Settlements with accountable persons: accounting entries, reflection in accounting. Settlements with accountable persons: postings Accountable person paid for posting services
On the legislative level settlements with accountable persons are regulated by regulations:
- Instructions of the Bank of Russia No. 3210-U dated March 11, 2014.
- Order of the Ministry of Finance No. 157n dated 01.12.2010 for state employees.
- Order of the Ministry of Finance No. 94n dated October 31, 2000 for other organizations and individual entrepreneurs.
- Accounting policy institutions approved for the respective financial year.
- Local acts of the organization (orders and instructions of the head) on the timing of the issuance of money for the report, the timing of reporting, etc.
The head has the right to set not only the time limit and maximum size accountable amounts, but also a list of persons who are allowed to issue funds. For this, an order is drawn up for the issuance of accountable amounts.
Funds are given out for specific purposes, such as business needs of the company, travel expenses or entertainment expenses. In order to receive money, the employee must prepare an application that indicates the calculation of the required amount, purpose, and the planned period for using the money. From 08/19/2017, based on the changes made to the Instructions of the Central Bank No. 3210-U, it is not necessary to submit an application. To receive funds, one order of the head is enough. But most accountants continue to demand from employees a statement or an explanatory note with a calculation in order to plan the accountable amount.
Based on the application, an order is issued indicating the period for which the funds were issued. Upon its expiration, the employee is obliged to report: to provide an advance report and supporting documents. The advance report form for state employees (OKUD 0310002) was approved by order of the Ministry of Finance No. 52n. the institution has the right to use its form on the basis of Law No. 402-FZ.
The advance report is checked by the responsible accountant, then the chief accountant, and then it is approved by the head. Only after that final calculations are made.
Settlements with accountable persons in budgetary institutions
They are carried out on account 0 208 00 000 in the context of each person. Accounting entries:
- debit 0 208 00 560, credit 0 201 34 610 - an advance payment was issued to the employee under the report;
- debit 0 105 00 000, 0 302 00 000, 0 106 00 000, credit 0 208 00 660 - the accountant's expenses were accepted for the relevant accounting accounts based on the advance report and supporting documents;
- debit 0 201 34 510, credit 0 208 00 660 - unused balance returned.
Accounting for imprest amounts for NCOs
In non-profit organizations, account 71 is used for accounting, settlements with accountable persons. Mutual settlements are made in the context of each person. Corresponding account when issuing money: account 50 "Cashier", if cash was issued; account 51 "Settlement account", if the money is transferred to bank card worker.
Based on the submitted report, the accountant of the NCO draws up settlements with accountable persons, postings:
- debit 20, 25, 26, 44 (cost accounts), credit 71 - expenses are recorded in the corresponding accounting accounts;
- debit 19 "VAT", credit 71 - allocated value added tax is charged to the appropriate accounting account;
- debit 50 "Cashier", credit 71 - return of the unspent balance to the cash desk of the institution.
tax accounting
First of all, you need to determine what the money is spent on. If for the economic needs of the institution (acquisition of the Ministry of health, fixed assets, fuel) or payment travel expenses(daily allowance, travel, accommodation), then such costs are accepted for the calculation of the taxable base for income tax in the full amount. Exception: food expenses for employees on business trips.
Representation expenses can also be charged to expenses. According to article 264 of the Tax Code of the Russian Federation, such costs include: the costs of organizing official events, translation services, buffet services. Other expenses should not be taken into account in the calculation of the base.
Representation expenses can be included in other expenses in the amount that does not exceed 4% of the salary fund for billing period(Article 264 of the Tax Code of the Russian Federation). The tax authorities will need supporting documents: an order to hold an event, a cost estimate, a report on the event, an act to write off entertainment expenses, etc.
Inventory of settlements with accountable persons
Control over the correctness and timeliness of reporting operations should be systematic. During the inventory, a special commission should be created, which is obliged to check:
- Does the data match primary documentation, given accounting.
- Use of funds strictly for the intended purpose.
- Availability of all supporting documents (receipts, checks, extracts, waybills) for writing off costs.
- Audit of debts on unreturned advances.
- Availability of local acts of the institution regulating settlements with accountants.
An appropriate order of the head is issued for the inventory, which indicates the timing, composition of the commission and other information. Based on the results of the audit, an act should be drawn up, which indicates the violations found.
An example of taxation of imprest amounts
Let's consider the situation: in GBOU DOD DYUSSHOR "ALLURE" the amount of daily allowance in Russia is set at 1000 rubles per day. Secretary Pechatina P.S. sent to business trip for 10 calendar days. She was given an advance payment of 10,000 rubles for expenses. Upon her return, she provided all the necessary supporting documents. The accountant made the postings:
Reflect the transaction withholding personal income tax from daily expenses should be in the journal for other operations.
In almost every organization, money is issued to employees against a report on the purchase of materials or as travel allowances, and account 71 “Settlements with accountable persons” serves to account for these operations.
Recall that until 2015, persons appointed by order could receive money under a report, but now any employee of the organization can take a report, the main rule when issuing money is to report for the last accountable amount.
Account 71 is active - passive. I wrote about the differences between active and passive accounts.
Let me remind you that the balance passive account can be ONLY BY CREDIT, active ONLY by debit. And on active-passive accounts, the balance can be both debit and credit.
What to reflect on debit and credit account 71?
Let's impose this rule on account 71, what does it mean if an employee has taken the money, BUT HAS NOT SPENT THEM YET, then he has a debt to the organization for this amount, i.e. arises receivables, the balance of account 71 will be on DEBIT.
If the employee took the amount under the report and did not meet it, but spent 300 rubles more, then the organization will have to reimburse him 300 rubles, and this debt will be reflected in the CREDIT of account 71.
Example.
An employee of the organization took 5,000 rubles from the cash register for a report on the purchase of building materials. 1) Wiring D - 71 K - 50.
2) An employee bought materials for 4000 - D - 10 K - 71.
The balance of the account is 71 debit, i.е. the employee owes us a thousand rubles. 3) He hands over 1,000 rubles to the cashier. - posting D - 50 K - 71. There is no balance.
Let's make an airplane on account 71 based on an example.
The accountant must draw up an advance report, which reflects what the employee spent the accountable amounts on, the document is signed by the cashier, Ch. accountant and director or other approved persons.
To receive funds under the report, the employee must MANDATORY write an application addressed to the director. On the application, the director must write what amount should be issued and for how long.
Typical postings on account 71 “Settlements with accountable persons”
No. p / p | Household operation | Debit | Credit |
1 | The employee was issued against a report from the cash desk / from the current account | 71 | 50/51 |
2 | Issued / Listed travel allowances | 71 | 50/51 |
3 | Received materials purchased subreport | 10 | 71 |
4 | Accounting for VAT on purchased goods and materials | 19 | 71 |
5 | Cost accounting for the main production | 20 | 71 |
6 | Return of unspent accountable funds to the cashier | 50 | 71 |
7 | Reimbursement of overspent funds to an accountable person | 71 | 50 |
8 | Written off the amount not returned by the accountable person | 94 | 71 |
9 | Withheld funds from wages that were not returned by the accountable person | 70 | 94 |
These are the main typical postings, in business practice you will have to use subaccounts, for example, to capitalize gasoline, you need to draw up a posting D 10:03 K 71, to capitalize building materials D 10.08 K 71 and so on.
Accountable amounts are cash given to employees to pay for expenses incurred in the interests of the organization. The settlement procedure is regulated by Ordinance of the Central Bank of the Russian Federation No. 3210-U.
Money in the account is issued on the basis of an administrative document of the head, or on the basis of an employee's application, which indicates the purpose, amount and period of issue. After the expiration of the period for which the report is issued, the employee is given three days to submit an expense report. If the money received under the report was not spent, they must be returned.
Accounting
Accounting for mutual settlements with accountants is carried out, according to the Chart of Accounts, on account 71 “Settlements with accountable persons”.
Contents of operation | Debit | Credit |
---|---|---|
Issued amounts under the report | 71 | 50, 51 |
Reflected expenses according to the delivered advance report depending on the specifics | 08, 10, 20, 25, 26, 44, 60, 91 | 71 |
Returned unspent subreport | 50, 51 | 71 |
Relegated to shortages not returned in a timely manner | 94 | 71 |
Decommissioned from wages debt with the consent of the employee | 70 | 94 |
Reflected the debt on the account, for which it is impossible to repay at the expense of wages | 73 | 94 |
Collected by judgment accountable debt | 50, 51 | 73 |
Inventory of settlements with accountable persons
Like any receivable or accounts payable, the status of settlements with accountable persons is subject to inventory, in accordance with clause 3.47 methodological recommendations about the inventory. The decision to conduct an audit is made by the head of the company. There are also cases of conducting a mandatory inventory, for example, compiling an annual financial statements or liquidation of the company.
During the inventory, it is necessary to check the amounts of advances issued, the correctness of the preparation of advance reports, their compliance with the intended use of the money received according to the report. Based on the results of the check, an inventory report should be drawn up. The form of the act has not been approved, therefore, the company needs to develop it independently, reflecting in it:
- date and basis of the inventory;
- composition of the inventory commission;
- identified discrepancies between the accounting and actual data obtained during the audit.
Sample act of inventory
Settlements with accountable persons in budgetary institutions
Settlements with accountants in the budget are generally similar to accounting in commercial companies, but have a number of features. They are mainly related to the fact that accounting in the budget has its own Chart of Accounts, as well as the strict limitation of travel expenses.
Accounting for accountable amounts in the budget is regulated by paragraphs 212-219 of the Order of the Ministry of Finance No. 157n and is maintained on account 20800. A large number of analytical accounts are opened for it in accordance with paragraphs 103-106 of the Order of the Ministry of Finance of the Russian Federation No. 174n.
To date, in budget institutions the issuance of money to the account occurs only on the basis of an employee’s application by order of the head of the enterprise and only upon full repayment of the previous advance payment.
Restrictions on the level of expenses for business trips are established by Decree of the Government of the Russian Federation 729. Their size is quite low. Thus, the per diem is 100 rubles, and the cost of renting housing is reimbursed in the amount of not more than 550 rubles. in knocks. If the expenses incurred exceed the limits, then they can be offset by the savings budget funds, or at the expense of funds received from commercial activities.
Settlements with accountable persons do not lose their relevance. Documenting such calculations and the procedure for reflecting them in accounting have not undergone any significant changes. However, as practice shows, including judicial (Determination of the Supreme Court of the Russian Federation of 09.03.2016 No. 302-KG16-450), accountants still make mistakes leading to negative consequences for the organization or accountable persons. In the article, we will consider the main points of registration and issuance of accountable amounts.
The legislative framework
When issuing money, the account must be guided by Instruction of the Bank of Russia dated March 11, 2014 No. 3210-U. Clause 6.3 established next order actions:
1. Receive a written application from the employee for the issuance of money to him for the needs of the enterprise in any form with the obligatory indication of:
- the amount to be paid;
- the period for which the money is issued;
- date of signing the application;
- visas of the head of the organization on his approval of the issuance of money and the period for which they are issued.
Important! From 08/19/2017, the issuance of money under the report can be carried out without the application of the employee, but by order of the general director (clause 6.3 of Instructions No. 3210-U).
2. Issue consumable cash warrant(RKO) in the form KO-2 (0310002), observing the following procedures (clauses 4.2, 4.3, 6, 6.2 of the Procedure): the chief accountant or another person who has the right to sign cash documents, but after the signing of the RKO by the employee and the issuance of money from the cash desk to him.
Important! Since from June 2019, the issuance of money under the report is possible if the accountant has an outstanding debt for the previously received amount for similar purposes, an inventory of settlements with accountable persons, namely with the person who applied for the issue of the amount, is not needed.
Cash withdrawal methods
Traditionally, the account is issued in cash, but the most convenient way today is to transfer money to a bank card.
Such a possibility of issuing cash must be provided for by the Order of the enterprise.
For such purposes, corporate cards issued by the bank in the name of employees of the organization, or salary cards can be used.
In this case, in addition to the above information, it is necessary to indicate the bank card details in the application for issuing money. IN payment order in the "Purpose of payment" field, indicate that the funds transferred are accountable (possible wording: "Advance payment for business needs", "Advance payment for travel expenses").
Accurately report expenses
Confirmation of the use of the received money for its intended purpose is an advance report (form AO-1 unified, Resolution No. 55, used by organizations of all forms of ownership, with the exception of budgetary institutions), the deadline for which is no later than three working days after the day on which the deadline for issuing money expires specified in the application, or the day of entry to work. The JSC employee provides the chief accountant, accountant (if they are absent, the manager) with documents confirming the expenses.
You can download the AO-1 form at the end of the article.
Employees who receive money plastic card, in addition to documents confirming expenses, they must attach to the JSC a confirmation of payment of expenses by a bank card (registry of payments or an electronic journal on a card account).
The audit of the joint-stock company, its approval by the head and the final settlement on it are carried out within the time period established by the head (in the Order of the organization).
Final Settlements
A typical situation is when the issued amount does not match the confirmed expenses for the AO.
For example, if an employee spends more money than the subreport is issued, the overspending is indicated in the AO. After the approval of the JSC by the head of the organization, the overspending is issued in cash according to cash settlement or to a bank card. In the latter case, in the field "Purpose of payment", be sure to indicate "Compensation of expenses for advance payment No. ___ from ____".
If the employee spent less than he was given, the advance report reflects the balance that must be returned to the enterprise within the period specified in the application for issuing money for the report. A refund is also possible on the day the employee returns to work after a business trip, vacation or illness, if the period for which the money was issued expired during this period. If the return is made in cash, a cash receipt order (PKO) is issued, in which:
- the line "Amount" indicates the amount returned by the employee (rubles - in words, kopecks - in numbers);
- in the line "Basis" an entry is made: "Return of unused accountable money";
- in the line "Appendix" the number and date of the joint-stock company are put down.
If it is decided to return unused amounts to the current account, in the field "Name of payment" it is necessary to make an entry "return of unused accountable amounts". This entry will avoid problems with tax authorities and do not include the amounts received in tax base for income tax, VAT and income when applying the USNO. If, when making a payment, the employee did not indicate that the money being transferred is a return of an unused accountable amount, it is better to issue this explanatory note to payment.
How to reflect settlements with accountable persons (postings) in accounting
Account 71 (settlements with accountable persons) is used when accounting for money issuance transactions. The main wiring is shown in the table:
Posting date |
Wiring |
Operation reflected |
date of issue of money |
Dt 71 Kt 50, 51.55 |
issued money |
Room 55 Room 51, 52 |
money transferred to a corporate card |
|
date of withdrawal |
Dt 73 Kt 55 |
money was debited from a special account in the absence of documents confirming the expenses |
AO approval date |
Room 10 (08, 20, 26, 44) Room 71 |
goods (works, services) accepted for accounting |
deadline set in the Order |
Dt 50, 51 Kt 71.73 |
the balance of unspent amounts received from the employee |
Room 71 Room 50, 51 |
the employee was returned the overspending on the advance report |
|
Dt 94 Kt 71 |
reflected the amounts not returned in set time |
|
Dt 70 Kt 94, 73 |
Accountable amounts not returned on time were deducted from the salary |
Settlements with accountable persons in budgetary institutions are carried out taking into account the following features established by Order of the Ministry of Finance of the Russian Federation No. 157n:
- money is issued to the employee on the basis of an application, which must indicate: the purpose of the payment; calculation necessary funds or an explanation of the amount of the advance; the period for which funds are issued;
- cash register form (0310002) and advance report (form 0504505) approved Order of the Ministry of Finance of March 30, 2015 No. 52n.
So, the procedure for issuing, issuing, reporting and final settlement, as well as the documents used to carry out transactions with accountants, have remained practically unchanged for many years. The latest innovations are the possibility of cashless payments and the absence of the need to repay previously received debt in order to receive new amounts of accountability. The basic rules outlined in the article will help you remember every step in case it becomes necessary to issue money to an employee for the needs of the enterprise. Compliance with the above rules will eliminate the risk of additional charge personal income tax employee, and organizations - the risk of recognizing expenses as economically unjustified.
Account 71 of accounting is an active-passive account “Settlements with accountable persons”, serves to record issued accountable amounts and return unspent amounts. In enterprises, employees can allocate funds to account for household expenses, for the purchase of materials or travel expenses. Consider how to keep records of settlements with accountable persons and examples of accounting entries on account 71.
Account 71 is active-passive, so the account balance can be either debit or credit.
- Account Dt 71 reflects the amount of money received by the employee;
- Account 71 CT reflects the expenditure of funds.
Analytical accounting on the account "Settlements with accountable persons" is kept separately for each accountable person.
The procedure for issuing a subreport
Under the advance report, it is allowed to issue money only to employees of the enterprise. Accountable amounts are issued in cash from the cash desk or transferred by bank transfer to a bank card.
The main rule when issuing money is for the employee to report for the previously received accountable amount. At enterprises, as a rule, they fix the order of persons who have the right to receive funds as an account, since an agreement on liability is concluded with them:
When paying money to an accountable person, the following rules must be observed:
- Check the balance of the accountable person (according to the accounting register). Reason: clause 6.3 of the instructions of the Central Bank of the Russian Federation No. 3210, which states that it is prohibited to issue funds to an accountable employee for a previously received amount.
- Receive a written application from the employee in any form, reflecting the main details: the purpose of receipt, the required amount, the deadline for submitting the report, the date. The application must be endorsed by the head of the company or an authorized person.
A 3-day period has been established when the employee must report for the accountable amounts received, return the funds to the cashier and submit a report. If the employee did not report within the prescribed period, then the amount received by him should be withheld from the employee’s income and personal income tax should be charged (Article 137 of the Labor Code of the Russian Federation). Wherein:
Important: deductions from an employee can only be made upon a written application and no more than 20% of the salary (Article 138 of the Labor Code of the Russian Federation).
If a debt (especially a large amount) for an accountable person has been registered for a long time, then the tax inspector, during an audit, can reclassify such a payment as a loan or consider it income (paragraph 3 of article 137 of the Labor Code of the Russian Federation) and charge additional personal income tax.
The maximum amount of issuance to the account is not provided for by law, but it should be taken into account that if an employee settles accounts with counterparties on behalf of the enterprise, then under one contract you can pay no more than 100,000 rubles.
Advance report
The employee reflects all expenses of funds in the advance report. An employee can spend accountable amounts on the purchase of goods, materials, fixed assets, intangible assets, payment for the company's business needs.
The diagram shows the types of expenses on account 71 and source documents to be attached to the advance report:
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If an employee has an overspending on accountable amounts, that is, an employee has spent his personal money, then the company has the right to reimburse it subject to the established procedures.
Examples of typical postings on account 71
No. p / p | The content of households. operations | Debit | Credit | Foundation Documents |
1 | Payout of cash to account | 71 | 50 | Cashier's report, expense note |
2 | Listed in the sub-report for travel expenses on a bank card | 71 | 51 | Bank statement, payment order |
3 | Funds are transferred to the sub-report on the corporate card | 71 | 55 | Statement from special accounts |
5 | Adopted expenses on the advance report on the purchase of fixed assets | 08 | 71 | Act on acceptance of works and services |
6 | Materials acquired by an accountable person are credited | 10 | 71 | Waybills, transportation documents, acceptance certificate |
7 | The amount of expenses for production and economic needs is reflected | 20/26/44 | 71 | Advance report, job assignment, business trip report |
9 | Goods for resale purchased by an accountable person are credited | 41 | 71 | Advance report and invoices |
11 | Return to the cashier of unspent funds | 50 | 71 | Cashier's report, receipt order |
12 | Accrued debt on unpaid amounts of the accountable person | 73 | 71 | Advance report |
Consider practical examples with postings on account 71 for the issuance, expenditure and return of accountable funds.
Example 1: Advance Statement Overspending Reimbursement - Postings
An employee of Romashka LLC Ivanov I.I. allocated funds to the account in non-cash form in the amount of 2,500 rubles. (on a bank card) for the purchase of stationery. In fact, Ivanov I.I. spent 2,840 rubles. An advance report was drawn up for actual expenses and supporting documents (sales receipt) were attached to the report. The cost overrun on the advance report amounted to 340 rubles. Cash were credited to Ivanov I.I. to a bank card.
Romashka LLC generated entries on account 71:
Example 2: Advance Statement Refund - Postings
LLC "Romashka" and LLC "Vasilek" concluded an agreement for the provision of transport services in the amount of 7,200 rubles, incl. VAT. To pay for services under the contract, the employee of Romashka LLC Ivanov A.B. received in the account the amount of 7 500 rubles. After making settlements with Vasilek LLC, Ivanov A.B. handed over the advance report, and returned the rest of the funds to the cashier.
The accountant of Romashka LLC generated the following postings:
Dt | ct | Description | Amount, rub. | A document base |
26/44 | 60 | Services of Vasilek LLC are reflected in the cost structure (7,200 rubles - 1,098 rubles) | 6 102 | Certificate of completion |
19 | 60 | The amount of VAT is allocated from the cost of transport services | 1 098 | Certificate of completion |
68/2 VAT | 19 | The amount of VAT from the cost of transport services is accepted for deduction | 1 098 | Certificate of completion, invoice |
71 | 50/1 | From the cash desk of Romashka LLC Ivanov A.B. received funds under the report | 7 500 | Expenditure cash warrant, accountable person's statement |
60 | 71 | The accounting reflects the payment for services, which was carried out by Ivanov A.B. on behalf of Romashka LLC | 7 200 | Advance report, certificate of completion |
50/1 | 71 | The balance of unspent funds was returned to the cash desk of Romashka LLC (7,500 rubles - 7,200 rubles) by Ivanov A.B. | 300 | Account cash warrant, advance report, act of work performed |
Example 3: Accounting entries for travel expenses
Worker Vasilkov I.I. sent on a business trip for 3 days, he was given an account of the amount of 20,000 rubles. Daily allowance is 2,000 rubles.
Upon returning, he submits an advance report with supporting documents attached:
- Railway tickets for the amount of 8,000 rubles, including VAT 1,220 rubles, are highlighted in a separate line.
- Hotel invoice on letterhead strict accountability for 5,000 rubles, incl. VAT 763 rub. VAT is also highlighted separately.
Reflection of travel expenses on account 71 in postings:
Dt | ct | Contents of operation | Amount, rub. | A document base |
71 | 50 | Funds were issued to account to Vasilkov I.I. from the cash register | 20 000 | Account cash warrant |
20 | 71 | Written off ticket costs without VAT | 6 780 | Advance report, railway ticket |
19 | 71 | Allocated VAT on ticket costs | 1 220 | Railway ticket |
68.VAT | 19 | VAT sent for deduction | 1 220 | Purchase book entry |
20/44 | 71 | Written off accommodation (hotel) expenses without VAT | 4 237 | Form of strict accountability, cash receipt hotels |
19 | 71 | Allocated VAT on hotel expenses | 763 | |
68.VAT | 19 | VAT sent for deduction | 763 | Purchase book entry |
20/44 | 71 | Daily allowance written off | 6 000 | Advance report |
50 | 71 | The employee returned unspent funds to the cashier | 1 000 | Incoming cash order |