Waybill for a special vehicle: form 3-special

Travel forms for 2021

A waybill is a document that is needed to record and control the operation of a vehicle and driver (clause 14 of article 2 of the Federal Law of November 8, 2007 N 259-FZ).

What form should organizations and individual entrepreneurs use to issue waybills for cars and trucks after 01/01/2020?

An organization or individual entrepreneur has the right to use independently developed travel forms or forms approved by the State Statistics Committee or industry departments and modified to meet current legal requirements. In any case, the organization’s forms of waybills must be fixed in its Accounting Policies for accounting purposes.

What is a car waybill

Entrepreneurs and companies on UTII need a waybill to solve the following problems:

• depreciation charges for equipment;
• accounting for fuel, gasoline, and gas consumption;
• control of vehicle costs;
• calculation of wages for employees.

The waybill is a primary accounting document that individual entrepreneurs and all companies using rented or own equipment are required to draw up.

Travel form PG-1

For your information! Legal entities and entrepreneurs involved in the transportation of people and goods must use a unified form.

Details of travel documents in 2020

Self-developed forms of waybills for cars, trucks, buses, trolleybuses and trams must contain the mandatory details that are provided for in Part 2 of Art. 9 of Law N 402-FZ, namely:

• Title of the document;
• date of document preparation;
• name of the economic entity that compiled the document;
• content of the fact of economic life;
• the value of the natural and (or) monetary measurement of a fact of economic life, indicating the units of measurement;
• the name of the position of the person (persons) who performed the operation and is responsible (responsible) for the correctness of its registration, or the name of the position of the person (persons) responsible for the registration of the accomplished event;
• signatures of persons indicating their surnames and initials or other details necessary to identify these persons.

In addition, indicate in it the mandatory details approved by Order of the Ministry of Transport of Russia dated September 18, 2008 N 152 (Article 6 of the Federal Law dated November 8, 2007 N 259-FZ):

• 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.

You can also place additional details on the waybill that reflect the specifics of your activity (clause 8 of the Mandatory details and the procedure for filling out waybills).

The waybill does not necessarily have to have a seal (stamp) of the organization or individual entrepreneur. At the same time, it must bear a mark on the conduct of pre-trip inspection of the technical condition of the 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.

New filling rules

IMPORTANT!

As of March 1, 2019, changes to the rules for filling out vouchers for all types of transport came into force. The Ministry of Transport of Russia introduced innovations by Order No. 467 of December 21, 2018 into the main regulations on vouchers - Order No. 152 of September 18, 2008.

Previously, legislators established a list of mandatory details, without which a document can be considered void. In addition, the relevant orders have abolished the mandatory affixing of a company's official or round seal on a voucher, if the charter of a budgetary organization does not provide for the use of a seal.

If the document does not contain all the required details, then traffic police officers have the right to fine the owner of the car and the driver. Tax officials will also not accept the document as proof of expenses; they will recalculate the tax base and issue a fine.

Information required to be filled out in the 2021 truck voucher form:

1. Name and number of the document, date of formation (extract). The chronological order should be strictly observed when numbering vouchers.
2. The validity period of the document, that is, the period for which it was issued, but not more than one flight or work shift.

IMPORTANT!

From 03/01/2019 the validity period of the voucher has been changed. Previously, the document was issued for a period of up to 1 month inclusive. Now issue a ticket for only one flight, regardless of how many days this flight lasts. Or for one work shift, regardless of the number of flights made during the working period.

1. Full details of the owner of the vehicle, including OGRN (OGRNIP - for private owners).
2. Car driver details: Full name and a valid driver's license number.
3. Information about transport: license plate, make.
4. Odometer data before leaving and upon returning to the garage.

IMPORTANT!

As of March 1, 2019, it is no longer necessary to certify odometer readings with a seal or stamp. The signature of the responsible employee is sufficient.

1. The exact date and time of the start of the flight and return to the garage.
2. Signature, full name and the position of the responsible employee who took and recorded the odometer readings, date and time.
3. Date and time of the driver's medical examination before departure and upon return.
4. Signature and full name the medical professional who performed the examination. If available, a stamp is affixed, but it became optional as of 03/01/2019. All you need is the signature of a health worker.
5. Information about passing a technical inspection before departure on a flight in DD/MM/YYYY format, as well as hours and minutes.

IMPORTANT!

Such inspection has become optional for passenger vehicles operated for the company’s own needs. A note on pre-trip, pre-shift and post-trip control is optional. But for commercial carriers and enterprises operating buses and trucks for their own purposes, it is mandatory.

1. Signature and full name person responsible for vehicle inspection (mechanic, inspector, foreman).

The document is always drawn up in a single copy. The completed form is certified by the manager and a round stamp is placed (if available). The completed ticket is handed over to the driver. At the end of the trip (fulfillment of the task), the driver hands over the document to the responsible person of the budget organization for signature. A new sheet should not be issued until the driver reports on the previous one.

Below you will find a ready-made sample of filling out a truck waybill 2021.

Travel forms in 2020

Approved unified waybills can be downloaded for free in this list:

• Bus waybill
• Waybill for a non-public bus
• Waybill for truck 4-P
• Waybill for truck 4-C
• Passenger car waybill
• Taxi waybill
• Waybill for a special vehicle
• Construction vehicle waybill
• Tractor waybill

It is important to say that these unified forms do not contain all the mandatory details of waybills, in particular information about pre-trip control of the technical condition of the vehicle, about the pre-trip (and, if necessary, post-trip) medical examination of the driver; they need to be finalized.

At the same time, you can also download the already modified basic travel forms for 2021 with all the required details:

• Form of waybill for a passenger car (including medical and technical examination).
• Form of waybill for a truck (including medical and technical examination)

You can also download a sample of filling out a waybill for a passenger car from the link . Or you can look at a slightly different design option (also correct)

Fine for lack of waybill for individual entrepreneurs

The size of sanctions is established by the Code of Administrative Offenses of the Russian Federation. Traffic police officers have the right to apply penalties for transportation without waybills issued in accordance with legal requirements. At the same time, a fine for the absence of a waybill for an individual entrepreneur is charged both for transporting goods without a document, and for filling out a form with errors (without seals, stamps, medical examination, dates, etc.).

Amount of sanctions in 2021:

1. According to Art. 12.3 Code of Administrative Offences, part 2 – 500 rubles. for the driver.
2. According to Art. 12.31.1 Code of Administrative Offenses, part 1 – 20,000-100,000 rubles. for individual entrepreneurs.

Liability and penalties

For incorrect registration or absence of a waybill, a fine can be imposed by both the Federal Tax Service and traffic police officers.

Sanctions for the driver not having a document are specified in the Code of Administrative Offenses. Since the driver himself is responsible for his transport, a fine of 500 rubles may be issued to him for driving without a ticket.

In addition, a company official may be held liable because he did not provide the driver with a document. For this, a fine of 20 thousand rubles is issued. If the punishment is imposed directly on the organization, then the fine will be set at 100 thousand rubles.

Are waybills issued for a truck or a car for a Gazelle?

Please tell me, do you need to issue waybills for a truck or car for a Gazelle transporting construction materials?

Now we write out both for a passenger car and for a month. We have a lease agreement. But doubt crept in.

Will this be a violation? Messages: 1,428 In the PL, a medical examination mark is not required for passenger transport, but it is required for cargo transport. And where do we get this mark? Therefore, is it possible to issue a passenger car license plate for a small gazelle, such as a truck? I heard somewhere about the weight limit of the vehicle itself being 3.5 tons.

If it is more than 3.5 tons, then category C is considered freight transport.

The tax office and Putin are probably friends, it doesn’t matter to him. I use the submarine of a passenger car (we have an all-metal Gazelle van), but medical examination marks are still needed, but, I think, more for the traffic police than for the Federal Tax Service.

Filling out form 3-special

The waybill consists of three parts: the front and back sides, as well as a tear-off coupon. The travel form form 3 is given below.

Let's take a closer look at how each of these sides is formalized.

Front side

The following details are written on the front side of the document:

• Document number in order (the company must develop a non-repeating numbering of documentation);
• Sheet series;
• Date of document generation;
• Name of the company, its contact phone number and address;
• OKPO code;
• Vehicle brand;
• State car registration plate;
• Garage number (filled in only if the company has several vehicles on its balance sheet);
• Last name and initials of the driver;
• His personnel number (in accordance with his personal card);
• Series and type of license card;
• The “in possession” field—who is the owner of this vehicle;
• Address, as well as destination of the car;
• Date and exact time of departure;
• Last name and initials of the dispatcher who issued the task to the driver;
• Last name and initials of the mechanic releasing the car for the flight;
• Date and exact time of the vehicle’s return to the parking lot;
• Full name and signature of the driver who handed over the car.

Reverse side

On the reverse side of the interindustry form 3 passenger car waybill, the following details are written:

• Task number in order;
• Customer company code;
• Exact addresses of destinations and departures;
• Exact time of departure and return of the vehicle;
• Distance traveled by the car;
• Driver's personal signature.

Tear-off coupon

The tear-off coupon contains the following information:

• Special number and brand TS;
• Company name;
• Exact departure and arrival times;
• Name of the customer company;
• His personal signature with transcript;
• Speedometer data.

Form and sample

Truck waybill (form N 4C): sample filling, download form

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A truck waybill is necessary to reflect the work of the rolling stock and the truck driver. And also, on the basis of this sheet and the consignment note, the salary of the truck driver is calculated and calculations are made for the transportation of goods.

This waybill for a truck is the primary document; transportation of cargo, subject to payment at piecework rates, is taken into account in the waybill of form N 4-c.

Truck waybill (form N 4C): sample filling, download form

The Business.Ru service is intended for retail and wholesale trade, online stores and the service sector.

A truck waybill is necessary to reflect the work of the rolling stock and the truck driver.

And also, on the basis of this sheet and the consignment note, the salary of the truck driver is calculated and calculations are made for the transportation of goods. This waybill for a truck is the primary document; transportation of cargo, subject to payment at piecework rates, is taken into account in the waybill of form N 4-c.