17, dated November 7, 2017 No. 476.

So, the waybill does not necessarily have to have the seal (stamp) of the organization or individual entrepreneur. At the same time, it must bear a mark indicating that pre-trip control has been carried out. technical condition vehicle (clause 16.1 of the Order of the Ministry of Transport dated September 18, 2008 No. 152). To do this, the following information must be provided on the form:

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

The obligation to enter information about pre-trip control the technical condition of the vehicle applies not only to organizations and individual entrepreneurs that provide services by car, but also for those who operate transport exclusively for their own production purposes (Letter of the Ministry of Transport dated September 28, 2018 No. 03-01/21740-IS, paragraph 3 of the Resolution of the Plenum of the Supreme Court dated June 26, 2018 No. 26).

Waybills: forms (download)

TO special vehicles include vehicles designed to perform special functions and equipped special equipment to perform the specified functions (for example, fire trucks, truck cranes, concrete mixer trucks, vehicles with compressor units, etc.).

Therefore, if you need, for example, a waybill for a truck crane (form), you can download it for free using the link above.

Resolution of the Ministry of Labor dated July 7, 1999 No. 18 approved the recommended form

– primary document for traffic accounting passenger vehicles organization, filled out by each driver for the current working day. Correct design of this document is very important, so filling it out should be taken with the utmost responsibility. You can download other vehicle reporting forms: waybill truck (form 4) – , bus waybill ( form 6) – .

The waybill has several functions:

The employee's route is tracked.
The driver's salary is calculated.
Expenses for fuels and lubricants (fuels and lubricants) and vehicle maintenance are written off.

Reason for write-off fuels and lubricants is a waybill compiled by the driver, which indicates fuel consumption. In order to write off fuel and lubricants, it is necessary to draw up a write-off act and attach a completed waybill to it.

Passenger car waybill (form 3)

The front side of the form contains information about the company that owns the car, about the vehicle itself passenger type and his driver. Before starting a work shift, the departure time and the place from which the transport was supplied should be entered in the waybill. Before handing over the vehicle to the driver, the organization's mechanic must inspect and check the vehicle for any defects.

The travel investigation document contains information about the speedometer readings at the beginning of the shift, as well as data on the movement of fuel (how much fuel was at the beginning of the day, how much was issued according to the refueling sheet, how much was left at the end of the work shift and the actual amount of fuel spent in accordance with established standards). The presence of this data allows you to analyze fuel consumption and understand whether fuel is being saved or overused. The basis for establishing fuel consumption standards is an order to write off fuels and lubricants.

When the driver returns the vehicle to the fleet, the speedometer and time readings are entered at the bottom of the front of the document (Form 3). Next, the driver hands over the car to the company mechanic.

The time of leaving the car park and returning the car back must be confirmed by the signatures of the mechanic and the driver.