Advice 1: How to fill out route sheets

Route sheets allow the organization to confirm compensation expense paid to employees for personal vehicle use on the needs of the firm or for the payment of travel documents. The unified form of the document does not exist. Each company develops its shape, convenient to use.
How to fill out route sheets
You will need
  • - approved organization in the form of a route sheet.
When designing a form, route sheet, keep in mind the fact that it should contain all the details of the primary document. I.e. name, date of preparation, name of the organization and substance of the transaction, an indication of the positions of the persons responsible for the conduct of economic operations and their signatures.
Approve the periodicity and the procedure for filling the form and route sheet in the composition of accounting policy. Seal or stamp of the organization are optional for this document. Good shape can take a waybill in form № 3, approved by the decree of Goskomstat of the Russian Federation dated 28.11.97 №78.
Fill in the approved form of the date, document number, name of the employee to whom it is issued, the name of the organization. Data by separation of the employee can be arranged in a tabular form: date of trip, purpose, point of origin and destination, mode of transport, which was celebrated trip, and the availability of supporting documents (tickets, receipts for the payment of fuel). The signed route sheet should be the chief accountant and the head of the organization.
The basis for reimbursement of employee expenses related to his itinerant work, is the advance report on spent funds, with all the supporting documents and a completed itinerary. On the expenditure of funds, the employee must report to the accounting of the enterprise within 3 days after the end of the trip.
Expenses are reimbursed only if the trip utility, i.e. in accordance with the employment duties of the employee. For each trip, make an order or set of objectives of the trip.
Useful advice
In order to be able to reimburse staff travel, be sure to specify the nature of itinerant work in employment contracts. Approve by order the persons list and reimbursement.

Advice 2 : How to write itinerary

In the process of work of the organization, some managers send their employees to travel on official business. To protect your company from claims of tax inspectors, make route sheets.
How to write itinerary
You will need
  • - report employee;
  • - travel tickets.
Russian legislation is not approved unified form of a route sheet, so you need to develop it yourself, and secure in the accounting policy of the organization.
Start making a route sheet with details of organization, name, specify fully in accordance with the constituent documents.
Enter the sequence number of the form and the date of its issuance. In the upper right corner, write the information about the claim the amount of expenses, her take from the records of the employee.
In the main text, specify the name and position of employee (e.g. Ivan Ivanov), who was sent on a business trip. Enter the personnel number of the employee, his you can obtain from the personal card or from the order on admission to work.
Next, fill in the table part of the route sheet. Here select the travel date, purpose, place of departure and arrival. Also write in the mode of transport used by the employee to reach an item. The last column should contain the name and dates of documents that confirm the cost of travel.
Under the table part summarize. State the number of pages in the application (reports, invoices, receipts); specify the amount of costs. Then you can specify planned and actual expenditure.
Document sign by the chief accountant and the staff member. Put the blue seal of the organization.
Stamp of the organization to put in the itinerary are optional. Some organizations instead of document use a accounting certificate-calculation, but in practice, the tax inspector asking this itinerary, therefore, to prevent disputes make the form every time when sending an employee on a business trip.
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