Preparation of primary documentation in logistics and freight transportation requires extreme attention to detail. Route sheet is a key document that records the movement of a vehicle and serves as the basis for writing off fuel and lubricants. Errors in filling it out can lead to problems with the tax office and the inability to confirm fuel expenses.
Unlike a waybill, a route sheet is often used for internal accounting or to support a specific trip task. Driver and the dispatcher must clearly understand which columns are mandatory and which are filled in upon completion of the flight. Correct documentation allows you to optimize supply chains and avoid fines during inspections.
This guide will help you understand the intricacies of design that are relevant at the moment. We will look at common mistakes, legal requirements and nuances that are often overlooked when filling out the fields of a document.
Main differences and purpose of the document
Many people confuse the waybill and the route sheet, considering them synonymous, but their legal force and functionality differ. Waybill is a document of strict accountability, mandatory for legalizing the driver’s work on the line in front of the traffic police. The route sheet often acts as an appendix to the travel document or as an internal working document of the company.
The purpose of the route sheet is to detail a specific task. If the waybill can cover the entire working day or shift, then routing outlines a minute-by-minute movement plan. This is especially true for courier services, where time intervals for visiting points are important.
Use route sheets to optimize the work of fleet managers to see not just the fact of the machine’s operation, but the efficiency of using the driver’s working time.
It is important to understand that the absence of a route sheet where it is provided for by internal regulations may become grounds for depriving an employee of bonuses. The document serves as proof of completion labor responsibilities in full.
⚠️ Attention: The route sheet does not replace the waybill when traveling on public roads. The absence of a waybill is equivalent to the driver not having a license and will result in a fine.
Who should fill out the form and when?
The process of filling out the document is distributed among several officials, which ensures control at each stage. Primary data is entered by the dispatcher or logistician before the start of the shift. At this moment it is determined route, list of points and planned time.
The driver fills in the actual data: arrival time, departure time, odometer readings. In large companies, this data can be entered into an electronic system via a tablet, but paper media is often duplicated for the archive. Mechanic or the person responsible for the release to the line checks the technical condition and enters data on the output.
After completion of the flight, the document goes to the head of the department for signature and transfer to the accounting department. It is the accounting department that carries out the final check for compliance with fuel consumption and operating time standards. Any corrections the document must be certified by the signature of the responsible person.
Step-by-step instructions for filling out the fields
Completing the document requires following a strict sequence of actions. First, enter information about the vehicle: make, model, license plate number and garage number. These data must completely match the data in waybill and vehicle registration certificate.
Next, information about the driver is recorded: full name, personnel number and driver’s license number. Particular attention is paid to the column “Departure time” and “Return time”. The exact time with minutes is indicated here, which is critical for the calculation working hours.
☑️ Control of filling out the route sheet
The central part of the document is the route table. It contains addresses, arrival times and departure times. If downtime occurs through no fault of the driver, this must be noted with an indication of the reason. All entries must be made in ballpoint pen, in legible handwriting, without using a pencil.
| Column name | Who fills it out | Filling Features |
|---|---|---|
| Vehicle registration number | Dispatcher | No errors, like in STS |
| Odometer reading | Driver/Mechanic | At the beginning and end of the shift |
| Departure/return time | Mechanic/Driver | Hours and minutes |
| Route | Dispatcher | Points A and B |
Time and odometer tracking
Correct accounting of mileage is the basis for calculating the driver’s salary and writing off fuel and lubricants. Odometer readings are taken at the time of leaving the garage and at the time of return. The difference between these values gives actual mileage per shift.
If the route involves the work of several drivers in one car (shift work), then a corresponding note about the transfer of the car is made on the route sheet. In this case, time is divided between drivers according to the schedule. Tax authorities require that the mileage be confirmed by primary documents.
What to do if the odometer is faulty?
If the speedometer does not work, the mileage is calculated using data from satellite navigation systems (GLONASS/GPS). The malfunction report and telematics data are attached to the waybill.
It is important to ensure the integrity of the seals on the tachometer, if installed. Any discrepancy between the data in the waybill and the route sheet may raise questions from the inspection authorities. Time control also helps identify downtime and optimize delivery schedules.
⚠️ Attention: It is forbidden to leave fields with mileage readings empty. This makes the document invalid for accounting purposes.
Features of filling for different types of transport
The specifics of filling depend on the type of vehicle. For trucks Cargo information must be indicated: name, weight, number of pieces, invoice number. This links the route sheet to the waybill.
For passenger transport (buses, taxis), the emphasis shifts to the number of flights, the length of the route and the number of passengers transported (if records are kept). B special equipment (cranes, concrete mixers) the operating hours of the mechanisms are taken into account, and not just the mileage.
- 🚛 Freight transport: emphasis on TTN and cargo weight.
- 🚌 Passenger transportation: emphasis on route and schedule.
- 🚜 Special equipment: accounting of engine hours and operations performed.
There is no universal form for all types of transport; enterprises often develop their own forms, adapted to their needs. The main thing is that they contain everything required detailsestablished by law.
Typical mistakes and responsibilities
The most common mistake is missing signatures or using a facsimile instead of the driver's live signature. Also often there are corrections without the “Believe the Corrected” assurance. Tax office may not accept such documents as justification for expenses.
The absence of a medical worker’s stamp on the pre-trip examination (if it is required by internal regulations or type of transportation) is also a violation. For some categories of drivers, the presence of a mark medical control necessarily.
Any correction in the route or waybill must be certified by the signature and date of the person who made the correction, with the note “Believe the corrected one.”
Fines for missing or incorrect documentation can reach significant amounts, especially when it comes to commercial transportation. Officials bear personal responsibility for the accuracy of the data.
⚠️ Attention: Using copies of documents instead of originals during roadside checks is not permitted. The driver must have the original or correctly executed extract.
Storage periods and archiving
Route sheets, being primary accounting documents, are subject to mandatory storage. According to the law, the storage period is at least 5 years. This is necessary in case of tax audits or legal proceedings.
Documents must be bound, numbered and stitched. Electronic document management (EDF) simplifies this process by allowing data to be stored in cloud storage with protection from changes. However, the transition to electronic format requires a qualified electronic signature.
- 📁 Sorting: by dates and car numbers.
- 🔒 Protection: Access by authorized persons only.
- 💾 Reserve: regular copying of electronic databases.
Loss of documents may lead to additional taxes, since expenses for fuel and lubricants will be considered unjustified. Therefore, the issue of archiving should be given no less attention than filling out.
Is it possible to store scans instead of originals?
For internal analytics, yes. For the tax office - only originals or legally significant electronic document management (UZEDO).
Is it necessary to fill out a route sheet if the car has not left the garage?
Yes, if the car is listed on the balance sheet and a driver is assigned to it. In this case, the entry “Staying in the garage”, “Repair” or “Day off” is made. This confirms that the transport was not used for personal purposes and fuel and lubricants were not consumed.
Can one route sheet cover several days?
As a rule, a route sheet is issued for one day or one shift. However, for intercity transportation, when the flight lasts several days, it is allowed to issue a document for the entire period of the flight until the return to the point of permanent deployment.
Who is responsible for errors in the route sheet?
All persons who signed the document are responsible. The driver is responsible for the accuracy of the odometer and time readings, the dispatcher is responsible for the correctness of the route, and the accountant is responsible for the final calculations. Fines may be imposed on the organization and its officials.