Download the waybill form for a truck

What is a special vehicle

First of all, let’s define the essence of the term “special vehicle”.
This can be done by drawing an analogy with the definition of a special vehicle, which is given in Art. 6 of the Technical Regulations of the CU, approved by decision of the CU Commission dated December 9, 2011 No. 877. In this international agreement, which is also valid in the Russian Federation, special transport is understood as a vehicle used to perform special functions that require the use of special equipment. The Customs Union Commission also lists examples of relevant vehicles:

• truck cranes;
• fire trucks;
• tow trucks;
• cars with lifts, etc.

Calculation of travel costs

Before a business trip, you need to give the employee an advance: daily allowance, travel and accommodation expenses (clause 10 of the Decree of the Government of the Russian Federation of October 13, 2008 No. 749). For details on how to calculate daily allowance, read the article.

To calculate the approximate costs of travel, in our case - for gasoline: the approximate fuel consumption can be found in the car's operating manual.

Another option: take fuel consumption standards from the Ministry of Transport as a basis (Order No. AM-23-r dated March 14, 2008). The department has adopted standards for cars of domestic and foreign production. These standards are used by motor transport enterprises and carriers.

Example

For information about the car, see the PTS, vehicle registration certificate.

To calculate travel allowances, look at the last column - basic fuel consumption.

If the numbers from two sources differ, it is more convenient to take the recommendations of the Ministry of Transport. Here you can additionally calculate premiums for seasonality, trips in big cities (where traffic jams and long stops at traffic lights are possible).

Forms of waybills for special equipment

The State Statistics Committee of the Russian Federation, in Resolution No. 78 dated November 28, 1997, introduced a number of unified forms of waybills into the business circulation of transport enterprises. Among these is the 3-special form (waybill for a special vehicle).

Since 2013, it is not necessary to use forms approved by Goskomstat. However, there is usually no point in using alternatives to them: firstly, the enterprise will need to spend time developing them, and secondly, it is necessary to ensure that the structure of the waybill complies with the requirements contained in the order of the Ministry of Transport of the Russian Federation dated September 11, 2020 No. 368. This is a new document , the provisions of which are mandatory for use from 01/01/2021. Before this date, the norms from the Order of the Ministry of Transport dated September 18, 2008 No. 152 were applied.

But if you decide to develop your own form, it must contain the required details. Find out which ones exactly from the expert opinion of ConsultantPlus by getting trial access for free.

Form 3-special fully satisfies the criteria of the specified order of the Ministry of Transport, therefore, in practice, Russian transport companies continue to use it.

This form can be used as:

• a primary document through which a company accountant can write off fuel and lubricant expenses;
• document for calculating the driver's salary;
• a document used as a source of information for drawing up an invoice for payment of transport services to the customer of a special vehicle.

In addition, a waybill is a document that must be presented by the driver to a traffic police officer upon request during a document check.

Read about what the punishment will be for not having a waybill here.

The need to issue a waybill

Registration of a waybill is necessary, regardless of where the driver is going. If he moves not for his own needs, but on the instructions of the organization, this document may be requested by a traffic police officer.

The method of filling out the waybill can be chosen by the transport company employee independently. This may be completed by hand or completed on a computer. The date and time of the technical inspection are entered on the waybill by the inspector who releases the vehicle for the trip.

Important! Regardless of which filling option your company chooses, the marking of the controller and physician must be done by hand. This is an important rule that is provided for by law. In addition to the mark, employees indicate their full name and signature.

If the waybill is filled out before the trip, then data on the mileage and the amount of fuel consumed cannot be immediately entered into it. This information is filled in upon the vehicle’s arrival at the facility.

What is the difference between the 3-special form and the 6-special form

Resolution No. 78 also approved such a form as Form 6 (special).

However, form 6 (special) has nothing to do with special cars. It is intended for owners of non-public buses and does not imply use as a primary document by persons with special vehicles.

Read more about the use of Form 6 (special) in the article “Waybill for a non-public bus - Form 6” .

Deadline for issuing a waybill

The time it takes to issue a waybill depends on how long the car will be on the trip. The date of departure and the estimated date of arrival at the enterprise are indicated.

But there are also restrictions that are established by law. Thus, Order No. 467 dated December 21, 2018 sets a deadline - a waybill cannot be issued for a period of more than one month. If the work flight lasts for one day, then the waybill is issued in the morning, before the trip. One waybill is issued for one car, even if the driver makes several trips.

Previously, it was possible to issue a waybill for a period of more than one month, but it was necessary to register each flight in the document, regardless of where the driver would go.

Our company provides services for issuing travel documents. To order services, just leave a request on the website or contact us by phone number.

Sample filling

Below you can see a sample of filling out a waybill for the duration of a business trip, drawn up on the official letterhead of the organization.

How many waybills need to be issued on long business trips in cases where an employee uses a car and travels on a business trip in it: should there be one waybill or several for each day, issued at the place of business trip by the dispatcher? 2. How many waybills should there be when transferring drivers from one car to another, given that drivers can change cars several times in one working day?

April 3, 2019

On this issue, we adhere to the following position: 1. A waybill (one) must be drawn up for the period of a business trip before the start of the flight. 2. In our opinion, it would be more correct to issue a separate waybill for each driver using one car.

Rationale for the position: A waybill is a document used to record and control the operation of a vehicle or driver (Clause 14, Article 2 of the Federal Law of November 8, 2007 N 259-FZ “Charter of Motor Transport and Urban Ground Electric Transport”, hereinafter referred to as UAT ). In accordance with clause 2.1.1 of the Traffic Rules of the Russian Federation, the driver of a power-driven vehicle is required to have with him and, at the request of police officers, hand over to them for verification in specified cases a waybill. The obligation to issue a waybill for each vehicle when transporting passengers and luggage, cargo by buses, trams, trolleybuses, cars, and trucks is directly established by Part 2 of Art. 6 of the UAT, as well as clause 9 of the Procedure for filling out waybills, approved by Order of the Ministry of Transport of the Russian Federation dated September 18, 2008 N 152 (hereinafter referred to as the Procedure and Order N 152) * (1). A waybill (or other independently developed document) should be issued for each vehicle used by a business entity for transportation (clause 9 of the Procedure). By Order of the Ministry of Transport of Russia dated December 21, 2018 N 467 (hereinafter referred to as Order N 467), changes were made to Order N 152, which entered into force on March 1, 2019. In particular, there is no limitation on the period for which a waybill is issued. According to the new rules, the waybill must be drawn up: - before the start of the trip, if the duration of the vehicle driver’s trip exceeds the duration of the shift or working day, or - before the start of the first trip, if during the shift or working day the vehicle driver makes one or more trips . Previously, clause 10 of the Procedure sounded like this: “A waybill is issued for one day or a period not exceeding one month.”

For your information: There are no official explanations on the situation since 03/01/2019; judicial practice has not been formed for objective reasons. Therefore, we can only express our expert opinion. On the information portal of Rostrud “Onlineinspektsiya.RF” in January and April 2021, information was provided that advising citizens on filling out waybills is not within the competence of Rostrud; on this issue, they should contact the Ministry of Transport of Russia. A similar opinion was expressed by the Russian Ministry of Finance (letter dated 02/09/2018 N 03-03-06/1/7855). Based on the wording of Order No. 467 and taking into account the explanations previously given by the Ministry of Transport of Russia, we believe that a waybill can be issued for a period of more than one day only in cases where the duration of the flight itself is more than one day. Therefore, in relation to the first of the cases indicated in the appeal, we believe that the waybill should be drawn up for the period of the business trip before the start of the flight, because the driver does not have the opportunity to return to his permanent parking place (see also Encyclopedia of Solutions. Accounting for the costs of maintaining official vehicles). In this case, information about the validity period of the waybill includes the dates (day, month, year) of the start and end of the business trip (clause 4 of the Procedure). The admissibility of this is indirectly indicated by the conclusion in the resolution of the RF Armed Forces dated October 5, 2012 N 46-AD12-18. By virtue of the direct norm of clause 11 of the Procedure, if during the validity period of the waybill the vehicle is used in shifts by several drivers, then it is allowed to issue several waybills for one vehicle separately for each driver (see also Question: On a long trip, the car is used in shifts by two drivers In this case, is it necessary to issue a separate waybill for each driver, or to make entries about two drivers in one waybill? (response from the GARANT Legal Consulting Service, October 2010)). This rule is developed in paragraph 15 of the Procedure: in the case of issuing several waybills for one vehicle separately for each driver of the vehicle, the date, time and odometer readings when the vehicle leaves the parking lot are entered in the waybill of the driver of the vehicle who is the first to leave the parking lot , and the date, time and odometer readings when the vehicle enters the parking lot are in the waybill of the driver of the vehicle who is the last to enter the parking lot. At the same time, as we understand, in the case under consideration, drivers do not use the car “in shifts”, but we are talking about the fact that the vehicle can be driven by different drivers during one working day. We have not found any comments in which the authorized body would explain what to do in this case. Therefore, formally in this case (in order to comply with the requirements of the law and avoid prosecution), it is advisable to issue waybills for each of the drivers who will drive the vehicle (taking into account the fact that information about the vehicle and the driver are mandatory details of the waybill and the procedure is not assumes that their indications are not in the singular). The inclusion of several drivers in one waybill may lead to administrative liability (decision of the AS of the Saratov region dated 01/27/2017 N A57-32494/2016, decision of the AS of the Astrakhan region dated 04/07/2016 N A06-2023/2016 and decision of the AS of the Rostov region dated 04/07 .2013 N A53-10835/2013). The resolutions of the Fifth AAS dated 08/21/2018 N 05AP-5392/18, dated 02/16/2017 N 05AP-7505/16 also noted that waybills do not contain all the mandatory details established by section 2 of Order N 152, since the LLC is for several drivers one waybill was filled out; not all waybills contain full names. medical workers who conducted pre-trip and post-trip medical examinations of drivers. At the same time, from the point of view of the courts, organizations that are not involved in transportation, waybills (or forms independently developed on their basis) can issue deviating from the Procedure (decision of the Kostroma Regional Court of January 18, 2008 N A31-4855/2007) . This method of filling out - indicating several drivers on one waybill - does not entail non-recognition of expenses incurred (decision of the Autonomous Court of the Kaliningrad Region dated October 30, 2017 N A21-3696/2017), if other documents confirm the fact that the car was operated (at least traveled with parking places) and consumed fuel, the route (preferably with marks from counterparty organizations) will prove that the car was not used for personal purposes by employees. Taking this into account, in our opinion, it would be correct to issue a separate waybill for each driver using one car. Listing several persons in the “driver information” detail carries certain risks (in particular, in the event of an accident or when interacting with supervisory services), but, as we believe, it is also acceptable provided that the organization approves the waybill form that allows you to indicate more than one driver. But, since in this case drivers change from car to car, a situation will arise that the same driver on one day will be indicated on several waybills as simultaneously working on two routes. For example, in the resolution of the AS of the West Siberian District dated October 05, 2016 N F04-4555/16, such circumstances were mentioned in connection with a dispute over the obligation of an individual entrepreneur to apply the simplified tax system (the number of cars used by the individual entrepreneur was important). We believe that indicating one driver on several sheets during one day will also require that medical examination data be reflected in the waybill for each driver, since this is also a mandatory requisite of the waybill (clause 2, clause 7 of the Procedure, clause 16 of the Procedure). It seems that it will not be possible to complete the medical examination data by analogy with clause 15 of the Procedure, since a specific driver is subject to a medical examination, and the odometer readings are indicated for the car. Therefore, the medical examination data, as a mandatory detail, will either be repeated in the waybill for the second car, or the driver will have to undergo a medical examination again (the latter, in our opinion, will be redundant, taking into account the explanations of Rostrud given in the materials recommended for reading).

We also recommend that you familiarize yourself with the materials: - Encyclopedia of Solutions. Waybill (for the public sector); — An approximate form of a waybill for a passenger car, developed taking into account the provisions of Order of the Ministry of Transport of the Russian Federation dated September 18, 2008 N 152 (applicable from March 1, 2019) (prepared by experts); — Question: According to Art. 213 of the Labor Code of the Russian Federation, as well as Art. 20, 23 of the Federal Law of December 10, 1995 N 196-FZ “On Road Safety”, the employer is obliged to ensure that mandatory pre-trip medical examinations of drivers are carried out, with a note from the medical worker on the waybill. The legislation states “pre-trip”. What if the driver’s flight lasts several days? In this case, is there only one doctor’s note (on the day of departure), or is it necessary to check in somewhere along the route every day? (Rostrud information portal “Onlineinspection.RF”, September 2021) - Question: Our organization is located in Tula. We are planning to send one of our drivers on a business trip to Moscow for several weeks. Before leaving on a business trip, the employee will undergo a pre-trip inspection. What to do with days on a business trip in Moscow? Should our employee, while on a business trip, undergo a pre-trip inspection daily? (Rostrud information portal “Onlineinspection.RF”, October 2017)

Answer prepared by: Expert of the Legal Consulting Service GARANT Olga Volkova

Response quality control: Reviewer of the Legal Consulting Service GARANT auditor, member of the RSA Elena Melnikova

March 12, 2021

The material was prepared on the basis of individual written consultation provided as part of the Legal Consulting service.

————————————————————————- *(1) According to Part 1 of Art. 1 UAT it regulates the relations arising in the provision of services by road transport and urban ground electric transport, which are part of the transport system of the Russian Federation; Moreover, for the purposes of this Law, a carrier is understood to mean a legal entity or an 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 luggage, as well as to transport the cargo entrusted by the shipper to the destination and hand over the baggage, cargo to the person entitled to them. receipt to a person (clause 13, article 2 of UAT). Nevertheless, judicial practice more often adheres to a broad interpretation of the provisions of the above regulatory legal acts and believes that the norms of the UAT of the Russian Federation and the Procedure also apply to those organizations that carry out such transportation for their own needs (see material).

>Rules for registration and maintenance of waybills in 2021

Waybill for a passenger (truck) car of an organization (individual entrepreneur): sample

Taking into account the new requirements, the sheet should show (clause 3 of the Mandatory Details approved by Order No. 152):

1. Name and number of the document.
2. Validity period determined based on:
3. flight start date (if it takes place within 24 hours);
4. start and end dates of the flight (if it takes more than 24 hours).
5. Information about the owner of the vehicle for which the sheet is being drawn up:
6. name of the legal entity (full name, individual entrepreneur);
7. address, telephone;
8. Unified State Register of Legal Entities (USRIP) number.
9. Information about the vehicle itself:
10. type;
11. model (and trailer model, if used);
12. number;
13. odometer data - at the time of leaving the parking lot and at the time of returning to the parking lot;
14. date and time of leaving the parking lot and returning to the parking space;
15. date and time of technical control (if there is a need for it).
16. Information about the vehicle driver:
17. FULL NAME.;
18. dates and times of medical examinations - pre-trip and post-trip.

The company also has the right to place any other details on the sheet at its discretion.

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The waybill from March 1, 2021 must include details corresponding to the new edition of Order No. 152. The changes are not radical, but affect several parts of the document at once. Therefore, the company needs to update the old forms it uses.