What documents must an employee attach to the advance report when paying in cash for services rendered to the organization?

How to confirm payment

What to do in a situation where a citizen used a mobile bank to pay, for example, for housing and communal services, but the money did not reach the management company?
As Yulia Rusinova, director of business development for fiscal solutions at ATOL, told AiF.ru, the decision whether or not to take into account a receipt from a banking application as proof of payment is made by each organization at its own discretion. Simply put, the management company has every right not to accept such a document. But this does not mean that you will have to pay for utilities again. Yuriy Tverdokhleb recommends contacting the bank through whose application the payment was made. “A receipt from the mobile application can be presented to the bank as confirmation of the fact of payment. If for any reason such a check is missing, then upon written request the bank is obliged to check the completion of the funds transfer operation and give a comprehensive answer about the reasons for the delay in payment and the location of the funds at the moment,” he points out.

According to Rusinova, at the client’s request, the bank can also conduct an internal check to determine whether a failure occurred during the transaction due to his fault. “If the money did not arrive at the organization’s account due to a malfunction in the financial organization, but was debited from the client’s account, the corresponding amount will be returned to him,” she adds.

As a rule, internal audits of the bank allow you to quickly find out the fate of the “lost” money, explains Tverdokhleb.

If it turns out that the financial institution carried out the transaction without problems, most likely the recipient has problems with receiving funds - in our case, the management company. To definitely prove to her that payment was made, you need to ask the bank for a payment order with the date when your money was debited. The document must have the seal of the financial institution and the signature of the operator. Only in this case can you be guaranteed that your payment made through the online system will be accepted, Kozbanov emphasizes.

According to the Deputy Head of the Department of Legal Regulation of Economic Activities of the Financial University under the Government of the Russian Federation, Associate Professor Oksana Vasilyeva, the management company (or any other organization that has not received your money and does not recognize a check from a mobile bank) cannot refuse to accept a bank account statement with the bank’s seal . But if this happens, the consumer has the right to file a complaint:

— to state housing supervision authorities;

- to the Prosecutor's Office of the Russian Federation;

At the same time, as Konstantin Bobrov, director of the legal service “Unified Center for Protection,” told AiF.ru, courts sometimes recognize a check from an online bank as a payment document. “So, in one of the civil cases, the court accepted as evidence a check printed through the Internet bank. In this case, a citizen filed a lawsuit against the Ministry of Finance, represented by the Department of the Federal Penitentiary Service in the Kostroma Region, for compensation for moral damage caused by improper conditions of detention in the institutions of the Department of the Federal Penitentiary Service in the Kostroma Region. As a document confirming payment of the state fee, he attached a receipt printed through a mobile application. But the court did not accept it and left the claim without movement. As a result, this citizen successfully appealed the decision to leave the claim without progress. He referred to the Regulations on the Rules for Transferring Funds (approved by the Bank of Russia), according to which an electronic transfer of money is confirmed by an electronic notification of its debit from a bank account,” the expert shares.

Why do you need to keep documents left after purchasing an apartment?

All of the listed documents are important for the buyer. They help confirm that the transaction has been completed and that the person is the new owner of the property:

• Sale and purchase agreement, DDU or assignment agreement . One of the most important documents. It confirms the fact that the property was actually sold and purchased.
• Transfer and acceptance certificate . Confirms the fact that the transaction was completed and the parties have no claims against each other. It is mistakenly believed that one agreement is enough, but this is not the case. The agreement only indicates intentions, and these intentions are fulfilled through additional documents, such as this act of acceptance and transfer.
• Inventory . If this document exists, it is an important addition to the purchase and sale agreement and should be kept along with it. Among other things, the inventory confirms the fact that only strictly listed property remains in the apartment. The seller will not be able to make claims against furniture or equipment that the buyer allegedly refused to give up when he re-registered ownership.
• Receipt or confirmation of payment . Another very important document confirming the fact that the buyer has indeed paid the seller in full. Helps avoid financial claims. Often the fact of transfer of money is reflected in the transfer and acceptance certificate, but it is better to make a separate document.
• Extract from the Unified State Register of Real Estate . The only paper confirming the fact that the buyer is the owner of this apartment.
• Extract from the house register . It displays all persons registered in the apartment at the time of completion of the transaction. This document is needed to confirm that no one else is registered in the apartment and has not been registered.
• Spouse's consent . Without this document, the purchase and sale agreement can be considered invalid.
• Permission from the guardianship authorities . The same as in the previous paragraph.
• Power of attorney . This document indicates that a person entitled to do so acted on behalf of the seller.

It would be a good idea to supplement the power of attorney with a certificate from the hospital stating that the seller is fully capable and perfectly understands the fact that he is selling the apartment.

• Loan agreement . Confirms the fact that the buyer actually took out a loan for the purchase of this property. It’s not a very important document, but it definitely won’t be superfluous.
• Pledge agreement . According to this document, an encumbrance is placed on the apartment. The general meaning of storage: as with the loan agreement.
• Mortgage. Confirms the fact that an encumbrance was placed on the apartment. After it is removed, another similar document is issued. It is recommended to store both.
• Certificate of interest paid x. Needed in order to receive a tax deduction. It is indirectly related directly to the purchase and sale transaction, but since it still relates specifically to this procedure, it is better to store it there.
• Certificate of loan closure . This paper confirms the fact that the bank client has fully paid off his debts and closed the loan. A very important document. It is imperative to keep it, since some banks have a bad habit of making some kind of recalculation “retroactively,” which causes the client to incur a debt that he is not even aware of.

Without most of the documents listed above, a person will not be able to confirm the fact that the transaction was absolutely fair and the parties have no claims against each other. As a result, they can take advantage of this and file an application in court. At a free consultation, experienced lawyers will tell you in more detail what must be stored and what is desirable. They can also accompany the entire purchase and sale transaction of an apartment or even represent the client’s interests in court.

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Natalya Fomicheva

Website expert lawyer. 10 years of experience. Inheritance matters. Family disputes. Housing and land law.

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Question

What primary documents can confirm the costs associated with an employee paying registration fees for participation in a scientific conference abroad using a bank card? How to reimburse an employee for the costs of paying registration fees if the employee, with the exception of a bank card extract confirming payment of registration fees, has not provided and cannot provide any other documents (the organization holding the conference does not issue documents for the provision of services)? Income tax? We are talking about an employee’s personal bank card, which can be either wage or non-wage. This question can also be formulated as follows: Employees of the organization participate in Russian and international conferences. Registration fees for participation in conferences are paid with personal bank cards and in cash. 1. Can the University pay registration fees for participation in international conferences from its current account? If so, what is needed for this? 2. Foreign companies holding conferences do not have representative offices in Russia, and the University does not have a foreign currency account. Is it necessary to pay for org. fees for participation in international and Russian conferences to conclude an agreement? 3. What documents must an employee provide to reimburse the fees paid by him from a personal bank card and in cash? 4. What primary documents can confirm the costs associated with an employee’s participation in an international and Russian scientific conference? How to reimburse an employee for the costs of paying registration fees if the employee, with the exception of an extract from a personal bank card confirming payment of registration fees, did not submit any documents confirming participation in the conference (the organization hosting the conference does not issue documents for the provision of services)? 5. In what case should expenses related to an employee’s participation in a conference be included in taxable income?

What expenses are considered documented when calculating income tax?

List of documents*

The list of documents that must be drawn up to confirm certain expenses, as well as the procedure for their preparation, are not defined by the Tax Code of the Russian Federation. Therefore, in practice, any documents an organization has must be assessed taking into account whether they (together with other evidence) can confirm the fact and amount of expenses incurred or not. Moreover, depending on the actual circumstances of the transactions and the conditions of the financial and economic activities of the organization, in each specific case, expenses can be confirmed by different documents.

In particular, the following may be submitted to support expenses:

• primary accounting documents: invoices, acts, waybills, sales and cash receipts, etc.;
• other documents directly or indirectly confirming the costs incurred: orders, contracts, customs declarations, travel certificates, documents drawn up according to the business customs of the country in which the costs were incurred (for example, invoices, vouchers), etc.

• expense reports;
• sales receipts;
• receipts for the cash receipt order.

Is it possible to confirm expenses with documents that are completed with errors? It is possible if the mistakes made allow you to correctly determine the seller and buyer, the type and amount of expenses, the date of the transaction and other important elements of the transaction. For example, a document can be accepted for accounting if it contains an abbreviated name of the service, a unit of change code is missing, grammatical errors or typos are made in the name or address of the counterparty. Or if, in addition to the required details of the document, it contains additional information. If the document contains distorted information about the cost of goods (work, services), or the date is unclear, then such a document cannot be accepted as confirmation of expenses.

The act of providing services

Situation:

How to confirm expenses incurred for services when calculating income tax if there is no certificate of provision of services

If drawing up a report on the provision of services is not necessary, confirm the expenses with other documents.*

Documents issued abroad

Situation:

how to confirm expenses for purchasing property abroad. The buyer is a foreign representative office of a Russian organization. The property was registered by the head office of the organization in Russia

You can confirm expenses incurred when purchasing property (work, services) abroad with documents drawn up in accordance with the business regulations of the country in which the transaction was made.*

Documents drawn up in foreign currency

Situation:

Is it possible to take into account when calculating income tax expenses supported by documents drawn up in foreign currency?

Yes, you can.

Alexander Sorokin answers,

Deputy Head of the Operational Control Department of the Federal Tax Service of Russia

Documents that remain with the buyer after purchasing an apartment on the secondary market

The list of papers differs depending on whether the housing was purchased in a new building or on the secondary market. In addition, if the purchase was made using borrowed funds (mortgage loan), the list of securities will be expanded even more.

An approximate list of what will remain with the buyer after he closes the deal to purchase an apartment on the secondary market:

• Contract of sale . In this case, we mean the final version, which bears the signatures of the parties, the Rosreestr stamp and the registration date. Interim versions of the agreement, if there were any at all, are not particularly needed, but it is also recommended to save them, just in case.
• Extract from the Unified State Register of Real Estate . Issued after registration of ownership. You also need the original, signed and stamped.
• Transfer and acceptance certificate . Original, with signatures of the parties. It is an integral annex to the agreement and without it is meaningless. However, a purchase and sale agreement without all the annexes also has no legal force.
• Inventory of property . This is a non-binding document that indicates what property was in the apartment at the time it was transferred to the new owner. The signatures of the parties are affixed to the inventory. If such a document exists (for example, in the case when the apartment was sold with furniture and appliances), then it is also an annex to the contract, with all the ensuing consequences.
• Receipt . Another addition to the agreement. Confirms the fact of acceptance and transfer of funds to pay for the apartment. The seller’s signature is affixed to it as the recipient of the funds. Sometimes witnesses also sign the receipt. Unlike all other documents, a receipt is usually drawn up in a single copy and must be handed over to the buyer, since the seller, in fact, does not need it.

Please note that title deeds are no longer issued. They are replaced by an extract from the Unified State Register of Real Estate.

A list of optional but desirable documents, which can also remain with the buyer:

• Extract from the house register (sometimes called the “Unified Housing Document”).
• Consent of the seller's spouse to conclude the transaction. This document is notarized and most often remains in Rosreestr, but it is recommended to make a copy for yourself.
• Permission from the guardianship authorities . This is relevant if minors/incapacitated persons were registered in the apartment (or were its owners).
• Power of attorney . If it was, then it also needs to be preserved.

According to general rules, the seller is not obliged to provide all of the above documents to the buyer in the original. However, the seller does not need them, so there are no obstacles to this. In any case, even if the seller refuses to give up the originals, you need to request copies. They won't be redundant.

The registration certificate is not particularly needed; it will still need to be issued again for the new owner, but if there is an opportunity to pick it up, it is better to do so.

What is a payment order?

In the activities of a budgetary institution, most settlements with counterparties are made through non-cash bank transfers. Payment for services, work and goods in cash happens quite rarely, mainly through accountable persons.

For non-cash payments, special forms are used - payment slips. A payment order is an instruction document (ID) that contains an official instruction from the payer to a banking institution to debit funds from the current account in favor of a third-party organization or budget.

One document has different meanings for subjects of non-cash transfers:

1. For the paying organization, the payment is issued as permission for the bank to write off money from current accounts.
2. What is a payment order in a bank? For a banking organization, a payment order is a working document on the basis of which operations are carried out to debit money from some accounts and credit them to others.
3. For PP recipients, this is confirmation of payment for goods, works and services, repayment of tax and other obligations to the budget.

Sample

Act No. 98 dated December 12, 2014 on acceptance and delivery of work performed (services provided).

The Contractor LLC "Chip" represented by Director A. A. Sergeev on the one hand and the Customer LLC "Astra" represented by supply manager I.V. Kulebyakin on the other hand drew up an act stating that the Customer accepted the work performed and has no claims regarding it.

rub. cop.

Total amount: Five hundred rubles 00 kopecks.

Director of Chip LLC _______________________ A. Sergeev

Purchasing Manager of Astra LLC ______________________ I. . Kulebyakin

In what cases should CCT be used?

What documents should the UTII payer issue in exchange for a cash receipt?

- Title of the document;

— serial number of the document, date of its issue;

— name of the organization (full name of the entrepreneur);

— TIN of the organization (entrepreneur);

— name and quantity of paid goods purchased (work performed, services rendered);

— the amount of payment made in cash and (or) using a payment card, in rubles;

- position, surname and initials of the person who issued the document, and his personal signature.

Can a UTII payer, accepting cash for household services to the population, not use cash registers and not issue strict reporting forms?

No, he can not.

Until July 1, 2019, the UTII payer may not use cash registers and issue strict reporting forms instead of a cash receipt only if the following conditions are simultaneously met:

Can an entrepreneur with a patent, accepting cash for household services, not use cash registers and not issue strict reporting forms?

No, he can not.

An entrepreneur with a patent has the right until 07/01/2019 not to use cash registers and, instead of a cash receipt, issue strict reporting forms only if the following conditions are simultaneously met:

Confirmation of fulfillment of the service agreement

If the subject of the contract is services or work, then the main document closing the contract will be the act. As with the invoice, the transaction must be confirmed in the original.

However, there are some exceptions. If closing documents for services are not a mandatory condition of the contract, and the law allows their absence, then copies of acts can be placed under the accounting registers (if necessary). However, these papers can only be used for accounting convenience.

Such cases occur when concluding lease agreements and offers.

A certificate of completion of work (services rendered) is a document that proves not only the completion of the transaction, but also the absence of claims from the customer. It acts as the main confirmation that allows you to account for the costs of the transaction and include them in tax returns. The act is printed in two copies, and they are kept by each of the parties to the transaction.

Is it possible to accept PKO as an advance report instead of a taxi receipt?

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>Is a receipt order a confirmation of payment?

How to prove payment for services in court

When filing a statement of claim or complaint with Rospotrebnadzor, the payer must provide evidence of the transaction. Judicial authorities require a documented fact of the transaction indicating the citizen’s full name, details, date and amount of payment.

If the transaction was performed at the office of a financial institution, it is recommended to present the original check or order. Additionally, the bank can issue a transaction confirmation certificate with a branch seal and signature of an authorized person.

When paying online, it is recommended to print receipts and have documents certified at the office where the account is maintained. Despite the presence of an electronic seal on the form, in 15% of cases law enforcement agencies refuse to accept certificates without the organization’s stamp and signatures of the company’s employees.

Obtaining a duplicate if a document is lost

The bank provides for the restoration of client checks in the event of their absence to confirm payment of the invoice. If the transaction was performed by the payer himself in terminals or online banking, the employee can reprint the account statement or issue a copy of the check.

If paper documents are lost, the recovery period can be up to 30 days. To speed up the transaction search, the client must know the date, approximate time, payment amount and recipient details. Lack of information may result in a refusal to provide a duplicate document.

Payments made more than six months ago are usually ordered through the bank's archives. The duration of the service is from 3 days. A fee may apply for the restoration of some certificates.

Details

Client Responsibilities

Financial institutions that issue loans oblige clients to deposit funds strictly within the established time frame. Delays in payments lead to the accrual of penalties. Rarely, for example, if there is a system failure, payment may be delayed (or fail). In this case, the payer must prove that the payment was made in order to avoid repeated payment.

Proof of payment in credit institutions is considered a payment receipt, order or account statement. When depositing money into the client’s personal account, the operator issues a cash receipt order, which indicates information about the payer (full name), the name of the financial institution, as well as the date of the transaction and the amount deposited. At the bottom of the order, confirming signatures of the participants in the transaction (client, cashier and manager) are placed; most often, the form is certified by the seal of the organization.

What is an Extract

A statement is a document that represents a list of transactions on the payer’s account.
The statement may indicate one or several banking transactions recorded for a certain period of time (for example, for a specific month), information about the owner (full name), name of the organization and account number, date of issue of the statement and information about the authorized person. It is also possible to print out an electronic document when making a payment through UCO (remote service channels) - this could be a terminal, online banking, or a mobile version of the site. A check is issued when paying a debt to the account of a legal entity. It indicates the details of the recipient, the name of the organization, information about the payer, the amount, date of payment and its purpose. The check printed after the transaction is completed is a reporting document confirming payment. If the client does not have a check, he can contact the bank with a request to restore it. If the transaction is carried out by the client himself, for example, through a terminal or in an online bank, an employee of a financial institution can reprint an account statement or make a copy of a check.

In case of loss of documents

... made on paper, their recovery period can be up to 30 days. To speed up the search for a transaction, the payer must indicate the exact date and time when the payment took place, as well as the recipient’s details. If such information is not available, the bank may refuse to issue a duplicate document. If the payment took place more than 6 months ago, you will need to request information through the archive. This service is performed no earlier than three days. A fee may be paid for the restoration of certificates.

Tax payments are the responsibility of every Russian citizen. Payments for property, transport, and land are provided annually. If there is no confirmation of payment, then in addition to the accrual of penalties, this may result in a ban on leaving the country.

For the Federal Tax Service, documents confirming payment are:

- check,

- receipt order,

— an extract from the client’s account, certified by the signature of an authorized person and seal,

- another document that proves the payment transaction has been completed (for example, a bank form indicating that the debt has been repaid).

When paying debts, the payer has the right and obligation to request a document confirming payment. The bank can refuse to issue a check only if the client requests several checks at once. In accordance with the Tax Code of the Russian Federation, financial organizations can issue original certificates. Duplicates are issued as an exception after a written statement from the client about the loss of the check is issued.

Managers of an organization may refuse to issue a certificate for third parties in the absence of a notarized power of attorney authorizing the issuance of documents in the name of the payer.

In case the payment was made from a bank plastic card account

...using the SMS notification service, the payer receives a confirmation code on his phone, after which he enters the amount and the money is sent to the specified account. Confirmation of payment, in this case, is an SMS about the sending and completion of the transaction or a statement about the status of the bank card account.

Types of documents

There are a large number of payment papers. Their exact list depends on the specific procedure and is clarified by the applicant in advance. Let us consider separately the main types of payment documents, their purpose and rules for filling them out.

Invoice (invoice)

An invoice is a mandatory document that is drawn up by the seller of transported products and handed over to the customer (buyer). It performs the following important functions:

1. Confirmation of the fact that the seller has fulfilled the main terms of the transaction (transfer of products that meet all the requirements and characteristics of the purchase and sale agreement).
2. Confirmation of payment of value added tax for its further deduction.

The exact list of payment documents depends on the specific transaction.

The document must contain the following information:

• Buyer and seller data.
• Date of registration.
• Number.
• Name and quantity of goods.
• Cost of goods.
• Tax rate.
• Country of origin.
• Amount of value added tax, etc.

Payment order

A payment order is a document that is drawn up by the owner of a bank account (when carrying out foreign trade activities - by the buyer or seller). The paper is necessary to transfer the amount of money specified in it to the account of another subscriber (seller). With the help of a payment order, non-cash payments for delivered goods are carried out.

The paper must contain the details of the recipient and sender of funds, the amount of the transfer, the date of execution and paper number, purpose of payment, etc.

Extract from the personal account

An extract from the buyer’s personal account is required to confirm the transfer of funds and fulfillment of the payment terms of the contract.

You can request a personal statement from the banking organization where the account is registered. A copy of the document is attached to the general package of papers.

Tax receipts

The next required payment documents are tax receipts. Transportation of goods requires payment of customs duties in the established amount. Before submitting a package of papers, you must take the details of the customs authority and pay the tax.

The receipt must necessarily indicate the date of transfer and the amount of tax, details of the payer and recipient, information about the banking organization, purpose of payment, etc.

Closing document for the invoice for payment

The Civil Code also regulates the rights of the parties regarding the closure of a bank account. Moreover, priority is given to the interests of the client, who has the right to terminate cooperation at any time. The bank can take the initiative to terminate the contract only if certain conditions are met: Legal entities and other VAT payers use an invoice : a responsible financial document that is issued not in advance, but upon the fact of work performed, services provided or goods shipped. It is no longer needed to speed up payment, but to confirm that excise duties and VAT have been paid in full, so that VAT can be withheld from the payer (buyer). This document has a prescribed form; it may also contain information about the origin of the goods, and if it is imported, then the number of the customs declaration for it.

The account owner can initiate account closure for any reason, and he is not required to explain it in the application. Nevertheless, such a column is there, since it is important for the bank’s management to know the reasons for terminating cooperation. As a matter of principle, it is not worth refusing to indicate the reason and going into conflict; it can be stated briefly, without going into details. The accounting of each enterprise requires strict accounting of transactions and the availability of all papers related to them.

If money is transferred for a product or service, then the accountant must have a document stating that the company received it. And vice versa, the counterparty company uses the same documents to close the transaction for the receipt of funds and confirms exactly why it was paid this amount.

Receipt of the intermediary

Checks from mobile banking are more convenient than traditional paper payments. They are always at hand and never fade, and such a receipt can also be printed if necessary. The website of a financial organization popular among compatriots says that a check in electronic form is a full-fledged payment document. But according to the law, this is not entirely true, says Yuri Tverdokhleb, associate professor of the Department of “Regulation of Financial Institutions” at the Faculty of Finance and Banking of the Russian Presidential Academy of National Economy and Public Administration. When you make purchases, the receipt is not issued by the bank, but by the seller. It is printed on a special machine that has a fiscal (tax) memory - this is necessary for the tax service. The main purpose of cash register receipts was originally precisely to keep track of cash. Electronic payments appeared later and began to replace payments with bills and coins. However, the check has fully retained the function of formalizing the contract, and sellers often require them, for example, when applying for a guarantee.

“The document sent by the bank is not a cashier’s check. The bank is an intermediary that only transfers money. The document that you receive after a transaction in a mobile bank is called a “transaction receipt” - it does not contain the details of a cashier’s check, it only indicates the time, amount and recipient of the payment,” explains Stanislav Drobotov, a member of the St. Petersburg Bar Association.

And even a printed check from a mobile bank does not confirm the fact of the transaction, adds lawyer Andrei Kozbanov. After all, modern printing technology makes it possible to create a fake of any receipt without any problems.

How long is it recommended to keep payment documents?

In banks and other financial institutions, customer orders are archived for 5 years. Housing and communal services have the right to require subscribers to provide proof of depositing funds into their personal account within 3 years from the date of the transaction. According to the law, the storage period for documents confirming payment is 5 years from the date of receipt.

The advantage of paying online is the ability to print receipts for 10 years or more from the date of the transaction. If the client is unable to find the document on his own, he can contact the financial institution to make a request. Documents older than 3 years are issued from the archive.

Not all transactions can be printed after 6 months or more. If there is no technical capability or the database is updated, financial institutions may refuse to issue a certificate.

​AiF.ru learned from lawyers whether it is possible to present a receipt from a mobile banking application as confirmation of a transaction.

Every third Russian uses a mobile bank, experts from the analytical center of the National Agency for Financial Research (NAFI) found out. Using the banking application, compatriots transfer money to each other, and also pay for purchases and utilities. Is a receipt from a mobile application for payment for purchases and utilities considered a payment document confirming the transaction? AiF.ru looked into it together with experts.