The waybill is intended to record the work performed by the driver and the vehicle, as well as to monitor the technical condition of the vehicle and the driver’s suitability for work for medical reasons. Registration of waybills is necessary for every car on the company's balance sheet, even if it is used by the owners for personal needs.
Rules for issuing travel documents
The waybill must include the following information:
- The number and name of the document, which is established in chronological order in the system adopted by the company. The name is usually the type and model of transport for which the waybill is prepared.
- Validity period. The document can be one-time for a specific date, or multiple, issued for a range of dates, and its validity period is indicated.
- Data of the organization that owns the transport: OGRN, legal address, telephone, name.
- Type, model, registration number, model of trailer or semi-trailer, if any, its registration number.
- Before setting out on the route, the date and time of departure, the date and time of the last technical condition check, and the odometer reading are entered in the waybill. This data is certified by representatives of the vehicle owner.
- Information about the driver: full name, time of medical examination. The medical worker certifies the information with his signature.
The waybill is filled out by a representative of the organization and given to the driver before the trip. If several flights are carried out during a working day, one document is issued for them. If the flight takes a long time, the waybill is filled out once for the entire duration of the flight.
Issued documents are recorded in the accounting journal. Its form is not regulated and is chosen in accordance with the preferences of the responsible official. Completed waybills are stored in the organization’s archives for 5 years.
Registration of travel documents in 2019
At the end of 2018 – In 2019, there were changes in the requirements for compiling waybills. Previously, a mark was required before each departure on a flight, even if they occur in the same shift, but now a single pre-shift control is carried out and a single mark is set.
Previously, if the flight lasted no more than a month, a waybill could be issued for the entire period. Since March 1, 2019, this possibility is not mentioned in the legislation.
In previous editions of the order of the Ministry of Transport, notes on pre-trip technical control, as well as medical examination data, had to be certified with a stamp. Currently, this only requires the signature of authorized persons.
Time and odometer readings are now entered into the waybill only at the moment of leaving the parking lot, and previously the time of arrival was also taken into account. However, the organization has the right to leave this item, since it provides important information and helps calculate fuel consumption and vehicle mileage per day.
Correctly executed waybills allow the organization to control the condition of the vehicle and the driver’s ability to carry out activities, and make it possible to determine the volume of work performed.
For the traffic police, this document serves as confirmation of the legality of the transportation of goods, the serviceability of the vehicle and the suitability of the driver to drive a vehicle. If there is no waybill while following the route, the driver may face a fine of up to 500 rubles, and for an organization the fine can be up to 20 thousand rubles.
