Form of route sheet for business trips. Route sheet: sample, rules and instructions for filling out

The route sheet for the driver and other employees is drawn up in free form, which is developed by the organization itself. An approximate form of this document, as well as a ready-made sample that you can use as a guide, and instructions for drawing up are presented below.

The route sheet is important not only from the point of view of a reminder of the route to a particular point. This document serves several functions:

• route description – driving instructions for a courier, driver or other employee performing an official assignment;
• confirmation of actual travel expenses incurred by a driver or employee traveling using public transport: this means payment for travel or fuel;
• based on the information provided, the employee is compensated accordingly, and the document itself is entered into the company’s business papers and registered by the secretary;
• finally, the route sheet is a document according to which accounting is carried out and the corresponding taxes are calculated.

A route sheet is drawn up not only for the driver, but also for all other full-time and non-staff employees who take part in the performance of an official task related to traveling around the city:

• courier;
• accountant - for a trip to the tax office;
• lawyer – trips to courts, to contractors, etc.;
• sales managers;
• other employees.

Conventionally, we can also distinguish a group of posted workers who travel for certain tasks, but use their own cars. In some cases, all their work involves a largely traveling nature. However, this does not change the form of the document - a route sheet of the exact same sample is created for them.

NOTE. As a rule, the form of the route sheet is developed in the accounting policy of the organization, after which, for convenience, all employees use a single template.

Route sheet form 2019

Regardless of the category of employees, the form for drawing up a route sheet is the same for both the driver and all other employees. There is no single approved form, so each organization can develop its own template and use the form below as an example.

The document contains the following sections:

1. Details - in the header the sheet number, personal data and position of the employee to whom it was issued are filled in, and the basis is indicated. Most often you just need to write “business trip”. If an employee drives a company car or his own, the make of this car is indicated. If he moves around the city by public transport, this field is left empty.
2. The main part of the document is a table in which the date of the trip, the place of arrival, indicating the exact address are written down, and there are also fields to indicate that the employee arrived at the place and left. A field is also left here to enter a document confirming the fact of payment. The last column is costs, i.e. actual costs taking into account mileage and fuel consumption per 100 km of travel.
3. At the end there are notes on the delivery and acceptance of the route sheet - i.e. Full name and signatures of the employees who handed over and accepted the document (for example, the driver handed it over to the accountant).

Example of a completed route sheet

An example of a real document drawn up for a driver for the delivery of goods according to requests is given below.

NOTE. Trips are arranged in chronological order. The document itself is always drawn up in two identical copies, on each of which employees put handwritten signatures. One copy is transferred to the accounting department, and the other remains in the hands of the driver or other employee.

How to register

Along with filling out the document itself, the correct preparation of route sheets consists of the following steps:

1. The corresponding order, which is issued on behalf of the director or other authorized person. The order confirms the fact that the route sheet has been drawn up according to the sample, as well as the data presented in it.
2. An employee's report on expenses for fuel and lubricants or travel - it is compiled either one-time (if trips are made rarely) or periodically (for example, once a month).
3. Attached to the report are travel tickets or receipts for payment of fuel and lubricants, and other financial documents that confirm the fact of expenditure. They are subsequently used for accounting and tax accounting, as well as for calculating compensation.

Shelf life

The responsibility to store the route sheet remains with the authorized employee - most often this is the chief accountant. As for shelf life, this is a less clear-cut question. On the one hand, the requirement of the Ministry of Transport (Order No. 152) states that the organization must store such a document for at least 5 years, after which it can continue storing it or destroy it if it wishes.

On the other hand, if the document is the only document that confirms the fact that the work of a driver or other employee is characterized by a certain danger, harmfulness or severity (for example, transportation of dangerous goods), its shelf life is increased by at least 70 years - i.e. original papers must be kept for 75 years.

Thus, route sheet of any sample must be preserved in original for a minimum of 5 years, and in some cases the period is increased - 75 years.

What to pay attention to when registering

Since the organization itself has the right to choose how to draw up a route sheet and which sample to use in a particular case, there are no special requirements for filling out the form. However, you should pay attention to several nuances:

1. The organization’s seal may not be affixed, although if it is affixed, this is not a violation.
2. The company details are the same – you can enter them or not.
3. The form and procedure for preparing the route sheet do not depend in any way on the distance of travel, the cargo transported and the type of vehicle. This document should only record the fact that the employee was actually sent on a trip on official business and incurred certain transportation expenses.
4. Do not confuse the route sheet and the waybill, which is also called a ticket. Such a document contains information about the route (a table with arrival points, arrival and departure times), and company details, as well as readings from instruments that take into account fuel consumption. Those. a waybill is a route sheet, company details, and accounting data, while a route sheet is a part of this document.

Waybill: sample 2019 and rules for filling it out

Unlike the route sheet, the form of the waybill is officially approved. Moreover, there is a clear classification depending on the type of vehicle used for transportation:

• passenger car (several forms);
• special car;
• cargo (several forms);
• bus, etc.

Some of the most common examples are given below.

Form 3

This is the most common option - in this case, you need to take into account the fuel consumption of a passenger car (most often a business car, but sometimes a personal one).

The document consists of a general part (information about the organization, the driver and the car), recording the time of leaving the garage and arriving back, marks along the way and columns where fuel consumption is recorded.

If the passenger car is owned by an individual entrepreneur, and he or his employee makes a business trip, the form changes somewhat. Here, in particular, a field is included for the signature of the medical worker who performed the examination and allowed the driver to enter the line.

In the “garage number” field, you need to enter the number only if the individual entrepreneur (service fleet) owns several cars at the same time. If there is only one car, the field remains empty.

This form is specially designed for those cases when drivers work on cars or trucks for special purposes, for example:

• concrete mixers;
• actocranes;
• snow removal machines;
• cars with compressor units, etc.

A route sheet is a document that serves as a guide for a carrier engaged in the delivery of any goods. In this way, it makes work easier and allows you to control work processes during the delivery phase.

Enterprises whose work involves the delivery of any goods are forced to develop and optimize transportation logistics. To document it, as well as control payment and delivery, a route sheet is used.

Why do you need to create a route sheet?

When developing this form, the following goals are usually pursued:

• drawing up a sales plan - the document in question allows the person responsible for delivery to have an idea of ​​the distribution network, the number of retail outlets and their needs for the product;
• compliance with the supply route based on the developed plan;
• preparation of reports on the number of products shipped, the amount of driver working time, the number of retail outlets and their debt to the supplier;
• accounting for time spent on shipment.

The above are just some of the purposes that the document in question can fulfill. Depending on the form developed at the enterprise, this list can be expanded.

Traveling nature of work and the Labor Code

The route sheet plays a special role for workers who have a traveling nature of work. According to the article 168.1 Labor Code of the Russian Federation, expenses associated with the traveling nature of the work must be borne by the employer. In this case, the procedure for compensation and the amount must be stipulated in the employment contract and other local regulations. In this regard, at many enterprises the document in question is one of the confirmations of employee expenses that are subject to reimbursement.

Features of the design of the route sheet

Existing legislation does not provide for a unified form of this form. Therefore, each enterprise develops it independently, taking into account production specifics. However, there are recommendations for filling out the form, developed in practice.

The form must indicate:

• document's name;
• his number;
• name of company;
• employee position (driver, courier, other positions);
• information about the vehicle;
• Date of completion.

Further, the information can be presented in the form of a table in which separate columns are highlighted to indicate the starting and ending points of the movement. A separate column is dedicated to the purpose of the trip. At some enterprises, data on the payment received and its deferment are entered into the document. In particular, the amount received is indicated, as well as the method of payment. Sometimes the table provides a column to indicate the grace period.

For ease of planning, you can create a separate column in the form, which will indicate the frequency of visits to the outlet. This indicator, depending on production needs, can be divided into several categories. For example, if a product is delivered to several addresses, but with different frequencies, you can create categories A, B and C, where “A” will mean delivery once a day, “B” - once every three days, “C” - once every seven days. Categories and their meaning may vary depending on the needs of the enterprise.

It is worth remembering that the document must be certified by the signature of the driver, an authorized person and an accounting employee.

Often, the employer requires a note from the recipient of the cargo that the transfer has taken place.

Route sheet, sample for driver

Route sheet for courier

We suggest downloading a free sample and form of the route sheet and using the one that is most suitable for the organization’s purposes, or you can rework the forms given as an example, asking yourself the question: what details and fields should be included in the proposed template.

Going on vacation with your own car

Some categories of employees are entitled to compensation for the cost of travel on vacation, including on personal vehicles. Such benefits are available to “northerners” in accordance with Order of the Ministry of Labor of the RSFSR dated November 22, 1990 No. 2.

In addition, employers themselves can, by internal local acts, approve a list of benefits, which includes compensation for vacation expenses, including paying employees for travel to their vacation destination. To account for travel expenses, documents confirming the expenses incurred are required. In this case, a special form is used.

Itinerary for a vacation by car

Procedure for recording, storage and destruction

Route sheets must be submitted to an authorized person at the enterprise after completion of the work task. It may be accompanied by a report on the work performed. It is compiled at each enterprise independently. Typically, these documents are retained until the first internal review is conducted. As a rule, it is carried out quarterly. They can also be destroyed after the work acceptance certificate is issued. However, at some enterprises, route sheets, in accordance with paragraph 842 of Order No. 558 of the Ministry of Culture of Russia dated August 25, 2010, are stored for five years. If this is the only document confirming work in difficult or dangerous conditions - 75 years.

The difference between a route sheet and a waybill

Some experts do not distinguish between the two above concepts. Despite their apparent similarity, they have a number of significant differences. In particular, the route sheet:

• may have any form, while the waybill is drawn up in accordance with the form approved by law;
• does not contain information about the amount of fuel and mileage;
• issued when necessary for production purposes;
• is not issued to drivers of passenger cars serving officials.

Thus, a waybill is issued for any work-related transportation, in contrast to a route ticket. In addition, the waybill is a strictly accountable document and must be kept at the enterprise for five years, unlike the route sheet, which can be destroyed after the work acceptance certificate is issued.

A route sheet is issued in the case when an employee in an enterprise is required to prove the expenses of his transport incurred in performing assigned tasks. Then, according to the submitted document, the money spent is returned to the employee; in addition, the submitted report is used by the accounting staff for tax reporting.

Purposes of compiling route sheets

Route sheets, with the exception of the cost report, can be useful to the management of the institution in studying the movements of business travelers to determine the optimal routes of communication, thanks to which it will be possible to radically reduce the costs of the institution for the movement of workers around the locality.

The preparation of such a sheet is required for drivers, couriers, trade workers, accounting and legal workers, sales specialists, etc. This layer of workers most often travels for production purposes.

In addition, route slips are issued to employees who go on business trips in their own vehicles. Route documents for sales workers have their own characteristics. They have 2 main tasks for preparing route sheets:

1. First: – expansion of sales networks. Here, the route form displays a list of sales counters that need to be visited according to the planned tasks of expanding the clientele. The goal of the trader is to go through possible sales counters, display their location, write down contact information, and note the category of the store.
2. Second: – processing tasks for sales or shipments. Here, routes are compiled by sales staff based on the information collected in the first option when developing client points. A routing document in this option is required to carry out logistics distribution and transfer to the goods delivery department. Thanks to the routing document, invoices and other certificates necessary for trade operations are issued. If the transportation of goods is carried out by sales employees, then for them the route sheet is a reporting form for the time of delivery of the goods, fuel consumption, and time spent traveling.

The route form displays information about the sequence of movements around the sales counters for the day, with the note:

• Exact address.
• Phone numbers.
• Information about the persons of the counterparty.
• Time to visit the sales counters.
• Document numbers for issuing goods.

Registration procedure

The format of the route sheet is developed by the institution independently, determining the frequency of the report (daily, weekly, monthly), as well as the rules for filling it out.

It is necessary to keep in mind that in order to prove the costs of production travel, it is necessary not only to correctly fill out the route sheet, but also to attach to it the relevant materials to confirm the completed document, including:

• An order that serves as the basis for travel on official assignments.
• An employee's report on expenses incurred.
• Clearly written travel tickets proving the validity of the provision of services.

All costs are checked by accounting staff, after which the report is sent to management for signature, and then sent for compensation of incurred costs or writing off accountable money. Additional payments to employees who use official travel in their own car or use public transport are attributed by institutions to expenses that directly affect the amount of income tax.

How to fill out the route sheet correctly?

There is no unified template for the route sheet, so institutions have the right to develop their own template for such a document or compose it in any form. At the same time, you should not confuse the driver’s waybill and the route sheet - these are different documents. The first is approved by law, and the second is filled out in a free style.

The main circumstance of drawing up a route sheet is the mandatory inclusion of all trips in the sequence of actions carried out by the employee at the specified time with a description of their goals, as well as confirmation with source materials. The form can be drawn up on a regular A4 sheet or on the institution’s letterhead.

The route form is created in 2 copies, one of which is sent to the accounting department of the institution, the next one is kept by the employee. Considering that this document is internal to the institution, there is no need to certify it with a seal.

Instructions for filling out the route sheet

The route sheet is drawn up according to the usual rules for drawing up documents, so there should not be any difficulties in filling it out.

• At the top of the form, in the middle of the line, its name is written. A little lower the locality and date of compilation are displayed: day, month (in words), year.
• Then the full name of the reporting employee is written, his position, model of vehicle, as well as the reason for the trip are filled in.
• Next, the report compiles a table in which the date of the trip, the final destination of the route, the time of arrival and departure (accurate to the minute), a report proving the costs (its number, date), as well as the amount of money spent on the trip are sequentially recorded.
• The route sheet is signed by the employee who compiled the report and the accountant of the institution.

Once the document is duly approved, it turns into evidence of tax reporting in the accounting department. Tax authorities, when checking an institution, can also check such documents. At the same time, in addition to the route sheet, officials can also check source materials, including travel documents, confirmation of vehicle refueling, waybills, etc.

In this video on YouTube you can see an example of filling out a route sheet.

(Video: “Sales Representative Route Sheet”)

Shelf life of route sheets

The rules for the preservation of route sheets are regulated by clause 842 of the “List of standard management archival documents...” adopted by the Ministry of Culture of the Russian Federation N 558 of 08.25.2010.

This order stipulates that the minimum shelf life of the route sheet is 5 years. However, if during this period an inspection or revision was not carried out by regulatory authorities (Article 842 of the list...), then the route sheets cannot be written off before the inspection.

In addition, the order of the Ministry of Culture states that if the route sheet is the only document that confirms difficult working conditions, then the shelf life of such a document increases to 75 years.

The difference between a route sheet and a waybill

The main difference between a waybill and a route sheet is that the waybill contains information about fuel consumption readings, which serves as a basis for fuel consumption, a requisite section is displayed, and on the reverse side of the waybill, called the route sheet, information about the route of transport is contained. The route sheet is, in fact, part of the waybill.

More complete information about trips is contained in the itinerary, because it displays mileage, speedometer value, and fuel consumption.

Many employees - drivers, couriers, forwarders - have a traveling nature of work. The Labor Code (namely Article 168.1 of the Labor Code of the Russian Federation) obliges employers. Expenses must be supported by relevant documents. One of such documents is a route sheet.

With its help, employees can confirm, for example, the costs of paying for gasoline or purchasing public transport tickets.

In the future, the route sheet, together with a report on the use of the money allocated by the enterprise, will be considered the basis for paying compensation to the employee according to his expenses. It also serves as an accounting and tax document.

In some cases, route sheets help business managers analyze employee routes and create the optimal path. These actions can significantly reduce the organization’s costs for moving employees around the city. You can view and download a free sample route sheet (form) below

Sample: route sheet

Download a free sample route sheet (form)

There is no approved form of the form. Therefore, each organization independently develops its own form. You can download the route sheet form offered by us, or develop your own template at your own discretion. The main thing is that the document allows you to trace the purposes of the trips and routes, and also contains all the details of the primary document.

As a basis, you can take the waybill in form No. 3, approved. Resolution of the State Statistics Committee of the Russian Federation dated November 28, 1997 No. 78. The form prepared by the enterprise is approved in the accounting policy of the organization. It also specifies the frequency of submission of the document and the procedure for its execution.

Download the business travel itinerary form (completed)

Registration procedure

The sheet is drawn up in the following order:

1. The sheet is drawn up personally by the employee before the trip or by a logistician.
2. As you move, marks are made on the sheet.
3. Upon return, the sheet is submitted to the accounting department or logistics department.

Original documents (receipts) confirming expenses are attached to the submitted sheet: for example, an employee’s report on expenses incurred, travel documents, etc.

The expenses will be checked by the organization's accountant, the director will sign it, and then, based on this, the employee will be reimbursed for expenses (if he spent his money) or the accounting department will write off the money that was issued as an account.

Data on the issuance of the document is entered into.

Filling rules

The sheet is issued by the driver based on the results of driving around the city in one day. It is filled out as follows:

• At the top of the document, in the center of the line, the name of the organization is written. The location and date of registration are indicated below;
• Full name is indicated. and the position of the employee for whom it is drawn up. Next, information about the make of the car is entered, the purpose of the trip is formulated;
• in the table, the date of the trip, address, time of arrival and departure, the name and details of the document confirming the costs of the trip, as well as the amount of money spent are entered in order;
• the sheet must be signed by the employee for whom it is issued, as well as by the company’s accountant.

Once the sheet is properly executed and certified, it becomes a tax and accounting document. In the event of tax audits, the attention of regulatory authorities may be drawn to it.

What to pay attention to

If you decide to download a business travel itinerary form from our material, then please pay attention to the following important points

1. The procedure for working with this document must be approved by the LNA, as well as the people responsible for registration, issuance and storage.
2. It is not necessary to put a stamp on this document, but if there is a stamp, this will not be a violation and will add solidity to the document.
3. Expenses entered into the route sheet must be justified and easily verifiable; entering false information will not allow reimbursement of expenses.
4. The route sheet is not a waybill, although it is an integral part of it. Therefore, there is no need to put the marks of medical workers there, but if you are filling out a waybill, then the mark of a doctor and a technician is required there.

Storage order

Prepared route sheets must be stored for at least five years, and if they confirm work in difficult, harmful or dangerous working conditions, they must be stored for 75 years. This is indicated in clause 842 of the List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods, approved. By Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558.