Travel expense postings: calculation example. Standard travel expenses
During the time of a full-time employee on a business trip, he retains average earnings(Article 167 of the Labor Code of the Russian Federation)
19.06.2012the accrual of a salary in the amount of the average earnings of an employee during a business trip is reflected by the posting:
Debit 20 (08, 10, 25, 26, 28, 44, 91) Credit 70 - a salary was calculated in the amount of the average earnings during a business trip.
In addition to the average earnings, the organization compensates the employee travel expenses(daily allowance, living expenses, fare, etc.) (Article 168 of the Labor Code of the Russian Federation). The procedure for reflecting travel expenses in accounting depends on the purpose of the trip. The purpose of a business trip is determined by a job assignment. Taking into account the specifics of the service assignment, the amount of expenses indicated in the approved advance report should be reflected by posting:
Debit 08 (10) Credit 71 - if the business trip was associated with the acquisition of non-current assets or inventories;
Debit 20 (25, 26) Credit 71 - if the business trip was related to the main activity of the production organization;
Debit 44 Credit 71 - if the trip was related to sales finished products or the main activity of a trade organization;
Debit 28 Credit 71 - if the business trip was associated with the return and transportation of defective products;
Debit 91-2 Credit 71 - if the business trip was related to the receipt of other income (was of a non-production nature).
When paying for travel expenses by an organization, and not by an employee (for example, cashless payment for hotel services, travel tickets, etc.), the following entries are made in accounting:
Debit 76 (60) Credit 51 - paid for hotel services, travel tickets, etc. for an employee sent on a business trip.
After approval advance report employee travel expenses are written off by posting:
Debit 26 (20, 25, 44) Credit 76 (60) - business trip expenses are written off.
If the organization purchases travel tickets for a business traveler, then they need to be taken into account on subaccount 50-3 "Cash documents" (Instructions for the chart of accounts):
Debit 50-3 Credit 76 (60) - a travel ticket was purchased for an employee sent on a business trip;
Debit 71 Credit 50-3 - a travel ticket was issued to an employee sent on a business trip.
After the approval of the employee's advance report, the cost of the used ticket is written off as expenses:
Debit 26 (20, 25, 44) Credit 71 - the cost of a travel ticket used by an employee on a business trip has been written off as expenses.
This procedure for reflecting travel expenses is based on the provisions of clauses 5 and 7 of PBU 10/99, as well as the Instructions to the chart of accounts (accounts 71, 50-3).
In practice, the question arises of how to reflect in the accounting the purchase of an electronic ticket to the place of business trip (back) by a business traveler, if the company does not receive an itinerary / receipt drawn up on the form strict accountability.
In general, an electronic ticket is a document used to certify a contract for the carriage of passengers and baggage, in which information on the carriage is presented in digital form. This definition is contained in the orders of the Ministry of Transport of Russia dated November 8, 2006 No. 134 and dated July 23, 2007 No. 102. Thus, an electronic ticket is not a paper document. Therefore, unlike tickets in paper form, take it into account at the box office of the organization as part of monetary documents impossible (Instructions for the chart of accounts).
The purchase of an electronic ticket should be reflected in the accounting as a regular payment for the services of a third-party organization (for example, an airline):
Debit 76 (60) Credit 51 - paid for an electronic ticket purchased for an employee sent on a business trip (based on a payment order).
After the employee submits documents confirming the trip (for example, a printout of an electronic ticket, boarding pass, itinerary / receipt), the cost of an electronic ticket should be written off as expenses (clauses 5 and 7 of PBU 10/99). In accounting, this is reflected by the posting:
Debit 26 (20, 25, 44) Credit 76 (60) - the cost of the ticket is attributed to the expenses of the organization.
In practice, the question also arises of how to reflect in the accounting the travel expenses (including the payment for the time spent on a business trip according to the average earnings) of the employee who performed the task of concluding contracts for the next year
The legislation does not contain an unequivocal answer to this question. On the one hand, if an employee is sent on a business trip to conclude a contract, these are the usual travel expenses of the organization (expenses for common types activity) (clauses 5 and 7 PBU 10/99). The employee performs his duties as defined by his job assignment. Expenses are related to the period in which the trip took place, i.e. the condition for writing off costs in accounting is met (clause 18 of PBU 10/99). Therefore, the following postings are legal:
Debit 20 (44, 25, 26) Credit 71 (76, 60) - the employee's travel expenses are taken into account;
Debit 20 (44, 25, 26) Credit 70 - a salary is accrued in the amount of the employee's average earnings during a business trip.
The above approach is confirmed by the letter of the UMNS of Russia in Moscow dated February 27, 2001 No. 03-12 / 9748. However, on the other hand, the procedure for reflecting travel expenses in accounting depends on the purpose of the trip. Since the purpose of the trip is to conclude a contract for next year, the travel expenses are related to future reporting periods. Therefore, they should be reflected on account 97 "Deferred expenses" (Instructions to the chart of accounts). You can start writing them off to the cost price from the moment the concluded agreement enters into force evenly during the period of its validity (clause 65 of the Regulations for maintaining accounting and accounting statements). So the condition on the correspondence of the expenses incurred to the income received is fully observed (clause 19 of PBU 10/99). In accounting, this is reflected as follows:
Debit 97 Credit 71 (76, 60), 70 - included as deferred expenses, employee travel expenses, average earnings during a business trip;
Debit 20 (44, 25, 26) Credit 97 - a part of the costs has been written off for current expenses (from the moment the contract started).
Thus, both approaches are in accordance with the law, and the organization can choose one of them.
Further, we note that the amount of VAT on travel expenses must be allocated in invoices, forms of strict accountability and travel documents (clause 10 of the Rules approved by Decree of the Government of the Russian Federation of December 2, 2000 No. 914). If travel expenses reduce taxable profit, then VAT is written off by entries:
Debit 19 Credit 71 (76, 60) - VAT included on travel expenses;
Debit 68 subaccount "Calculations for VAT" Credit 19 - accepted for deduction of VAT on travel expenses.
The amount of VAT on expenses that do not reduce taxable profit cannot be deducted (clause 7 of article 171 of the Tax Code of the Russian Federation), it should be written off by posting:
Debit 91-2 Credit 19 - VAT written off on non-production expenses.
Consider an example of reflecting travel expenses in accounting. So, in the period from March 17 to March 19, 2010, the head of the procurement department of Vega LLC was on a business trip to Moscow. The purpose of the trip is to conclude contracts for the supply of materials. On March 20, 2010, the head of the organization approved the advance report submitted by the head of the procurement department.
Attached to the advance report:
Hotel bill for the amount of 9440 rubles. (the invoice indicates that the cost of services includes VAT, but the tax amount is not allocated);
Two air tickets for total amount RUB 11800 (in tickets the amount of VAT - 1800 rubles - is highlighted in a separate line).
During the time of being on a business trip, the employee is entitled to a daily allowance in the amount of 700 rubles. per day (according to the order of the head of the company).
As a result, the following entries were made in the accounting records of Vega LLC:
Debit 26 Credit 71 - 2100 rubles. (700 rubles x 3 days) - daily allowance is shown;
Debit 26 Credit 71 - 8000 rubles. (9440 rubles. - (9440 rubles. × 18/118)) - included in the expenses is the cost of the employee's accommodation in the hotel;
Debit 19 Credit 71 - 1440 rubles. (RUR 9,440 - RUR 8,000) - VAT allocated by calculation on the cost of hotel accommodation services;
Debit 91-2 Credit 19 - 1440 rubles. - the amount of VAT on travel expenses was written off, which was not documented;
Debit 26 Credit 71 - 10,000 rubles. - the cost of travel is attributed to expenses;
The preparation of accounting entries for daily payments to employees for business trips is carried out in the following sequence:
Calculation of daily allowances based on the amount of payments established at the enterprise in rubles and foreign currency(the basis is the order of the management to send the employee on a business trip, which can be drawn up on the basis of the unified form T-9);
- payment of funds to an employee in cash or by bank transfer;
- calculation of personal income tax and accrual of insurance premiums from amounts exceeding the limit established by law (regardless of the established limit at the enterprise);
- transfer of taxes and contributions to regulatory authorities (IFTS of Russia).
Often there are situations when, by order of the management, an employee is sent on business trips on company issues - business trips. Applicable legislation RF provides for the obligation of organizations to pay off the employee's expenses for:
- living in the territory outside the permanent place of residence;
- food for the employee;
- additional expenses- daily allowance;
- other costs in agreement with the management of the organization.
On which account is the daily allowance displayed for business trips?
The amount of per diem is determined by the organization independently and is reflected in the collective agreement or fixed by local regulations.
Accounting for settlements with employees regarding the payment of funds to them to reimburse the costs of business trips is carried out on 71 accounts:
- The debit displays the amounts paid to the employee in correspondence with cash accounts (funds can be issued in cash or transferred to the employee's current bank account).
- Account credit - refund of excess funds transferred on the basis of the provided advance report (submitted within 3 days after the end of the working trip).
The account provides for the opening of a separate subaccount to fix payments in Russian rubles, as well as for accounting for payments in foreign currency. Analytical monitoring of the account is carried out separately for each employee.
Daily payments are calculated for each day of a working trip, including holidays and weekends, as well as days of temporary disability of an employee during a business trip.
Keep in mind! A fixed daily allowance must be approved by the company. The employee does not need confirmation of the directions of spending these funds from suppliers, unlike other amounts issued for a business trip, i.e. the employee can spend the daily allowance at his own discretion without approval.
Legally established daily allowance limits
Legislation established fixed amounts per diem not subject to tax:
- 700 rubles - for trips around the territory Russian Federation;
- 2 500 rubles - trips abroad.
Amounts in excess of the limits established by the state are subject to personal income tax and insurance premiums (with the exception of contributions for injuries), since they are recognized as employee income. The calculation of taxes and contributions is carried out after the presentation of the advance report.
Addition! When making a working trip outside the territory of the Russian Federation: crossing the Russian border with a foreign state is paid in foreign currency, and when traveling within Russia - in rubles. The dates of crossing the borders are determined on the basis of stamps in the employee's foreign passport.
Recognition of per diems in taxation and their accounting
To accept payments to reduce the taxable base for income tax, the following conditions must be met:
- confirmation of the production nature of the trip;
- confirmation of the duration of the employee's stay outside the territory permanent residence(for a business trip across the Russian Federation for one day, per diems are not paid, for a one-day business trip outside the Russian Federation, per diems are paid in the amount of 50%).
Basis documents to confirm the fulfillment of the conditions:
- air tickets, train tickets and other travel documents;
- lease contract living quarters at the place of a working trip in the absence of travel documents;
- memo or reference from the receiving party;
- the fact of receipt of payment by the employee (cash register or payment order bank);
- calculation of daily subsistence allowance (accounting certificate).
A practical example of drawing up accounting entries
Ivanov Petr Andreevich was sent on a business trip to Krasnodar from 01.06.2018 to 14.06.2018. The local act of the limited liability company "Azimut" provides for the amount of daily payments - 2,000 rubles. The amount of accrued daily allowance payments to an employee was 28 thousand rubles.
The amount of 9,800 rubles (700 rubles * 14 days) is not subject to taxation.
Accounting entries on business operations by calculation with Ivanov Petr Andreevich:
- Дт71 Кт: 28,000 rubles - to the bank account of P.A. Ivanov. daily payments were listed;
- Дт44 Кт: 28,000 rubles - expenses for daily allowances were recognized as part of selling expenses (the entire amount of payments can be taken to expenses);
- Dt70 Kt68.01: 2 366 rubles. - income tax withholding individuals from amounts exceeding the limit established by law;
- Dt44 Kt69.01: 527.80 rubles. - accrued insurance premiums on social insurance for over-limit daily payments;
- Dt44 Kt69.02.7: RUB 4,004 - compulsory pension insurance of over-limit payments;
- Dt44 Kt69.03.1: 928.20 rubles. - mandatory health insurance over-limit amounts.
Author's addition! Daily allowances in excess of the limits are included in the base for calculating insurance premiums in the month in which the advance report of the counterparty - an employee of the enterprise is presented, and are transferred to the IFTS of Russia by the 15th next month.
Learn more about the rules for drawing up an advance report
Each company is forced to make certain expenses in the course of its functioning. There are many varieties of them. V this article information is presented that discloses the essence of such a type of cost as travel expenses. After reading the article, you will be aware of the peculiarities of accounting for travel expenses: you will find out how, and on which account, they are taken into account, what they consist of.
The term "travel expenses"
Sometimes situations arise in which the company needs to send an employee on a business trip.
A business trip is the departure of an employee from the place of work to some other place intended for the employee to carry out a service assignment for a specific period of time.
The totality of costs aimed at organizing and implementing the process of sending an employee is called "travel expenses".
What documents are used for sending an employee?
The period of a business trip should not exceed forty calendar days (days of travel are excluded from the calculation).
An employee sent on a business trip, his immediate supervisor must provide a job assignment.
In this case, the head must issue an administrative act on the direction of a business trip, indicating certain information:
- Personal data of the employee;
- Business trip goals;
- Terms of business trip;
- At the expense of what means the business trip is organized.
It should be noted that prior to 2015, a posted worker was subject to travel certificate, in which notes (signatures and seal imprint) on arrival and departure from the place of business trip should be affixed. Now, the mandatory registration of this document has been canceled.
Composition of travel expenses
What are “travel expenses” made of? The aggregate of these costs includes the following:
- Travel costs;
- Accommodation;
- Daily allowance;
- Other costs.
All of the above costs (except for per diems) must be confirmed by the employee with documents. For example: travel expenses - by tickets, living expenses - by an invoice from a hotel, and other expenses - by waybills, sales receipts and cash register receipts.
At the end of the business trip, within three days, the employee is obliged to provide the accountant with an advance report and attach to it all documents confirming the fact of payment of expenses. It should be remembered that an employee who has not reported on previously issued advances, cash are not reported.
In addition to the costs for which the employee must report, he is paid a daily allowance for each day of being on a business trip. The size of the daily allowance is determined by the administration of the company independently, while it must indicate it in collective agreement... However, it should be borne in mind that if the daily allowance is more than seven hundred rubles per day (when traveling on the territory of the Russian Federation), then the company will be obliged to charge and pay insurance tariff premiums for this amount in extrabudgetary funds... If a business trip is provided nearby, and the employee will be able to return home on his own every day, then the daily allowance may not be paid.
In addition, it should be borne in mind that for the period of an employee's stay on a business trip, he retains a salary in the amount of average earnings.
Accounting for travel expenses
Regardless of the form of ownership or the specifics of the activity, all companies are obliged to correctly record travel expenses (according to the Labor Code). Especially for the accumulation of information and the accounting of travel expenses in the system of accounting accounts, account 71 "Settlements with accountable persons" is provided. The debit of this account takes into account the issuance of travel amounts, and the loan - the return of unused amounts and the write-off of costs committed by the reporting person. This account is an active-passive account. This means that the closing balance can be reflected in both debit and credit of the account. How can you calculate it? In order to find the balance on an active-passive account, you must perform the following mathematical actions:
- Add up the initial balance and the amount of turnovers separately for debit and separately for credit;
- Determine in which part of the account (in debit or credit) the amount turned out to be more:
- Subtract the smaller part from the greater part;
- Write the resulting result in the part where the sum of the balance and turnover turned out to be greater.
How are transactions recorded on this account? Consider a few examples:
- When issuing money to an employee for travel expenses from the cash desk, the company makes the following entry - Debit 71, Credit 50;
- When the employee returns to the cashier's office of the unused amount on a business trip, a reverse entry is made - Debit 50, Credit 71;
- Withholding from wages for the employee of unpaid amounts, records are made - Debit 94, Credit 71, and then - Debit 70, Credit 94;
- When writing off other costs committed by an employee on a business trip (for example, the purchase of materials), make the following entry - Debit 10, Credit 71;
- In the case when the organization is a payer of value added tax, such an entry is made - Debit 19, Credit 71.
Analytical accounting is carried out for each employee of the company, from the number of employees sent on business trips.
The issuance of funds to an employee for a business trip from the cash desk is made out as an expense cash order, and the return of unused amounts - by a cash receipt order.
At the end of the period, an accumulative register is drawn up - a journal - an order for account 71.
For the purpose of accounting for travel expenses, it is convenient to use a specialized accounting computer software(for example, software produced by 1C or Talisman).
Accounting for travel expenses in 2018-2019 has its own characteristics. Consider what documents the accountant should be guided by in order to correctly calculate and take into account the costs of a business trip.
Accounting for travel expenses: calculation and registration
Many companies and individual entrepreneurs in the course of their activities are faced with the need to send employees on a trip outside the place of permanent work in order to carry out certain assignments. Such a trip is called a business trip (Article 161 of the Labor Code of the Russian Federation). At the same time, the employer is obliged to retain for the posted worker his job, average earnings, as well as reimburse the costs incurred by him, the list of which is established by law.
In order to correctly and reasonably take into account travel expenses, an accountant must have properly executed documents confirming the fact of a business transaction.
Accounting for travel expenses can be divided into 2 main stages:
- preliminary calculation and issuance of money on account of the person on a business trip;
- approval of the employee's advance report on the amounts spent.
In order to pay an advance to an employee for expenses for a business trip, the accountant needs to calculate it on the basis of 2 internal documents:
- an order or order of the head on sending an employee of the company on a business trip, which indicates the full name of the employee, the date and purpose of the trip (for the performance of the official assignment);
- a written decision of the head about the employee's trip on a business trip by official or personal transport (if such is accepted).
Based on what is written in these two local documents, as well as the travel regulations developed and adopted by the company, the accountant calculates a cash advance, which includes:
- the cost of tickets for travel to the place of business trip and back;
- payment for hotel accommodation;
- daily allowance for every day of being on a business trip;
Read about whether to pay an employee a daily allowance for days on the road, if the ticket provides for meals, read the material "A ticket for a business trip provides for meals - should the employee pay per diem for the days on the way?" .
- other expenses authorized by the management.
The daily allowance does not depend on travel and housing costs. This separate expense item is defined as the money needed to do work and live on a business trip (food).
Per diems are not limited by law, and each commercial organization has the right to establish their amount by an internal act. It should be remembered that there is a limit over which it is necessary to calculate personal income tax and withhold it from the employee, as well as calculate insurance premiums. In 2018-2019, this limit is 700 rubles. per day for business trips across Russia and 2,500 rubles. - for business trips.
Daily allowance is paid for all days on a business trip, including weekends and non-working holidays, as well as days on the road and forced stops (clause 11 of the regulation on the specifics of sending workers on business trips, approved by the Government of the Russian Federation of 13.10.2008 No. 749). The employee does not need to report for the use of daily subsistence allowances.
Other expenses can be spending on mobile communications, Internet, payment for goods and services necessary for work.
The employee receives an advance payment at the organization's cash desk or by bank transfer to the card and, before the end of 3 days after returning to a permanent place of work, reports to the accounting department for the money received.
IMPORTANT! For accounting of travel expenses in 2018-2019, there is no need to issue a travel certificate and a service assignment (Resolution of the Government of the Russian Federation of December 29, 2014 No. 1595). The approval of the report on the money spent will need to be made on the basis of the documents that the employee will provide, and in accordance with the regulations on business trips adopted by the organization.
However, in order to minimize the risks of disputable situations with tax authorities, many companies still continue to use the old rules for processing travel expenses. Since, for example, if an employee uses his own vehicle and it is impossible to confirm the date of departure and arrival with travel documents, the memo, in the opinion of the Ministry of Finance, will not be a document confirming the period of stay on a business trip (letter of the Ministry of Finance dated 20.04.2015 No. 03-03-06 / 22368). Consequently, the reviewers may have questions related to the amount of per diem. And if a travel certificate is issued with marks of arrival / departure, then disputes can be avoided.
Accounting for travel expenses
A business trip abroad is made out in the same way as in Russia, only it has some peculiarities:
- Additional expenses are added for obtaining a visa, a foreign passport, consular and other fees required for traveling abroad (subparagraph 12 of article 264 of the Tax Code).
- The daily allowance limit, non-taxable personal income tax and contributions for a business trip to another country, is equal to 2,500 rubles.
- When traveling abroad, the time for calculating daily allowances is determined by travel documents, and in the absence of them, by travel documents or by supporting documents of the receiving party (clause 7 of the regulations on business trips No. 749).
- Primary documents drawn up in a foreign language must be translated into Russian (clause 9 of the Accounting Regulations, approved by order of the Ministry of Finance of the Russian Federation No. 34n dated July 29, 1998).
If an employee bought currency on his own, then when drawing up a report, he needs to attach a certificate of its purchase. If there is no such certificate, then the costs will be recalculated at the rate of the Central Bank at the time of receipt of the accountable money (paragraphs 5, 6, 7 of PBU 3/2006).
After the report is approved:
- the balance of the advance returned in foreign currency is credited to the cashier with conversion into rubles at the official exchange rate on the date of receipt of the money;
- overspending in foreign currency is issued to the employee in rubles with conversion at the exchange rate on the day of approval of the advance report.
For daily allowances in foreign currency, that part of them that is subject to personal income tax must be converted into rubles at the exchange rate on the last day of the month in which the advance report was approved (letter of the Ministry of Finance dated 01.11.2016 No. 03-04-06 / 64006).
IMPORTANT! If in local normative act companies indicate the amount of per diem in foreign currency, and pay the employee in rubles, then there is no need to recalculate (letter of the Ministry of Finance dated 04.22.2016 No. 03-04-06 / 23252).
Travel expenses for STS "income minus expenses"
When sending an employee on a business trip, the organization calculates travel expenses on the STS in the same way as in the OSNO. Having reimbursed the employee for all travel expenses provided for by law, the company has the right to reduce its income for tax purposes on them, subject to documentary evidence and business case costs incurred (subparagraph 13 of clause 1 of article 346.16 of the Tax Code of the Russian Federation).
A distinctive feature is the date when travel expenses are included in expenses. Since the accounting of expenses for the simplified tax system is carried out cash method, the date of recognition of expenses is the date of approval of the expense report. However, if the employee has spent own funds and the company reimburses them to him, the reimbursable payments should be included in the book of income and expenses at the time the money is issued from the cash desk (clause 2 of article 346.17 of the Tax Code of the Russian Federation).
One more nuance. According to the Ministry of Finance, an individual entrepreneur without employees on a simplified tax system cannot take into account the costs of their own travel. The department argues for this position as follows: a business trip is a trip of an employee at the behest of an employer. And the individual entrepreneur does not have an employer, just as he himself cannot be his employee (letters of the Ministry of Finance dated February 26, 2018 No. 03-11-11 / 11722, dated July 05, 2013 No. 03-11-11 / 166). The courts, as a rule, do not agree with such conclusions (resolution of the FAS DVO of 22.08.2011 No. F03-3248 / 2011).
Read more about the recognition of expenses under the simplified taxation system in the material "Accepted expenses under the simplified taxation system in 2018 - 2019" .
Reflection of travel expenses in accounting
An approved advance report - in the form of AO-1 or an independently developed form - with documents attached to it confirming the expenses incurred in the interests of the company will serve as the basis for reflecting these expenses in accounting.
The accountant, when checking the advance report, carries out the correction calculation of the daily allowance (if the business trip was shorter or longer than planned) on the basis of travel tickets, from which he takes the departure date and the return date. The day of departure is the current day if the departure time in tickets is up to 24:00 inclusive, and the next one is from 00:00.
REMINDER! If the trip was made by personal transport, then the daily allowance is calculated according to the waybill and accommodation bills, according to which the accountant can track the date of arrival and departure to calculate the day on a business trip.
If there are no travel documents, as well as papers confirming the fact of residence at the place of the business trip, the employee is provided with a memo on the actual period of stay on the business trip, confirmed by the record of the receiving party. Responsible person the organization to which the employee was sent must put a mark on the date of arrival and departure (clause 7 of the Regulation on business trips dated 13.10.2008 No. 749).
If the employee used official or personal transport, and he needs compensation for its use and gasoline, then he must submit a memo, a waybill for calculating the mileage traveled, attach invoices and receipts for the purchase of fuel. The possibility of reimbursing such expenses should be provided for in the accounting policy.
Also, the documents for the rental of housing, confirming the payment, must be checked: checks, receipts, rental agreement, receipt of the owner of the house or apartment. When checking, the actually paid and confirmed amount is taken into account and approved.
Travel expense accounting entries
Consider what postings in 2018-2019 for the accounting of travel expenses the Chart of Accounts provides.
On the day the employee is given an advance payment for a business trip, the following is made:
Дт 71 Кт 50, 51 - money for travel expenses was paid.
After the approval of the expense report, postings will be made in accordance with the distribution of the amounts spent according to their purpose:
Dt 20, 23 ... 44 Kt 71 - daily allowance, tickets for travel (excluding VAT), hotel bill (excluding VAT);
Дт 19 Кт 71 - VAT for travel and housing is reflected;
Dt 68 Kt 19 - accepted for deduction of VAT for transport and accommodation;
Dt 20, 44, 91-2, 08, 10 ... Kt 71 - other expenses are taken into account;
Dt 50 Kt 71 - return to the cashier of the organization of the balance of the advance;
Dt 71 Kt 50 - reimbursement of overruns.
At the end of the month, the following posting is possible:
Dt 70 Kt 68 - personal income tax withheld from exceeding the daily allowance limit.
What postings and in what cases you need to do when issuing an advance payment for business trips, read in the article "Issued for Travel Expenses - Transaction" .
Outcomes
The expenses of the organization - for travel, housing, daily allowance and others approved by the management - the company has the right to attribute to expenses and reduce taxable base... The accountant should be responsible for checking the report so that the auditing authorities do not have any doubts and questions.
If, upon returning, the employee has a part of the advance payment, he returns the remaining funds to the company to the cashier with registration.
If the issued advance payment was not enough for the employee and his own funds were spent, then the organization reimburses the expenses incurred in excess of the advance payment, and it is drawn up.
Expense transactions in excess of the advance paid
Debit | Credit | Operation name |
Funds issued on account |
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The unspent funds were returned to the company to the cashier |
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An employee was given the amount he spent in excess of the advance payment |
Travel expenses, depending on the purpose of the trip, are charged to the corresponding accounting accounts. Costs related to cultural and recreational activities are treated as non-operating expenses.
If the expenses incurred are allocated and there are supporting documents with the allocated separate line VAT (invoices,), then this VAT can be attributed to account 19 and then sent to deduction (provided that these costs relate to costs that reduce tax base at ).
Travel expense accounting transactions
Debit | Credit | Operation name |
20 (23, 25, 26, 29) | Written off travel expenses related to the main activity of the manufacturing enterprise. |
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Written off travel expenses related to the main activity of the trading enterprise. |
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Written off travel expenses related to the acquisition of fixed assets |
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Costs associated with the purchase of inventories have been written off |
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Written off the costs of a business trip associated with the transportation of defective products |
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Travel expenses related to recreation and cultural and recreational activities |
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Allocated VAT on travel expenses |
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VAT is deductible |
The employer may not accept some expenses incurred by the employee, in this case, the employee must reimburse these costs from his own (it must be remembered that an amount of not more than 20% of the average earnings can be withheld from the employee's salary), or by depositing cash funds to the cashier of the enterprise or to the current account.
If some costs are paid by the employer himself from the current account (for example, payment for tickets or hotel accommodation), then the following transactions are performed:
Debit | Credit | Operation name |
Paid business trip costs from the employer's current account |
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20, 23, 25, 26, 29 (44) | Travel expenses were written off after the employee submitted the advance report and approved by his manager. |
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Allocated VAT on these costs (if allocated) |
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VAT on travel expenses is deductible |
If the employer buys a ticket for the employee's travel on his own, then it is recorded on subaccount 3 of account 50 "Cashier". In this case, the following postings are made:
An example of travel expenses accounting
Travel expense accounting postings:
Sum | Debit | Credit | Operation name |
Funds issued against the report from the cash desk |
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Written off the cost of tickets excluding VAT |
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Allocated VAT on ticket costs |
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VAT is deductible |
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Written off hotel expenses excluding VAT |