Postings on expense reports with examples and explanations

Issuing money on account: who receives it?

The accountable person may be an employee of the company (directive of the Bank of the Russian Federation “On the procedure for conducting cash transactions” dated March 11, 2014 No. 3210-U).
Is it possible to issue a report to a non-employee, see here.

The issuance of funds to the account occurs for the needs of the company (purchase of office supplies, business trips, purchase of small office equipment, furniture, etc.).

In the guide from ConsultantPlus you will find the nuances of issuing funds against an advance report. If you do not have access to the K+ system, get a trial online access for free.

Procedure for issuing accountable funds

Important! The procedure for document flow when working with accountable employees must be prescribed in the company's accounting policies for accounting purposes. An advance given to an employee to carry out official assignments of the organization, the expense of which must be reported, is a report.

An advance given to an employee to carry out official assignments of the organization, the expense of which must be reported, is an accountable advance.

Funds issued for reporting can be spent on:

• economic needs of the organization (for example, purchase of goods, works, services);
• business trip (the employee is given daily allowance, money for travel and accommodation);
• entertainment expenses.

Rules for issuing funds on account:

The manager's order for the issuance of accountable funds must contain the following information: the name of the person to whom the accountable funds are issued, the amount of funds issued to the employee and the period for which the funds are issued.

Important! Accountable funds can be transferred to the employee’s salary card or to his personal bank card. To do this, the employee needs to write a statement with the corresponding request and specifying the details for the transfer

Issuance for reporting: we prepare documents

Step 1. Issue an order on accountable persons, where you indicate the names or positions of employees.

How to draw it up, read the article “Drawing up an order on accountable persons - sample 2021 - 2021”.

Step 2. The employee writes a statement or the head of the enterprise signs an order for him to receive money on account.

For a sample of such a statement, see the article “We are preparing an application for reporting - sample 2021 - 2021.”

Step 3. The employee draws up an advance report for the amount received in the report.

The accountable person is obliged to account for the amount received for expenses. From November 30, 2020, the organization can independently set the deadline for the accountant to submit the advance report. The previous requirement that the JSC must be submitted no later than 3 working days after the expiration date for which the reports were issued, or from the date of return to work, has been cancelled.

ConsultantPlus experts explained in detail how to prepare an advance report. Study the material by getting trial access to the K+ system for free.

The advance report form can be found in the article.

You can learn how to fill it out correctly from the material “Sample of filling out an advance report in 2020 - 2021” .

The company can draw up and approve its own report form. It must contain the mandatory details specified in the Law “On Accounting” dated December 6, 2011 No. 402-FZ.

The accountable person is obliged to attach supporting documents to the report (cheque, receipts, acceptance certificate, invoice TORG-12, railway and air tickets, payment orders, etc.).

Compensation for overspending from the cash register

The amounts that the employee spent in excess of those received on the report, give him from the cash register. To do this, fill out a cash receipt order form No. KO-2. Indicate the number and date of this document in the line of the advance report “Overexpenditure issued by cash order.” This is provided for in the instructions approved by Resolution of the State Statistics Committee of Russia dated August 1, 2001 No. 55.

Situation: is it possible to make an entry about compensation for overexpenditure (details of the cash receipt order for which the payment was made) of accountable amounts in the employee’s advance report after its approval?

Yes, you can.

The period during which an organization must compensate an employee for overspending is not limited by law. Therefore, you can make an entry about debt repayment in the advance report even after its approval. The instructions approved by Resolution of the State Statistics Committee of Russia dated August 1, 2001 No. 55 do not contain a prohibition in this regard.

Situation: is it possible to reimburse an employee for overexpenditure of accountable amounts during his vacation?

Yes, you can.

There is no need to wait until the employee returns from vacation. Current legislation does not prohibit paying overages to an employee during the period when he is on vacation (Article 22 of the Labor Code of the Russian Federation, instructions approved by Resolution of the State Statistics Committee of Russia dated August 1, 2001 No. 55).

Therefore, if necessary, the organization has the right to reimburse the employee for overexpenditure while he is on vacation.

Situation: is it possible to reimburse an employee for overexpenditure of accountable amounts after the employee returns from vacation? The employee submitted an advance report and went on vacation the next day.

Yes, you can.

After the accountant has checked the expense report, it must be approved by the manager. The period during which the manager approves the expense report is not limited by law. He can do this a few days after the employee has submitted the report to the accounting department. The accounting department should pay the employee only after the manager approves the advance report. Therefore, the organization has the right to reimburse the overexpenditure of accountable amounts after the employee returns from vacation. This conclusion can be drawn from the instructions approved by Resolution of the State Statistics Committee of Russia dated August 1, 2001 No. 55.

When issuing money from the cash register to compensate for the overspent amount, make the following entry:

Debit 71 Credit 50

– the employee is reimbursed for expenses exceeding the amount previously issued on account.

An example of compensation to an employee for expenses in excess of the amounts issued to him on account

Secretary of Alpha LLC E.V. Ivanova purchased stationery for the organization. On March 31, she was given 2,000 rubles for these purposes. But she spent 2100 rubles. For this amount, she submitted supporting documents to the accounting department (sales and cash receipts, where VAT in the amount of 320 rubles was allocated), there is no invoice.

On April 1, the head of Alpha approved Ivanova’s advance report.

On April 3, the Alpha cashier gave Ivanova an overexpenditure in the amount of 100 rubles. (2100 rub. – 2000 rub.).

Alpha's accountant reflected these transactions as follows.

March 31:

Debit 71 Credit 50 – 2000 rub. – money was issued against Ivanova’s report.

April 1:

Debit 10 Credit 71 – 1780 rub. (RUB 2,100 – RUB 320) – stationery purchased by the employee was received;

Debit 19 Credit 71 – 320 rub. – VAT on purchased stationery is taken into account;

Debit 91-2 Credit 19 – 320 rub. – VAT is written off at the expense of the organization’s own funds.

April 3:

Debit 71 Credit 50 – 100 rub. – the employee was compensated for expenses in excess of the amounts given to her on account.

Money issued for reporting: postings

In accounting, settlements with accountants are reflected in the account. 71.

Issuance of reports - postings depend on where the funds are issued from:

• the issuance of funds from the cash register is reflected by entry Dt 71 Kt 50;
• if money is issued from a current (currency) account, then instead of Kt 50, Kt 51 or Kt 52 is used.

The debt of an accountable person is written off depending on the intended purpose of the funds issued:

• if the money was issued for business needs: Dt 26 Kt 71;
• if this is a business trip, then the write-off is made by recording Dt 26 (44) Kt 71;
• if the purchase of goods, materials: Dt 41 (10) Kt 71;
• if after using the money the accountable person has a surplus, then the return of the money to the cash desk is reflected by the entry Dt 50 Kt 71.

For more information about this, see the article “Return by an accountable person of the amount of an unspent advance.”

If the accountable person has spent more, he is given the missing amount: Dt 71 Kt 50 (51).

And if the employee does not report for the money issued, withhold the amount from the salary (Article 137 of the Labor Code of the Russian Federation): Dt 70 Kt 71.

ATTENTION! This can be done with the written consent of the employee (letter of Rostrud dated 08/09/2007 No. 3044-6-0). Remember, you can count no more than 20% of his salary against debt (Article 138 of the Labor Code of the Russian Federation).

For more information about all the nuances of this operation, see the article “How to deduct funds previously issued on account from your salary?”

Practical example: issued on account for travel expenses

For example, Wind of the North LLC sent its manager on a business trip to Moscow to participate in a conference for three working days from Tuesday to Friday. The employee decided to fly to Moscow by plane on Monday evening and return back on Friday evening. In addition, a hotel room was booked for 2,700 rubles. per day.

The cashier calculated the expenses for issuing an advance report for payment of travel and accommodation:

• round trip plane tickets – 12,000 rubles;
• insurance fee – 1,000 rubles;
• hotel accommodation from Monday evening to Friday morning – 4 days * 2,700 = 10,800 rubles;

Thus, the advance amounted to:

• 12,000 + 1,000 + 10,800 + 2,800 = 26,600 rubles;
• Dt 71 Kt 50 – 26,600 rubles issued on account for payment of travel expenses.

Upon returning from a business trip, the manager reported on the funds issued within three days. As a result, the employee presented additional travel expenses in the amount of 3,330 rubles:

• from the airport to the hotel and back – 1,000 rubles;
• from home to the airport and back – 2,000 rubles;
• metro travel from the hotel to the destination and back for 3 days - 330 rubles.

The manager wrote an application to the manager for compensation for his travel expenses, which was approved. Based on the results, the company’s accounting department made entries in the program:

• Dt 71 Kt 50 – overexpenditure on the advance report was paid in the amount of RUB 3,330;
• Dt 26 (sub-account “Travel expenses”) Kt 71 – 29,930 rubles.

Results

There are many mandatory activities that an accountant must be aware of when working with accountable funds. After all, if something is missed, then during an inspection by tax authorities, fines may be imposed on the company.

Read more about tax audits of accountable persons in the article “Tax audit of settlements with accountable persons (nuances).”
You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Posting - materials were purchased by an accountable person by proxy

If material assets were purchased by an employee by proxy from a seller who does not pay VAT, then the entries are as follows:

• Dt 71 Kt 50 (51) - money was given to the accountant;
• Dt 10 (15, 41) Kt 60 (account for accounting of settlements with suppliers) - reflects the receipt of material assets from a specific supplier;
• Dt 60 Kt 71 (account for accounting of settlements with accountable persons) - the accountable person paid these values ​​to the supplier;
• Dt 50 Kt 71 - unspent accountable amounts were returned to the cash desk.

When an employee purchases materials by proxy from a VAT payer seller and has an invoice in the name of the purchasing organization, the accounting entries are as follows:

• Dt 71 Kt 50, 51 - money was issued on account;
• Dt 10 (15, 41) Kt 60 “Settlements with suppliers and contractors” - purchased goods and materials from a specific supplier (the cost of material assets is reflected without VAT);
• Dt 19 “VAT” Kt 60 “Settlements with suppliers and contractors” - VAT on acquired assets is reflected;
• Dt 68.2 “Calculations with the budget for VAT” Kt 19 “VAT” - VAT on acquired assets is accepted for deduction;
• Dt 60 (account for settlements with suppliers) Kt 71 “Settlements with accountable persons” - the accountable person paid these assets to the supplier;
• Dt 50 Kt 71 (mutual settlements with accountables) - unspent accountable amounts were returned to the cash desk.