How to confirm accountable expenses from July 1?

Moscow, 02/05/2021, 15:56:28, editorial office of FTimes.ru, author Tatyana Orlonskaya.

In Russia, starting from 2021, accountants must give employees money to report according to a new procedure. The old order can no longer be used.

In August 2021, the Central Bank of the Russian Federation approved a new procedure for issuing reports in 2021. These rules have made life somewhat easier for accountants and reporting employees. Read our material about which reporting documents have changed and what the advantages are.

Changes from 11/30/2020

The new instruction of the Bank of Russia No. 5587-U dated 10/05/2020 came into force on 11/30/2020. The financial regulator has established a new procedure for issuing and spending accountable amounts in 2021 and approved new requirements for cash transactions in organizations and individual entrepreneurs. Now cash transactions are allowed to be carried out using devices that operate automatically without the participation of employees. Cashiers have the right not to require an identification document from recipients of money, although they are required to make sure that the person indicated in the debit order is in front of them.

Cashiers were prohibited from issuing banknotes with damage: contamination of the surface of the front or back sides, leading to a decrease in the brightness of the image by 8% or more, with extraneous inscriptions or drawings consisting of two or more characters or symbols, with stamp impressions or stains with a diameter of 5 mm and more. If the banknote contains one or more of these damages, as well as others specified in clause 2.9 of Bank of Russia Regulation No. 630-P dated January 29, 2018, it is subject to mandatory delivery to the bank. It is prohibited to accept cash from other persons who have been declared insolvent; this is stipulated by the new rules for working with accountants.

In the application of the accountable person for the issuance of money, it is no longer necessary to record the amount and the period for which the cash is issued. It is not necessary for the manager to sign the application. Organizations have the right to issue one order for several procedures for issuing cash to one or more accountable persons. The document must indicate:

• surnames and initials of cash recipients;
• amounts of cash;
• the period for which funds were issued for the report.

The requirement for a mandatory advance report within three days has been abolished. Now organizations and individual entrepreneurs independently set the period after which the accountable person must report and return the remaining money to the cash desk. This period is approved by the head of the organization or individual entrepreneur by a separate order and indicates it in the regulations on the issuance of money on account.

Use free instructions from ConsultantPlus experts to correctly issue money and account for it.

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What are the requirements for handling cash and issuing it for reporting?

Requirements for accepting cash have been established.

So, the cashier must accept cash by sheet, by piece. At the same time, he should control their solvency.

At the time of issuing cash, the cashier must make sure that he is issuing it to the person indicated in the cash register, in the settlement or payroll statements.

To issue cash to an employee to an accountable person for business expenses, as before, a cash settlement should be drawn up in accordance with:

• administrative document of an organization or entrepreneur, for example, an order;
• or a written statement from the accountable person.

In this case, no changes occurred.

But they excluded the previously established requirements for the statement of the accountable person that it must contain a record of the amount of cash and the period for which the cash is issued, as well as the manager’s signature and date.

The innovation is due to the fact that an order can be issued for several cash payments to one or more accountable persons.

The order must indicate the surnames and initials of the cash recipients, the amount of cash and the period for which they are issued.

The accountable person must return the cash within the period established by the head of the organization or individual entrepreneur.

The requirement that accountable money must be returned within a period not exceeding 3 working days after the expiration date for which it was issued or within the same period after returning to work was excluded.

More on the topic:

The employee did not return the accountable money? Don't forget about personal income tax and contributions

How to work under the new rules

IMPORTANT!

From November 30, 2020, the procedure for cash payments has changed. Settlements with accountable persons in 2021, taking into account the latest changes, were discussed in detail in the article “How to keep records of settlements with accountable persons.”

Legislative reform of accounting provisions relating to the issuance of funds for reporting in budgetary institutions began in 2021. By order of the Ministry of Finance No. 65n dated July 1, 2013, a number of amendments were made to the instructions on budget classification, changing some codes for the classification of operations of the general government sector (KOSGU). Analytical accounts reflecting the movement of accountable amounts have been updated in budget accounting documents. At the same time, amendments were included in the Tax Code of the Russian Federation.

In 2021, the Central Bank made changes to the report by adopting regulatory legal act No. 4416-U dated 06/19/2017, which introduced significant amendments to the instructions of the Central Bank of the Russian Federation No. 3210-U dated 03/11/2014. The main modifications affected clause 6.3, and from August 19 it became easier to issue accountable amounts.

Important reporting rules:

• It is allowed to issue money on account only to an employee with whom the employer has signed an employment contract (Article 15 of the Labor Code of the Russian Federation), or to an individual working under a civil law contract (letter of the Central Bank of the Russian Federation No. 29-R-R-6/7859 dated 10/02/2014 );
• To issue money, employees do not have to submit an application; the basis for payment of the advanced amount is an order, order or decision signed by the manager;
• the deadline for submitting an advance report by the accountable person in 2021 is set by the organization;
• the issuance of the required amounts is carried out even if there is a debt on accountable money issued earlier.

How to take into account cash payments with accountable persons?

The issuance of cash on account and the acceptance of expenses incurred from it are reflected in accounting (budget) accounting as follows:

Example 1.

An employee of an autonomous cultural institution was given cash from the cash register for travel expenses:

– daily allowance – 700 rub. (7 days x 100 rub.); – accommodation – 4,900 rub.; – travel – 3,000 rub.

Upon returning from a business trip, the employee completed an advance report, attaching to it an act of accommodation services provided and a cash receipt in the amount of 4,900 rubles, as well as travel tickets in the amount of 2,700 rubles, which were also accepted as confirmation of the actual period of his stay in business trip (7 days). Unspent cash balance in the amount of RUB 300. entered into the cash register.

According to the accounting policy, travel expenses are included in general business expenses.

Transactions are carried out within the framework of income-generating activities.

In the accounting records of an autonomous institution, these transactions will be reflected as follows:

What has changed in the algorithm for issuing funds for reporting

The new reporting rules in 2021 represent the following sequence of actions:

1. The employee submits to the accounting department an order for the issuance of money against a report signed by the head of the institution in any form. The order is allowed to indicate several amounts or several employees.
2. Accountable persons are allowed to have arrears on previously issued advances. The 3-day period for the advance report has been canceled, but before issuing money, make a complete reconciliation of mutual settlements.
3. All available documents confirming expenses must be attached to the advance report. Unspent money is returned to the organization's cash desk (the accountant creates a cash receipt order).
4. An accountant or cashier checks the received expense report and primary documents to ensure they are filled out correctly. The inspection period is set independently by each institution through local regulations.

IMPORTANT!

If the management of a budget organization wants to protect itself from non-repayment, approve a ban on issuing funds if the employee has an existing debt. For this purpose, a regulation on settlements with accountable persons is approved.

The employee has the right to receive any amount of money in advance without restrictions. If an employee pays with suppliers, contractors or performers as a representative of a budget organization, the amount given to him in cash is limited to 100,000 rubles. under one contract.

Does an accountant need to knock out checks when spending cash?

Do not rush to buy a mobile cash register to confirm the issuance of accountable funds. Tax inspectors appeal to the letter of the Federal Tax Service for Moscow No. 17-26/2/ [email protected] dated June 14, 2021. It says that the accountant must issue a check with the sign “expense” at the time of payment in cash.

However, a qualified LLC accounting expert knows that this is not a requirement. Article 4.3 54-FZ says that cash register is used by “the person who pays the buyer.” Thus, it is the seller's responsibility to issue the check. The employee only needs to attach the check to the expense report.

Is it possible to transfer accountable amounts to a card?

Legal regulation does not establish any prohibitions on the transfer of funds against a report to an employee’s corporate or debit plastic card. The Ministry of Finance also speaks about the possibility of transferring advance money to a salary card (letter No. 09-01-07/46781 dated July 21, 2017). To ensure the legitimacy of such actions, a budget organization must approve the procedure by which transactions with accountable funds (issuance and reporting) are carried out by bank transfer, in the following documents:

• in its accounting policies;
• in the regulations on settlements with accountable persons;
• in the order on the development of standard advance reporting forms.

Non-cash transfer of accountable funds is marked with an additional clause.

Should there be a cash payment limit?

Individuals (with the exception of individual entrepreneurs) are not participants in cash payments, therefore, funds for the report are issued to them without taking into account the maximum amount of cash payments of 100,000 rubles. (clauses 2, 5, 6 of the Directive of the Central Bank of the Russian Federation dated October 7, 2013 No. 3073-U “On cash payments”).

At the same time, when an accountable person pays in cash for purchased goods, services, or work, this maximum amount must be observed, since in this case the individual acts on behalf of the institution.

If the employee spent personal money

If an employee has raised his own funds to meet the needs of the organization, he draws up a reporting statement. The employee writes an application for reimbursement of the money spent by him, the manager accepts, reviews and approves it. An order is then issued to reimburse the money spent.

IMPORTANT!

If the employee spent his own money, this is not reporting!

The reimbursement algorithm must be described in the organization’s regulatory framework by drawing up a local act with an appendix in the form of a sample report on the employees’ own money spent on the needs of the institution. How to formalize the issuance of reports according to the new rules in this situation is established in the accounting policy and in the regulations on the issuance of money for reports to employees.

The accounting department must carefully check the submitted primary documents for reimbursement. If possible, the employee must register them directly with the organization in order to avoid additional personal income tax accrual to him. Letter of the Ministry of Finance No. 03-04-06/3-65 dated 04/08/2010 explains such situations as follows: there is no economic benefit in the employee’s actions, and accordingly, there is no taxable base.