How to post travel expenses in 1s 8.3. Accounting info

In today's article we will touch on the topic of processing business trips in 1C Salary and personnel management 8.3. As always, we will show you step by step instructions on working in the program, and if you still have questions about business trips in 1C 8.3, you can leave them in the comments to the article. Next we will consider the following questions:

1. Open the “Business Trips” subsection

Open the program, in the “Salary” section, go to “Business trips”.

Important! In order for the “Business Trips” position to be active, you need to check the corresponding box in the initial settings for calculating salary.

2. List of documents

In the “Travel Salary” section, you will see a form for a list of documents.

3. Create a document

Look, the program for creating a document has 2 buttons. Clicking the 1st button creates a document for calculating travel payments for the 1st employee.

4. Calculation of average earnings

You need to indicate the month in which the calculation will be recorded. The program defaults to the current month. We open the “Employee” directory and select the one we need.

Next, you need to indicate the start and end of the business trip. If you have a staffing table in your program, then you can release the rate during the employee’s absence by checking the appropriate box. Wed. The program will calculate your earnings and accrual for a business trip automatically.

In case the business trip ends on the following day. month, the 1C ZUP 8 program helps you plan payment in full or for each month. If you choose monthly payment, then with this document you provide payment only for the current month. As for the calculation of payment for other months, it will be carried out when calculating the salary. Further average earnings for such calculations will correspond to the value obtained in the “Business trip” document.

5. How to calculate daily allowance for a business trip

To view the detailed calculation, go to the “Accrued (detailed)” tab.

6. Special territorial conditions

If an employee is sent to special territorial conditions, then on the “PFR Experience” tab you need to fill out the “Territorial conditions” column.

7. Print

To display the printed form, you first need to fill out the “Advanced” tab. On this tab you need to fill in the following data: place of business trip, number of days, basis, purpose and financing of the trip.

8. How to spend a business trip

When all the necessary data is filled in, we submit the document. In addition, on the basis of this document, you can print a business trip order, all calculations, travel certificate and official assignment (the last 2 points are not required to be completed since 2015).

9. Combination of positions

If your company practices combining positions (and this is indicated in the 1C ZUP 8 program), then using the document “Business trip” you can create a document “Combination of positions”. This will allow you to assign an additional payment to the employee who will perform the work duties of the one who went on a business trip.

10. Part-time job

Or there may be a situation where an employee who went on a business trip has a part-time job. A hyperlink is placed in the document, which allows you to document its absence.

11. Payment of travel allowances

If you choose payment during the inter-settlement period, you can carry out this operation by clicking the “Pay” button. In other cases, the payment is made together with the salary.

12. Calculation of deductions

If you select this payout option, deductions will be calculated. The same thing will happen with the “With Advance” payment type. To view the details of calculation and deductions, click on the “pencil” in the right corner.

13. Business trip order

Using the “T-9a” button, we proceed to generating a business trip order for several employees at once.

14. Creating a timesheet

Filling out the document is done using the “Add” button. When adding information to the tabular part of the document in the last column “Accounting for absences and accruals”, the data will be displayed as a hyperlink. In the above example, absences for the 1st employee are taken into account. since the “Business trip” document has already been added for him, but not yet for the 2nd employee. Thus, it turns out that it is necessary to draw up a separate “Business Trip” document for each posted employee.

15. Payment for days off on a business trip

If the business trip falls on a weekend and the employee was working, then it is necessary to enter information in the document “Payment for holidays and weekends.” Working days that an employee spent on a business trip are indicated in the timesheet by the letter “K”.

On the main tab of the “Business trip” document, you can check the box next to the item about intra-shift business trip. This will allow you to enter information about your part-time travel assignment.

Part-time business trip (intra-shift)

In the accounting sheet it will look like this:

Thus, you have processed and calculated the payment for an employee sent on a business trip and reflected it in the 1C ZUP program.

Enterprises sending their employees on business trips must pay them travel allowances. Payment amounts for days on a business trip are calculated based on the average daily earnings calculated based on data for the previous 12 months of work for the employee.

If your company uses the 1C Accounting 8.3 program for accounting, then in this article you will find a description of how to set up the accrual of travel allowances using 1C: Accounting.

To accrue travel allowances, you need to enter a new accrual into the directory of accrual types. To do this, you need to follow the path /Salaries and personnel/-/Directories and settings/-/Salary settings/-/Accruals/. In the list that opens, you need to enter a new type of accrual using the “Create” button.

In the “Name” field you need to enter the phrase “Travel payments” (or name it as you wish). In the “Code” field you need to enter a unique encoding (this can be either letters or numbers).

In the “Personal Income Tax” field, you need to set a “dot” in the “Taxed” field and indicate the income code for personal income tax. In our case, it will be 2000 “Remuneration for the performance of labor or other duties; salary and other taxable payments to military personnel and persons equivalent to them.”

The setting that this income is paid in kind (not in money) does not need to be set.

When setting up the calculation of insurance premiums, you need to indicate that this is “Income entirely subject to insurance premiums.” Since in Article 420 Tax Code(clause 1) it is stated that travel allowances are fully subject to insurance contributions.

Then you should fill out paragraph of Article 255 of the Tax Code of the Russian Federation when classifying these costs as expenses for calculating income tax. You need to set the setting that this payment is “taken into account in labor costs” and select subparagraph 6, Article 255 of the Tax Code of the Russian Federation (these are travel allowances).

In the “Reflection in accounting” field, you need to select the method of reflecting these payments on accounting accounts. If not on this list the desired type reflection, it should be created in it.

If your company uses one cost account to calculate labor costs, then most likely the “Reflection of default accruals” item will suit you, which will indicate the standard accrual posting wages at your enterprise.

If you use several cost accounts, for example 26 “General expenses”, 44 “Commercial expenses” or 20 “Main production”, then you need to select the appropriate one from this list. However, it should be noted here that the name of this type of accrual should be clarified. For example, if travel allowances will be accrued to administrative and management personnel, then you need to choose the method of reflection Dt 26 - Kt 70 and formulate the name as follows: “Travel payments to AUP”.

In the event that the business trip will be paid to production employees, then the posting should be Dt 20 - Kt 70. And the name should be formulated as follows: “Travel payments to production workers.”

Then, when everything is already configured in this accrual type card, you need to make sure that the “Included in the basic accruals for the regional coefficient and northern allowance” checkbox is unchecked, since when calculating the average daily earnings, the employee’s income for the previous 12 months is used, taking into account these allowances . And therefore, the average daily earnings indicator is obtained taking into account these allowances.

The payment is configured and should be added when calculating the salary of the corresponding employee on the “Accruals” tab, indicating the appropriate amount.

/ "Accounting encyclopedia "Profirosta"
@2017
24.07.2017

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Travel expenses in 1C 8.3 can include travel costs (tickets), payment for accommodation (for example, in a hotel), payment for food, daily allowance, etc. Most often, we do not know the exact amount that our employee will spend in the end during the trip. In this regard, he writes an application for the issuance of travel allowances, indicating this data approximately with detail by type of expense.

Since in fact spent and given to the employee cash may not coincide more or less with each other, money is issued in advance. Upon arrival from a business trip, the employee will provide documents confirming expenses to the accounting department. If the difference is in favor of the employee, he will be given the missing money. Otherwise, he will be obliged to return the unused amount back to the cashier.

Travel allowances, as well as other types of cash payments to employees, can be carried out either through a bank (on a card) or through a cash register. In this example, we will register cash withdrawal in 1C, since this is the most common method.

Let's look at the complete step-by-step instructions on how to do this in 1C Accounting.

Issuance of travel money

For accrual and payment, go to the “Bank and Cash Office” section and select “Cash Documents”.

You will see a list of previously created documents for the receipt or issuance of funds from the cash register. Click on the “Issue” button.

Now you can proceed to filling out the document itself. There is nothing complicated here. First of all, select the value “Issuance to an accountable person” in the “Type of transaction” field. Please note that when you change the values ​​in it, the structure of the document details also changes. That is why when creating a cash withdrawal document, first indicate the type of transaction.

We will leave the accounting account as default. Next, we will indicate the employee who needs to accrue travel allowances in 1C. To the right, let's select the organization and division in which he works. In the “Amount” field we will indicate that for this business trip our employee will receive an amount of 15,000 rubles.

In our configuration, accounting for DDS items is configured for additional analytics, so this field can also be filled in. For convenience, we will indicate in the comments that the money was issued for a business trip. This will make our search easier in the future.

If you need to edit your details printed form, expand the section of the same name. In our case, all the displayed data came here automatically when selecting an employee.

After carrying out the document, we will be able to see from the formed movement that now the amount of 15,000 rubles is listed on Gennady Sergeevich Abramov. The debt will be written off from him after he reports on the amounts spent.

Let's supplement our video instructions on the cash register in 1C:

Advance report

Which are needed to write off the debt for an advance received from an employee are also located in the “Bank and Cash Office” section.

We will fill out the header of the document as standard, as we did earlier. On the “Advances” tab in the tabular section, add a line and select the previously created cash disbursement document. As you can see, 1C 8.3 allows you to report on several advances issued to the same employee at once. This is done by adding additional rows to this tabular part.

We have indicated what the employee is accountable for for his/her daily allowance. Now we need to reflect what documents and for what amounts he provided. This can be done on the “Payment” tab.

In our case, the employee provided two tickets and a check for hotel accommodation to the accounting department. The total amount was 12,500 rubles. After the document is processed in 1C, the debt to our organization will be reduced only by this amount. Let's look at the wiring:

It turns out that the employee was given an advance in the amount of 15,000 rubles, but he reported only 12,500. It follows from this that he still has a debt, but in the amount of 2,500 rubles. In this case, by mutual agreement, he can either provide the missing checks for this amount or return the money.

The difference can be returned, for example, when calculating salaries. The employee can also bring this amount to the cashier.

In the event that an employee, on the contrary, did not meet the amount given to him and spent more, such a difference can be paid to him in the same way as the travel allowances themselves through the cash register.

See also the video on advance reports in 1C 8.3:

We learn to draw up expense reports using examples (1C: Accounting 8.3, edition 3.0)

In my observation, for novice accountants, preparing expense reports is a significant challenge at first.

Today we will look at the basics of this matter, as well as the most popular cases from life. We will perform all experiments in 1C: Accounting 8.3 (edition 3.0).

So, let's begin

It’s not for me to tell you that 71 accounts are responsible for settlements with accountable persons in the accounting department:

Issue assets is reflected to the employee on the debit of this account, and write-off - on the credit.

Well, for example, they gave out 5000 against a report from the cash register:

Why did I say assets? This is because we can give the employee:

• Cash (from the cash register through cash register)
• Non-cash funds (transfer from the organization's current account to the employee's card account)
• Financial documents (for example, plane tickets for a business trip)

Let's look at each of the examples listed above.

Cash withdrawal from the cash register

To issue an advance from the cash register, we issue a cash receipt order (in the top three, this is the “Cash Withdrawal” document):

In the type of operation we indicate “Issuance to an accountable person”:

The wiring turned out like this:

Issuance of non-cash funds

In this case, the funds are transferred to the employee’s card account (the account to which a bank card is linked, with which the employee can withdraw this money).

In the troika, this operation is formalized by the usual document “Write-off from the current account”:

Also, do not forget to indicate in the form of the “Transfer to an accountable person” operation:

The wiring turned out like this:

Issuance of monetary documents

A monetary document may be, for example, a plane ticket that an organization purchased for an employee who is going on a business trip.

After purchase, this ticket is accounted for as the debit of account 50.03:

When issuing this ticket to an employee for reporting (before a business trip), the accounting department draws up the document “Issue of monetary documents”:

And on the “Cash Documents” tab this very ticket is indicated:

The posting turned out like this (the ticket was written off from account 50.03):

I will specifically mention:

• We have the right to issue reports only to employees of the organization - persons with whom we have concluded an employment or civil law contract.
• The list of such persons is approved by a separate order of the head.
• The same order stipulates the maximum period within which the employee must report to the accounting department; if an employee goes on a business trip, this period is automatically extended until his return.

Employee reports

But assets are given to an employee for a reason, but to fulfill a certain official assignment. Therefore, the moment comes when the employee must report to the accounting department in form AO-1.

This is a printed form that indicates:

• everything that we gave to the employee for reporting
• everything he spent this money on (or didn’t spend it, or maybe there was an overspending)
• Supporting documents (checks, invoices, acts, tickets...) are attached to this form.

Here is an example of the AO-1 form:

This report (AO-1) is compiled by the employee together with the accounting department and approved by the manager. At the very bottom, the number of documents and sheets on which they are attached to the report is indicated (checks are usually pasted in whole packs onto A4 sheets).

So, in order to print such a report (AO-1), write off debt on 71 accounts from an employee, and also accept expenses in the top three, there is the document “Advance report”:

Let's briefly go through his bookmarks:

Examples of advance reports from life

Fill out the "Advances" tab:

It must be said that this tab is not displayed in any way in document postings, but is only available for the AO-1 printed form.

Fill out the “Products” tab (we bought a bunch of everything and put it on ten):

Here are the postings for this bookmark:

We fill out the “Payment” tab (we pay off the debt to suppliers, or pay an advance):

Here are the wiring:

Examples of filling out the "Other" tab.

Payment for communication services:

Payment for advertisements in the newspaper:

Write-off of daily allowance and debt for travel tickets:

Payment for some services (immediately charged to 26):

By the way, on the “Products” and “Other” tabs there is a checkbox “SF”, if you check it, then the invoice received will be entered on this line.

Sending an enterprise employee on a business trip begins with an order from the director. The employee is informed about this, and if an agreement is reached, the order is transferred to the accounting department (the order of operations at different enterprises may be different).

The accounting department issues a travel certificate (based on the director’s order). These documents are not prepared in the standard configuration of 1C 8.3 “Enterprise Accounting 3.0”.

In the 1C program, registration of a business trip begins with the issuance of money to the account.

Issuing travel allowances in 1C 8.3

As a rule, money is issued from the cash register. In this case, the issuance is issued ““. Although recently funds can be transferred by bank transfer to an employee’s card. This creates a document ““.

The amount is initially calculated approximately based on expected expenses:

• travel;
• accommodation;
• daily allowance;
• other.

To receive funds into the account, the employee must write a statement indicating the amount and purpose of the expenses. In our case, these are travel expenses.

Let's consider the registration of an advance payment using the example of a “Cash outgoing order”.

You immediately need to set the type of issue (type of transaction) to “Accountable person”. Then fill in the details:

• organization (if there are several of them in the database);
• recipient;
• sum;
• In the transcript of the details of the printed form, indicate the employee’s application number.

In the comment you can indicate that this was an advance for a business trip:

Get 267 video lessons on 1C for free:

Now you can post the document and see the postings for the issuance of travel allowances, which 1C Accounting 8.3 will generate:

The employee has incurred a debt for which he must account.

Employee report for travel expenses

Upon returning from a business trip, the employee is required to account for the money spent. For this purpose, in 1C 8.3 the document ““ is used.

An “Advance report” is created in the same section as “Cash documents”.

In the list form, click the “Create” button. A new document form will open.

First of all, we choose an accountable person. Then, on the “Advances” tab, click the “Add” button and in the “Advance document” column, select the expense order issued earlier (a window will first open where you need to select what type of document we need):

Then go to the “Other” tab and fill in the lines there where the employee’s expenses went. If funds were used to purchase goods, these transactions should be reflected on the “Goods” tab.

Here is an example of filling out the “Other” tab:

If we post the document and look at the postings, we will see that the company’s debt to the employee has decreased by 2,000 rubles: