Waybills for individual entrepreneurs for taxis in their own cars and trucks

Using a vehicle for commercial purposes imposes certain obligations on the owners. In particular, the driver must always have a waybill with him. However, not everyone understands who needs to have a document, for what purposes it is needed and whether a fine is imposed for the absence of a waybill. The paper allows the driver to be behind the wheel of the car and contains all the information about both the driver and the vehicle. At the same time, organizations and legal entities can monitor the work of an employee, keep records of fuel and, based on it, calculate mileage.

Waybill - what is it?

Before finding out whether a fine is imposed for the absence of a waybill, it is necessary to understand what the document is.

A waybill is a paper that is issued to the driver of an organization and gives him the right to drive a vehicle. The reporting document must necessarily contain information about:

the person who drives the car;
organizations or individual entrepreneurs;
vehicle;
the route being executed.

The document format can be free, or it can be written in a unified form.

Do you need a waybill: how traffic police officers scam drivers out of money

Using a waybill, companies and organizations have the opportunity to monitor the driver’s work, fuel consumption, and also calculate the car’s mileage with its help. What is a waybill? A waybill is a document that gives the driver the right to drive a car. It contains information about:

the organization that issued the waybill;
the driver who drives this vehicle;
vehicle;
the route followed by the vehicle.

Using the waybill, the company keeps records of:

driver's work;
consumption of fuels and lubricants;
vehicle mileage.

Since 2013, organizations have been given the opportunity to independently develop the format of the waybill. At the same time, it must reflect the mandatory details established by Art.

However, it lost its force due to the release of Order No. 152 of the Ministry of Transport of the Russian Federation dated September 18, 2008, which today is the main document regulating the procedure for drawing up and filling out waybills. Order No. 152 does not contain specific forms of waybills either for individual entrepreneurs or for organizations, but only establishes the mandatory details of these documents and the procedure for filling them out.

I would also like to note that with the release of this order, filling out waybills became mandatory for all individual entrepreneurs using vehicles. In the previously effective Order No. 68, the responsibility for filling out waybills was assigned only to those individual entrepreneurs who used vehicles for transportation on a commercial basis.

Who needs a waybill

It is prohibited to use a vehicle, in accordance with the law, without a issued waybill in the following situations:

if you are driving a bus, tram or trolleybus;
when the company transports passengers;
if the organization is engaged in the transportation of luggage, goods and cargo.

However, there are often cases when a company driver does not transport people, goods or cargo, but uses the car for his personal movements. A reasonable question arises whether there is a fine for the lack of a waybill in such a situation. The difficulty is that there is no clear answer. All controversial issues will be resolved only in court. But there have already been precedents when a decision was made in favor of the driver.

Does the Director Need a Waybill for a Company Car in 2021?

The order is created in form No. T-9 or on a form adopted by the organization, where this document template is taken as a basis. When preparing documents for an employee on a business trip in a company car, the order must be slightly modified by adding at least one additional line. The basis for such formation of the order is paragraph 2 of clause 7 of Regulation No. 749, which states that a business trip can be carried out in a car owned by the enterprise, personal or third parties (by proxy).

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2021 does the director need a waybill for a company car?

If an employee pays costs, for example, depreciation of a car and fuels and lubricants, then in this case the use of transport can hardly be considered as receiving income in kind. The main features of this design method include:

In addition to all the details listed above, the waybill must indicate the date and time of the odometer reading when the vehicle leaves the permanent parking lot and returns. Notes on medical examination and odometer readings are now certified only with a signature. The stamp is no longer needed. The employee must sign personally, indicate his last name and initials. For who can conduct a medical examination of a driver, see the recommendation “When it is necessary to conduct a mandatory medical examination of an employee.”

Prevent the problem

To save time, money and nerves, it is better for individual entrepreneurs and employees of organizations to issue a waybill. A fine for absence can become an unpleasant incident, and then you will have to go to court to protect your rights.

But it should be remembered that even private entrepreneurs are required to have this document with them if the car is used in the work process, or with its help, people or goods are transported.

An exception can only be applied if an individual entrepreneur uses the car for his own needs or has transferred it to another person by proxy.

Penalties

The Code of Administrative Offenses of the Russian Federation specifies the fine for the absence of a waybill. The recovery amount starts from 500 rubles. Sometimes a traffic police officer may limit himself to a simple penalty. In this case, punishment may follow not only for the absence of a document, but also for errors in its execution.

The legislation clearly defines what fine can be imposed for the absence of a waybill:

If the driver is responsible for the vehicle, he may be given an order to correct the defects or a fine of 500 rubles.
If responsibility for the car is imposed on an official of the company, then the punishment for non-compliance with the law will be much more severe. In this case, a fine of 20 thousand rubles is imposed.
If drivers of cars belonging to a legal entity do not have a waybill, the fine for the organization can reach 100 thousand rubles.

The private entrepreneur who has registered the individual entrepreneur bears full responsibility. Even if he is not a legal entity, he can be punished to the fullest extent of the law.

Features of driving a truck

In the absence of a waybill, a fine will be imposed on the truck driver. Individual entrepreneurs can use the PG-1 form to write this paper, which is aimed at people who do not use hired labor. In this case, it is possible to develop an individual form that is more convenient to fill out. It is important to correctly indicate all the necessary details that are approved by the Ministry of Transport.

The document requires:

stamps confirming that the vehicle was inspected by a mechanic;
stamp from a medical professional confirming the pre-trip examination.

If cargo will be transported, then the waybill must be accompanied by an invoice for the goods. The document can be drawn up by both an accounting employee and a dispatcher, as well as an individual entrepreneur himself.

It is imperative to record in the accounting book the waybill issued in accordance with all the rules. The entrepreneur must certify the entry with his signature and seal. Only in this case can you calculate the costs of combustible materials and the driver’s salary, if any. The waybill also records:

travel time;
forced downtime;
presence of an accident;
stops for technical needs.

Fines for the absence of a waybill for a truck driver can range from 500 rubles to 100 thousand rubles.

Rules for issuing and maintaining waybills in 2021

The completed document is signed by the dispatcher and the head of the institution or persons authorized by the head. If the company uses a seal (as defined by the charter), then the voucher is sealed. The document is always drawn up in a single copy and handed over to the driver. At the end of the trip, the driver must hand it over to the person in charge against signature.

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Waybill form

Name of the document, number and date of issue. When numbering, it is necessary to observe chronology.
Validity period of the voucher. The maximum period is one month.
Information about the owner of the car. Now it is mandatory to indicate the OGRN.
Information about the driver of the vehicle (full name, driver's license number).
Information about the car (state license plate, make).
Odometer data before leaving for a trip and upon returning to the garage (parking lot).
Date and time of departure and return to the parking lot.
Signature and full name the responsible employee who indicated the odometer readings, date and time.
Date and time of pre-trip and post-trip medical examination of the driver.
Stamp, signature and full name. the health worker who performed the medical examination.
Information about passing the pre-trip technical inspection indicating the date and time (DD/MM/YYYY, as well as hours and minutes).
Signature and full name person responsible for vehicle inspection (mechanic, inspector, foreman).

If the organization decides to use unified forms of waybills, then they will have to be modified taking into account the requirements for the mandatory details of the waybill approved by Order of the Ministry of Transport dated September 18, 2021 No. 152. In particular, the waybill for a passenger car (standard interindustry form No. 3) does not contain any columns on pre-trip and post-trip medical examinations of the driver. The revised form of the waybill will also need to be fixed in the company’s accounting policies.

The waybill is intended for recording and monitoring the operation of vehicles, as well as the work of drivers. Also, a waybill is necessary to confirm the organization’s expenses for the purchase of fuels and lubricants (clause 14 of article 2 of the law of November 8, 2021 N 259-FZ, clause 1 of article 252, clause 1 of clause 11 of article 264 of the Tax Code of the Russian Federation) .

Waybill for a month

In this consultation, we will focus on filling out waybills issued for a month, waybills for individual entrepreneurs, and also provide a sample of filling out a waybill that will not cause any complaints from inspectors.

Information about the vehicle must allow it to be clearly identified. If you are using a truck with a trailer, indicate the model of the trailer. Fill out the state number for both the car and the trailer.

Requirements for mandatory medical examinations apply to employees hired as a driver (Article 23 of Law No. 196-FZ of December 10, 1995). If an employee does not work as a driver, but his work involves constant travel in a company car, he is also required to undergo pre-trip medical examinations (Article 213 of the Labor Code, Supreme Court Resolution No. 18-AD16-173 dated December 19, 2021). For example, couriers who deliver goods using official vehicles.

Vehicle type, make and license plate number

After the technical inspection, the mechanic or an authorized employee makes a note about the serviceability or malfunction of the vehicle in the waybill. If no faults are identified, the inspector records “the vehicle’s technical condition has been checked” and certifies with his signature indicating the full name, date and time of inspection. This follows from paragraph 12 of the Procedure approved by Order of the Ministry of Transport dated 08.08.2021 No. 296, paragraph 16.1 of Order of the Ministry of Transport dated 18.09.2021 No. 152, letter of the Ministry of Transport dated 28.09.2021 No. 03-01/21740-IS.

The waybill is prepared by dispatchers or employees who are responsible for releasing vehicles on the route. Responsibility for storing the document lies with:. In the absence of a waybill, a fine may be imposed under the article Home Documents New rules for filling out waybills in the year. New rules for filling out travel forms this year. When you have decided which form of waybill should be used for the needs of the enterprise, do not forget to approve this document in the accounting policy.

Organizations that transport goods or passengers are required to undergo control. Helpful information? Share it with your friends! Very useful information. We will use it in our work. It was very useful. Thank you very much. I have a question: is it possible to issue a waybill for a week or a month if the vehicle makes several flights a day every day? It is very labor-intensive to issue a waybill for each flight or per day, if the organization has more than vehicles, about a waybill is obtained per month.

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Waybills 2021: main changes and filling samples

No you can not. Every day a new ticket must be issued, with a new time, with a new inspection. I do this myself every day. About waybills are issued per week. The law says that you can write out for a day, for a flight, for a week, for a month. Good afternoon. According to the Order of the Ministry of Transport of Russia from the Waybill is issued for one day or a period not exceeding one month. The Order has been amended to: In a driving school, who should be the controller, the dispatcher and the responsible traffic police officer?

For trucks, two forms are most often used: 4-s and 4-p. The first is when the driver’s salary or the carrier’s remuneration is calculated at piece rates. The second - when using a time-based tariff. The current form for a truck in Form 4-c is presented in the window below, this document can be downloaded:

If the above-mentioned mandatory information is available, the forms fully comply with the requirements of the law, even if they are not compiled according to standard forms. And the standard forms of Goskomstat can be considered as forms of waybills for 2021, approved by the Ministry of Transport of Russia. Read more about them in Table 1. From the table you can download a waybill for a passenger car, form 2021, download for free.

Changes in the preparation of waybills of Order 152 for 2021

As you know, the rules for filling out travel documents for 2021 from Order No. 152 dated September 18, 2008 are mandatory for firms and entrepreneurs. If there is the slightest violation in the execution of the document, it will be difficult to confirm expenses in tax accounting. The situation is complicated by the fact that corrections are often made to the 2021 travel forms. In addition, the rules for filling out travel forms for 2021 are also being adjusted.

document's name;
serial number;
information about the period for which the waybill was issued;
information about the car owner;
vehicle data, i.e. its type and model, state number;
information about mileage at the beginning and end of the working day;
date and time at which the car left the parking lot and at which it returned;
personal signature and its transcript of the employee who controls the vehicle’s mileage and operating time;
information about the driver;
doctor's note on the driver's examination;
a note stating that the vehicle underwent technical inspection before starting work, indicating the date and time of such inspection;
personal signature and its transcript of the employee releasing the car for departure.

Working with clients

The truck is often used by individual entrepreneurs to satisfy customer requests. Such work must also be recorded. For this purpose, there is a section that describes the driver’s work and how the vehicle is operated.

In completely different situations, traffic police fines may be imposed. The absence of a waybill when transporting goods is a violation. Therefore, it is necessary to have it and fill out the appropriate fields correctly. The paper must contain the following information:

information about the customer;
starting point of movement;
the end point of the journey;
duration of the trip;
distance;
nature of the cargo.

After the end of the trip, summary information about the work done is indicated. Information about the exact mileage and total working time of the driver, as well as about all transported goods should be recorded here.

Fine for not having a taxi driver's waybill

Strict compliance with all laws requires the carriage of passengers. Without a correctly completed waybill, an entrepreneur or his hired employee cannot go on line. If transportation was nevertheless carried out, it is difficult to later confirm the amount of work performed. The paper must be issued at the beginning of the working day by the dispatcher. Next, the driver fills out the document independently. It is on the basis of such records that salaries are calculated and revenue is reconciled.

Taxi drivers do not have strict requirements for the form for the waybill. You can use your own development or use a standard one. The main thing is that the details comply with all standards.

A fine for the taxi driver not having a waybill is imposed on the responsible person. Therefore, most often the amount is 20 thousand rubles. Dispatchers do not have the right to release cars onto the line without this document. At the same time, the duration of the trip is not regulated in any way. Usually paper is issued for one shift. But the document is issued for a specific person, and not for a car. This is due to the fact that several employees may use a car during the day, and records must be kept for each driver.

Do I need a private waybill for a truck?

of the Charter of Road Transport and Urban Ground Electric Transport1 (hereinafter referred to as the Charter), a carrier is a legal entity or 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 deliver luggage, cargo to the person authorized to receive them. That is, the Charter imposes the same requirements on carriers - legal entities and carriers - individual entrepreneurs. Contract of carriage and waybill Transportation of goods is carried out on the basis of a contract of carriage. Moreover, in accordance with Art.

Source/official document: Approved by Resolution of the State Statistics Committee of Russia dated November 28, 1997 N 78

Document name: Standard intersectoral form N 4 (OKUD 0345003) Format: .xls Size: 48 kb

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A taxi waybill, regardless of work in a company or the status of an individual entrepreneur, is the main initial document that allows you to take into account the work of transporting citizens and their luggage.

Responsibility of bus owners

Unlike passenger cars and trucks, which are used for business activities, a specific waybill form has been developed for bus drivers. It is a form PA-1, which was developed by the Ministry of Transport. In 2008, the document was finalized and appropriate changes were made to it. A waybill is necessary to monitor the driver’s route and calculate his remuneration. A traffic police officer can check the availability of the following data:

flight departure time;
speedometer readings;
customer name;
full route.

The sheet is issued in the morning by the dispatcher. The driver then enters the necessary data and at the end of the working day transfers the paper to the accounting department.

Do I need a Waybill for a Passenger Car 2021

The main thing now remains to prove that all activities are performed for the sake of this. Therefore, in addition to the waybill and documents that justify expenses for the purchase of fuel, documents will be required that confirm the employee’s attitude to work activities during non-working hours. Such documentation may include an employment contract, rules established within the company, and an order on overtime work.

Sample of filling out a waybill for a truck in 2021

There have been changes to the rules for filling out travel forms from March 1, 2021. See how to fill out a document without errors, taking into account the latest requirements of the Ministry of Transport. Also download a free waybill form for cars and trucks and a ready-made sample.

document's name;
serial number;
information about the period for which the waybill was issued;
information about the car owner;
vehicle data, i.e. its type and model, state number;
information about mileage at the beginning and end of the working day;
date and time at which the car left the parking lot and at which it returned;
personal signature and its transcript of the employee who controls the vehicle’s mileage and operating time;
information about the driver;
doctor's note on the driver's examination;
a note stating that the vehicle underwent technical inspection before starting work, indicating the date and time of such inspection;
personal signature and its transcript of the employee releasing the car for departure.

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.

Using a company car for personal purposes

Thus, in particular, Government Decree No. 1156 of November 12, 2021 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 2021 the Government abolished the obligation of drivers to carry with them powers of attorney for the right to drive a vehicle. Accordingly, from 2021, police officers do not have the right to require drivers to present a power of attorney. In 2021, organizations (JSC, LLC) have the right not to use a seal. The decision made by the management of these companies is recorded in their charter.

Medical and technical examination

Persons involved in the transport of people must undergo regular pre-trip medical examination. At the same time, the bus is also inspected for possible breakdowns. In this regard, the absence of a medical worker’s and mechanic’s seal is considered a gross violation.

Thus, not only a fine is imposed for the absence of a waybill for an individual entrepreneur, but also for the absence of the necessary stamps on it. The recovery amount varies. For officials, the fine can reach 5 thousand rubles. The organization may be subject to a penalty of up to 30 thousand rubles.

Medical examination of the driver and technical examination of the vehicle are fundamental factors for the legal transportation of people. Even if the order is placed remotely, the responsibility from the driver and his employer is not relieved.

Rules for filling out waybills

It is not at all necessary for an individual entrepreneur to strictly adhere to printed forms. However, the driver may receive a fine if the necessary details are not provided on the paper. The main ones are:

The name of the document and its registration number.
When the document was issued and its validity period. If the waybill is daily, then it is issued at the beginning of the driver’s shift. For long trips, you must indicate the validity period of the paper.
Full information about the owner of the car: his full name, phone number and address.
Information about the vehicle: name of the car, its license plate number, body type, model and odometer data.
Date of shift and time of start and end of the journey.
Driver information: full name, stamp confirming pre-trip inspection. After work, it is also necessary to undergo a medical examination, the details of which are entered into the waybill.

What mandatory details should a travel document form for an individual entrepreneur contain?

The mandatory details of the waybill for an individual entrepreneur, as well as for organizations, according to Order No. 152 include:

Name and number of the waybill.
Validity period (the date of the waybill is indicated if it is issued for 1 day; if it is issued for a longer period, the period for which the waybill was issued).
Information about the owner of the vehicle (indicate the full name of the owner, postal address, as well as contact phone number and OGRN).
Information about the vehicle. Includes: information about the type and model of the vehicle;
number and series of the state registration plate;
odometer reading;
date and time of departure (arrival) from the permanent parking place;
date (day, month, year) and time (hours, minutes) of pre-trip (or pre-shift) monitoring of the technical condition of the vehicle.

Information about the driver (indicate the driver's full name, date and time of pre-trip and post-trip medical examination).

The dates and times of monitoring the technical condition of the vehicle and similar data on medical examinations of the driver are certified by the signature (with initials deciphered) of the persons responsible for carrying out these procedures.

Read more about the changes made to the details of the waybill here.

In addition to the mandatory details, Order No. 152 allows additional details to be placed on the individual entrepreneur’s waybill form at the discretion of the individual entrepreneur’s manager, reflecting the specifics of his activities.

So, an individual entrepreneur can develop his own form of waybill or use standardized forms and supplement them. It is necessary to put into effect the form of a waybill for an individual entrepreneur by order of the manager or register it in the accounting policy. To control the movement of waybills, an individual entrepreneur must keep a journal of waybills, which should reflect all the waybills issued to him. Fully completed waybills and journals for their accounting must be stored for at least 5 years (Article 29 of the Law “On Accounting” dated November 4, 2014 No. 402-FZ).

To learn about the features of storing waybills, read the article “What is the shelf life of waybills (nuances)?”

For a video review of how to fill out waybills, see here.

Additional details

The document contains sections on the results of the work of both the driver and the vehicle itself. They can be filled out as desired. There are no penalties for absence. Among the optional details are:

number of flights completed per shift;
their length in kilometers and hours;
route.

Sometimes entrepreneurs provide such mandatory columns for calculating salaries for their employees;

travel downtime;
presence of an accident;
technical stops.

Punishment for incorrectly issued waybill

When checking all the necessary documents, the traffic police officer will pay attention to the correctness of their completion. To avoid a fine, it is important to enter all the required details. There are uniform requirements for the preparation of waybills. It is useful for all entrepreneurs to familiarize themselves with them:

The document is filled out for each vehicle that is used in the work.
The processing time can vary from one day to a month.
Each driver is issued his own form, even if he uses one car.
The sheet must contain detailed information about the vehicle, its owner and driver.
The stamp of the organization or individual entrepreneur is required. The fine for a legal entity for not having a waybill is many times higher and depends on the status of the car owner.
All travel forms must be entered into the registration log and stored for at least five years.

A penalty will be imposed on an organization or individual entrepreneur if at least one of the points is not observed. In this case, a warning may be issued for the first violation, and a fine for a repeated violation.

Individual entrepreneur's waybill for a truck - required details

The form must contain all the necessary information, without which the document will not be considered valid. Issue is allowed for a period of no more than 1 month. In this case, the following data is required to be reflected:

Information about the entrepreneur - registration address, full name of individual entrepreneur, contact phone number.
Information about the driver of the vehicle - the citizen’s full name, driver’s license number, license card details, if available, are indicated. If the individual entrepreneur works alone and is himself a driver, data on the entrepreneur is entered.
Information about the vehicle - make, registration numbers, speedometer readings when leaving the garage/returning to the garage.
The vehicle's suitability mark is affixed by an authorized employee.
A note on the driver’s health status is also affixed by the responsible authorized person.
Information about the work of transport and the driver - section 1 is intended to reflect data on the route of movement, customers of services, and the nature of the cargo. Separately, information is generated based on the driver’s work results, indicating general data on mileage, transported cargo weight and operating time.

After the services are completed, the waybills are handed over to the entrepreneur, who, independently or with the help of an accountant, calculates the driver’s salary, writes off fuel and lubricants based on fuel consumption data, receives goods and materials, and issues certificates of transport services to customers.

Important! Additionally, waybills are registered in a special journal. Storage of forms should be ensured for 5 years, as confirming primary documents of the individual entrepreneur’s activities

Does the boss need a waybill?

If an individual entrepreneur is his own boss and uses the car for his own needs, then he has no need to fill out forms. He can also transfer the car to another driver by proxy. In this case, there will also be no penalties.

However, if the owner of the car uses it to transport people or goods, then the traffic police officer has the right to demand the appropriate document. Also, a person who transports passengers is required to regularly undergo a pre-trip inspection of his car and medical supervision. Otherwise, such activity is considered illegal and is punishable by a fine of up to 100 thousand rubles.