Accounting of settlements with accountable persons

Any enterprises and organizations in the process of carrying out their economic activities are faced with the need to purchase certain material values, services or works, not by cashless settlement, but for cash. Often, it is much faster and more convenient to pay for goods "on site" in cash, for example, when buying stationery, household equipment or gasoline for a company car. Usually in this case the employee of the enterprise is given cash under the report.

Accounting for settlements with accountable persons: what can I issue money for?

Under the report, funds are issued for the commission of any actions on behalf of the enterprise or organization. In addition, funds under the report may be issued for upcoming travel expenses, for the purchase of products and payment for business expenses, for representative purposes, for payment for work performed or services rendered by third parties, for other economic and operational purposes. The issuance of cash from the cashier's account is documented by a document, namely an out-of- pocket cash order, which, after registration, must be signed by authorized persons of the enterprise or personally by the chief accountant and the head.

Accounting for settlements with accountable persons: who can receive money for the report?

Not everyone can take money for a report. At the enterprise, an order with a list of accountable persons having such a right must be compulsorily compiled. Accountable persons are employees of the organization or enterprises that receive cash advances for expenses on the occasion of economic expenses and business trips. To issue cash under the report it is possible only to that person who is in labor relations with the organization, delivery to other persons is strictly forbidden. In the absence of a report of an accountable person on the advance already received, the issuance of a new advance is prohibited. It is also forbidden to transfer money received for any purpose by one employee to another.

The procedure for issuing cash and accounting for settlements is determined by the established procedure for recording and maintaining cash transactions. The issuance of funds can be made both in the presence of a cash desk and without it. Naturally, accounting should be kept in account with accountable persons. The funds received in advance are allowed to be spent only for certain purposes, stipulated at the delivery of funds.

Settlements with accountable individuals who receive cash to purchase certain goods or services, or for travel expenses, are made by submitting an advance report on the amounts spent. Within the established timeframe (from 3 to 30 days), the accountable person together with the advance report is obliged to submit to the accounts department of the enterprise or organization documents confirming all expenses, i.е. Facts of the purchase of services or goods for administrative and economic needs. In the case of unspent money, the accountable person is obliged to return them to the cashier's office, having issued a cash receipt at the same time . In the event that there is a cost overrun and the employee had to add his cash, the amount of overpayment must necessarily be compensated to the employee. Accounting of settlements with accountable persons should be conducted on an active-passive account.

Employees of the enterprise can be sent by the head on a business trip, i.e. On a business trip for a specified period. In this case, in addition to the issuance of cash, a travel certificate must be issued. Upon his return, he must be handed in together with an advance report and supporting documents.

The form of the advance report must be correct and fully executed, it must contain information on the accountable person, the amounts spent, as well as the list of expenses. In addition, all supporting documents must be attached. The delivery of the advance report for the issuance of funds for various business expenses is thirty calendar days. Upon receipt by the accountable person of cash for a business trip, upon return from it should report within the next three days.