How is the issuance of money in the account

Accountable funds are issued to an employee for expenses that are directly related to the work of the organization where he is on the staff. For example, it can be travel money or finance allocated monthly for the purchase of stationery, or payment for printing materials.

The issuance of money to the account is made in a certain order, requiring compliance with all the rules. First of all, a statement must be written from the accountable person about the need to allocate funds to him for production costs. The application is also drawn up when the funds are needed by the head of the enterprise, since these expenses must be subject to accounting entries.

Accountable funds can be received both in cash at the cash desk of the enterprise, and on a bank card. As for the period for which money is issued, it is determined by the head of the company.

How is the process of issuing funds accountable? What nuances should employees of the enterprise be aware of? And how is the cost check done?

Central details

All accountable persons who received money for production costs are required to submit a full account of what the company's funds were spent on within the prescribed period. A statement of costs is provided to the accounting department of the enterprise, to which receipts and checks from purchases, hotel fees, travel expenses, etc. must be attached.

Rules for issuing accountable money, as well as further reporting on costs, established by the Procedure for conducting cash transactions in the Russian Federation. So, according to them, enterprises have the right to issue accountable funds not only to employees of the main office, but also to branches that are not independent.

In addition, the legislation regarding accountable funds establishes the following:

the issuance of money can be carried out by employees only for the purpose of paying expenses related to the activities of the company (for example, payment for a business trip);
the person who received accountable funds is obliged to report on the amount spent to the accountant of the enterprise within three working days, after the expiration of the period specified in the application when issuing money, or from the day of arrival from a business trip;
employees of the organization who have not previously accounted for the previous accountable money issued to them cannot receive new funds.

As for the transfer of the issued money to a third party, the accountable person does not have the right to make such transactions.

The main basis for the issuance of accountable funds is the order of the director of the enterprise. However, without the consent of the employee to receive money, the accounting department is not entitled to issue them to the employee.

In order to receive travel or representative cash, the accountable person must write an appropriate application, indicating the amount, period of use of the money and information regarding the purpose of their issuance.

The application is drawn up in free form, since there are no special forms for obtaining accountable funds. An approximate sample application can be asked from an accounting officer.

General points

The procedure for conducting cash transactions does not have a specific set amount that is allowed to be issued in the account. The organization determines the amount of economic and operating expenses independently, depending on the type of their purpose.

The same applies to the timing of the use of funds: the accounting department sets them in accordance with the order of the head of the organization. Moreover, if the order indicates that the funds are issued, for example, for six months, then the employee is not required to return them ahead of time or submit a monthly expense report.

The exception is a personal initiative, in other cases, no one has the right to force the accountable person to draw up an advance report before the expiration of the period for using the money.

Cash accountable funds issued to employees to pay for household needs, reimbursement of expenses for the purchase of gasoline or public transport fares are issued to a specific circle of persons. The list of these employees is determined by the head of the organization and approved by him.

Cash funds under the report for business trips are issued within the amount established at a particular enterprise. Determines the amount of management of the organization. If necessary, it can be increased.

The basis for the issuance of travel allowances is the order of the head to send the employee on a business trip.

If the employee of the organization does not indicate in the application for issuance of the period for which he receives the money, then the expense report will need to be submitted within three working days after receiving it.

Order and documents

The basis of the procedure for issuing accountable funds is the preparation of an order from the higher management. Only on its basis, the accounting department of the organization has the right to write off the agreed amount from the main account of the enterprise for production costs. The order form can be downloaded on the Internet or compiled in free form, an example of which can also be easily found on the Internet.

The order must contain the following information:

a list of persons who are entitled to the issuance of accountable funds;
positions of employees;
amounts to be issued under the report;
period of use of funds;
date of submission of advance reporting.

All employees who are supposed to receive money for further reporting must necessarily familiarize themselves with the order and put their signatures, thereby confirming the fact that they have read the order and agree to receive funds.

Also, an agreement on liability is necessarily concluded with these persons, and only after that they can go to the cashier to receive cash.

What documents are needed to file accountable expenses?

The legislation of the Russian Federation on the conduct of cash affairs establishes a list of documents required to be provided when issuing money for a report:

, containing the reason for the issuance of funds, as well as data on the initiator of the issuance and the recipient (a note is not needed if the initiator is the director of the enterprise);
, which is compiled and certified by the head;

If funds are debited from the organization's account for production costs associated with labor assignments, then one of the following documents may additionally be required to receive cash:

travel certificate;
book of registration of business travelers;
work assignment;
power of attorney to pay expenses on behalf of the company;
book of accounts of existing powers of attorney.

Why and main goals

Accountable payments are made in order to pay for the expenses necessary for the normal operation of the enterprise. These funds are issued both to employees of the company and to contractors who have provided the organization with their services.

The legislation establishes a list of the main costs that the enterprise has the right to compensate with accountable money.

So, the purpose of the payment can be as follows:

payment for business trips (business trip);
renting housing for an employee at the expense of the company;
for the acquisition of inventory items;
entertainment expenses;
payment for works and services performed for the organization;
purchase of stationery and household supplies for company offices, etc.

It is forbidden to involve accountable funds in the process of the main cash flow of the organization: to carry out large settlements between enterprises and private entrepreneurs. The maximum limit that the director has the right to issue under the report for operations related to the increase of fixed assets does not exceed 100 thousand rubles.

Deadlines

A prerequisite for accountable payments is the presentation of a full report on costs to the accounting department. should be submitted after the expiration of the period for the use of funds, namely three days after its expiration.

The issuance of money in the account is carried out for the period indicated by the management of the company. Each enterprise independently determines not only the amount, but also the duration of the use of money under the report.

The fact is that the law does not provide for specific deadlines for the return of these funds. Organizations can issue them, for example, both for three days and six months. For each employee, the director himself determines the time for reporting.

The company has the right to issue money under the report both to employees in their staff and to contracting organizations. However, with the latter of them, there may be problems associated with filing an advance report.

The fact is that there are often cases of hiring unscrupulous contractors who, knowing that they are not listed in the company and cannot withhold any funds from them, simply do not fulfill their obligation to submit a cost report, which causes problems in the company's accounting department.

What to do in this case? Funds should be issued during the operation of an unemployed enterprise only after the contractor signs papers on liability to the firm. Also, the management of the organization, for the purpose of reinsurance, has the right to make some changes to the contract, for example, to indicate that in case of late submission of a report, a penalty of 1% for each overdue day will be charged on the amount issued to the contractor.

In addition, when issuing funds for a report, it is necessary to adhere to the following rules:

when transferring money to a bank card, the accountant needs to indicate the purpose of the payment as accountable;
an application for receiving funds must contain information regarding the form of issuance: cash or non-cash;
instruct the employee that the funds received by him cannot be transferred to other employees, otherwise difficulties cannot be avoided during the verification;
do not write out money without a statement previously drawn up by an accountable person, otherwise the company will face a fine of 50 thousand rubles;
money spent in foreign currency should be converted into rubles when reporting.

In the latter case, for a more accurate calculation of expenses, an employee must have a document confirming the exchange rate at which he made the exchange. If there is no such document, then the accounting department will convert the currency into rubles at the current exchange rate of the Central Bank of the Russian Federation.

Nuances of the procedure

It is possible to issue new accountable money only after the employee's advance report for previously received funds for expenses. If an employee has outstanding debts on this fact, then by writing out money to him, the company will violate cash discipline, which is punishable by a fine.

As for the submission of the report, it is carried out in writing. The legislation provides for a special form of the form to be filled out, as well as a list of mandatory documents required to be presented in order to prove the fact of the costs incurred.

The advance report is submitted by the employee within three days from the end of the business trip or the period specified in the application for issue.

Things to Remember

It is necessary to demand from the employee a report on the costs for the funds received only if he received the money for the expenses in advance. If he spent personal money, which the company later reimbursed by issuing accounts, then he should not submit an advance report. In this case, before issuing money, it is enough to take from the employee an application for compensation of expenses in the interests of the enterprise and documents confirming them: receipts, checks, invoices, etc.

If the employee does not present the relevant documents, then during the audit the accountable funds will be perceived by the tax authorities as profitable and personal income tax will be charged on them.

As for the return of the remaining funds, the employee has the right to return them in any way convenient for him:

in cash at the cash desk;
to the company account.

However, in this case, there may be a problem with the bank itself. So, some financial institutions refuse to accept cash if the company issued them electronically.

To avoid this problem, when transferring funds through a bank, it is not necessary to mention that this is an accountable return. It is best to indicate the money as other receipts, or by canceling the credit order, return the balance to the employee and post the refund as a deduction from wages.

Controversial moments and verification

Often, when receiving and issuing accountable funds, problematic issues arise, which must be resolved immediately and on the spot. Often, inexperienced accountants postpone their decision until later and write out the required amount to the employee, which then ends in fines or dismissal.

The table below shows examples of controversial issues that arise quite often:

Situation	Solution
The employee urgently needed accountable, and the manager is not at work.	The deputy director or accountant can issue an order, but only if there is a power of attorney to carry out this procedure.
The head orally asked to allocate money to him for a further report.	The issuance of accountable is carried out exclusively in the presence of a written application and the director is no exception.
The employee needs an amount more than the established limit of 100 thousand rubles.	It is possible to make a deal only in cash. If money needs to be transferred to a bank card, then exceeding the limit will be considered a violation of cash management.
Money is issued to the contractor from the cash desk for the purchase of building materials for.	In 2019, all persons employed under a legal civil contract are legally employees of the enterprise. Therefore, the issuance of accountable in this case is not a violation of cash discipline.
The accounting department insists on signing an agreement on liability.	If the employee is on the staff of the organization, then signing such an agreement is not mandatory. In case of non-repayment of funds, the debt can be withheld from his salary.

Cash from the cash register

In order for the company to be able to issue cash under the report, it must have a cash register. For this reason, accountable money can be obtained exclusively through the cash desk of a trade organization, which maintains a special one for such purposes.

Any amounts issued from the cash desk, whether it is a salary or funds for the expenses of the enterprise, are allocated to employees on the basis of an expense order, which records the following information:

data of the employee who received the money;
sum;
special purpose;
order number;
term of use;
date of issue.

The size of accountable is determined by the director of the company, and he also withdraws the required amount from the company's current account. If you don’t need much money, then you can take it from the cash balance in the cash register at the time the employee applied.

Scheme for director

The issuance of accountable funds for the head of the company is carried out in the same manner as in the case of other employees. The law does not provide for any special features and privileges in receiving expenditure money under the report for directors, because they are the same employees of the company, like everyone else.

The registration procedure, as in general cases, begins with the preparation of an order and writing an application. The only difference is that the application does not need to write "Director of LLC ...", it is enough to indicate the name of the company and certify the document with a signature and seal.

If during a tax audit it turns out that the director was given accountable funds, but no application is found, then the company faces a fine of 50 thousand for violating the law regarding the conduct of cash transactions.

Algorithm

For the accrual of accountable funds, the legislation establishes a certain procedure, consisting of several stages:

verification of debts for previously issued amounts;
drawing up an application;
execution of an expense order;
posting an order at the cash desk;
checking the cash book.

A free-form application is written in the name of the head of the enterprise and personally by the employee for whom the money will be allocated. It must indicate the amount of cash and the period of use.

An expense order is issued by the chief accountant, cashier or manager of the company. It is also signed by an accountant or director, depending on which of them is in the workplace.

Before issuing funds, the cashier is obliged to check the received consumable, as well as verify the identity of the accountable person by requesting a passport or other document.

After that, an entry is made in the cash book about the received order and the funds issued for the report. The accountant or chief accountant is responsible for this process, if they are absent from the workplace, then the director makes the entry.

Reflection in accounting

All monetary expenses of the company are reflected in the accounting report. In addition, each financial transaction has its own coding, established by the Tax Code of the Russian Federation.

So, if the accounts were issued for office or household expenses, or to pay for repair work for the enterprise, then in the tax accounting report this operation is carried out according to 44-FZ - Federal Law relating to the field of sales, services and work to ensure municipal and state needs .

The accounting entry for the issuance of money under the report is made on the day the funds are debited from the general account of the company. If the tax report does not indicate these funds as accountable, then the Federal Tax Service will take this as a violation. In addition, tax collection will be withdrawn from the accountable person for receiving this money.

All accounting reports of the enterprise are maintained in the 1C program, accountable funds are no exception. In case of non-repayment of the balance of money or a report on expenses within the established time frame, the missing amount is reflected both on credit - settlement with accountable persons, and on debit - shortages and losses.

In the future, the missing amounts are written off and entered into the program as remuneration to staff or payments for other expense transactions. The unused advance payment itself is deducted from the salary of the accountable person, which is also subject to accounting entries.