Application for leave and inclusion in the vacation schedule. Vacation schedule: sample filling Application for vacation schedule

A little more than a month is left to draw up and approve the vacation schedule. How to properly prepare it and what points should be taken into account, we will tell in the article.

According to paragraph 5 of Article 37 of the Constitution of the Russian Federation, every citizen working under an employment contract is guaranteed annual paid leave. The order in which vacations are granted to employees of one organization is determined by the vacation schedule (part 1 of article 123 of the Labor Code of the Russian Federation).

TO COMPLETE OR NOT TO COMPLETE?

In many organizations, vacation schedules are not drawn up; employees go on vacation in agreement with the manager. This practice violates the rights of the worker, since he is deprived of the opportunity to plan rest time and organize it in the most effective way. Sometimes an employee cannot use the guaranteed right to rest during the calendar year at all.

Responsibility for the absence of a vacation schedule

Drawing up a vacation schedule is prescribed by the Labor Code (parts 1 and 2 of article 123 of the Labor Code of the Russian Federation). The vacation schedule refers to those documents that are primarily checked by employees of the Federal Labor Inspectorate. If the organization does not have it, the employer may be fined from 30,000 to 50,000 rubles for non-compliance with labor laws. or suspend the company's activities for up to 90 days (Clause 1, Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

Why does an employer need a vacation schedule

The scheduling of vacations not only ensures the right of employees to annual rest, but also provides a number of advantages to the employer.

Firstly, if the vacation is provided in accordance with the schedule, this allows you to arrange it in advance and prepare for the payment of vacation pay. They are issued at least three days before the start of the vacation (part 9 of article 136 of the Labor Code of the Russian Federation).

Secondly, the employer, if necessary, will have time to find a replacement for the employee going on vacation.

Thirdly, the schedule allows you to control the timeliness of providing employees with vacations. Subject to its observance, employees of the mines will not accumulate unpaid vacations.

WHERE TO BEGIN

Before scheduling vacations, you need to consider:
— the provisions of the current legislation of the Russian Federation on holidays;
— the specifics of the organization's activities (for example, the presence of harmful or dangerous working conditions that give the right to additional leave, the distribution of staff members by departments, the possibility of interchangeability, plans for the development (folding) of production);
- wishes of employees.

Vacation entitlement

The duration of the annual paid leave is 28 calendar days (part 1 of article 115 of the Labor Code of the Russian Federation). The employee's right to use it arises after six months of continuous work with one employer (part 2 of article 122 of the Labor Code of the Russian Federation).

EXAMPLE 1.

Engineer N.A. Gaikin started work on April 23, 2008. From what date does he have the right to take the first vacation?

SOLUTION. The right to leave for the first year of work will arise for N.A. Gaikin October 23, 2008.

The vacation schedule is drawn up for the next calendar year (from January 1 to December 31), taking into account when the working year of each employee began. Leave for the second and subsequent years of work may be granted at any time in accordance with the order established by the schedule (part 4 of article 122 of the Labor Code of the Russian Federation).

EXAMPLE 2.

Engineer N.A. Gaykin, who started work on April 23, 2008, did not use his right to go on vacation in 2008. In the vacation schedule for 2009, three vacation periods are planned for this employee:
- from January 12, 2009 - 28 calendar days for 2008;
- from March 16, 2009 - 14 calendar days for 2009;
- from August 31, 2009 - 14 calendar days for 2009.

Is the vacation schedule correct?

SOLUTION. It is incorrect to grant leave for a working year that has not yet begun (its beginning falls on April 23, 2009), since it is granted for a worked, so-called working year, and not a calendar year.

The first leave from January 12, 2009 will be legally granted for the period from April 23, 2008 to April 22, 2009.

The second vacation for 14 calendar days from March 16, 2009 was planned illegally, since the period for which it is granted (the second working year from April 23, 2009 to April 22, 2010) has not yet come by the time the vacation starts. The employee will not have the right to leave for the second working year.

Vacation from August 31 for 14 calendar days is legally scheduled, since, in accordance with labor legislation, leave for the second and subsequent years of work can be provided at any time of this working year.

It is necessary to make changes to the vacation schedule and postpone the start date of the second vacation period to a later time (after April 23, 2009).

Vacation experience

According to part 1 of article 121 of the Labor Code, the length of service giving the right to annual paid leave includes:
— time of actual work;
- the time when the employee did not actually work, but the place of work (position) was retained for him;
- time of forced absenteeism in case of illegal dismissal or removal from work and subsequent reinstatement in the previous organization;
— the period of suspension from work of an employee who has not undergone a mandatory medical examination (examination) through no fault of his own;
- the time of leave granted at the request of the employee without pay, not exceeding 14 calendar days during the working year.

Please note: in the previous version of Article 121 of the Labor Code, it was said that vacation time at one's own expense is not included in the length of service if its total duration exceeds 14 calendar days during the working year. Experts have interpreted this in different ways. Some believed that if the total number of days off taken by the employee at his own expense exceeded 14 days, they are not fully taken into account when calculating the length of service. Others insisted that only the days after the 15th should be excluded. In the new edition, this ambiguity has been eliminated: it is now clearly stated that holidays at their own expense exceeding 14 days are not taken into account in the length of service.

The length of service giving the right to annual paid leave does not include time (part 2 of article 121 of the Labor Code of the Russian Federation):
— the absence of an employee at work without good reason;
— leave to care for a child until he reaches the age established by law.

The length of service, which gives the right to additional annual paid leave for work with harmful (dangerous) working conditions, includes only the time actually worked under the appropriate conditions (part 3 of article 121 of the Labor Code of the Russian Federation).

Vacation experience affects the end of the next working year. If an employee, for example, took a long vacation at his own expense, the end of the working year will shift by more than 14 calendar days.

If the last day of the working year is moved to a later date, the number of calendar days of annual paid leave that an employee can claim changes. If the vacation period is not interrupted, then at the end of the working year, the employee will be able to take 28 calendar days off. Otherwise, he is entitled to less vacation days. How to calculate them? There is no specific methodology for this. In practice, two options are used.

First option. First you need to determine the number of full months that are included in the vacation period for a particular working year. For each of them, the employee is entitled to 2.33 vacation days (28 calendar days: 12 months). The difficulty arises when calculating vacation days that an employee is entitled to for an incompletely worked month of the working year. In this case, you can apply another calculation method.

Second option. It makes it possible to more accurately calculate the number of vacation days to which the employee is entitled at a certain moment. The calculation is based not on the basis of calendar months, but on the basis of calendar days. The number of calendar days falling on the time worked during the working year is determined. In a fully worked working year - 365 (366) calendar days. During this time, the employee is entitled to 28 calendar days of vacation. If in the working year there were periods excluded from the vacation period, then the employee has the right to a smaller number of calendar days of vacation. For example, 326 calendar days out of 365 possible, falling on the time worked in the working year, give the right to 25 calendar days from the start (28 calendar days: 365 calendar days x 326 calendar days). Consider an example.

EXAMPLE 3.

K.S. Bublikov joined Slasti LLC on May 2, 2007. In June 2008, he was on unpaid leave for 20 calendar days.

From May 2, 2009, the employee plans to go on vacation. It is necessary to determine how many calendar days of vacation the employee is entitled to as of May 1, 2009, inclusive, if he used the vacation for the first working year in full.

SOLUTION. The employee's first working year ended on May 1, 2008. During this period, he used his annual paid leave in full.

Now we need to find out when the second working year ends. If K.S. Bublikov did not take unpaid leave in 2008, the second working year would have ended on May 1, 2009. But in this situation, the working year will shift by six calendar days (20 calendar days - 14 calendar days). That is, 14 calendar days of vacation at their own expense are not excluded from the length of service. Thus, for the period from May 2, 2008 to May 1, 2009, the employee's vacation period will be 359 calendar days. days (365 calendar days - 6 calendar days).

For one calendar day of hours worked in the second working year, the employee earned 0.0767 vacation days (28 calendar days : 365 calendar days). Therefore, for 359 calendar days, the employee is entitled to 27.54 calendar days of vacation (359 calendar days x 0.0767 days). In fact, an employee can be granted 27 calendar days of vacation, since he has not yet earned 0.46 days (1 day - 0.54 days) by the specified date.

Vacation time is increasing

The duration of the vacation planned for the next calendar year depends not only on the date of occurrence of the relevant right and the vacation period. To the calculated duration of annual paid leave, the number of calendar days of leave not used by the employee for the previous period should be added.

In addition, it must be taken into account that some employees are entitled to additional paid holidays (Articles 116-119, 173-176 and 350 of the Labor Code of the Russian Federation). According to part 2 of Article 120 of the Labor Code, when calculating the total duration of the annual paid leave, additional paid holidays are added to the annual basic paid leave. This means that the total duration of paid leave is indicated in the start schedule.

HOLIDAY TIME CHOOSE BY EMPLOYEE

For some employees, the employer is obliged to provide leave at any time convenient for them (even before the expiration of six months from the start of work for this employer). The list of such persons is given in the table on page 1, page 2.

WE CONSIDER THE SPECIFIC ACTIVITIES OF THE ORGANIZATION

As a rule, employees want to rest in the summer or early autumn. But when scheduling vacations, the employer must not only take into account the wishes of employees, but also ensure the continuous operation of the organization. For this reason, the manager has the right to evenly distribute the employees of the organization from the start-up throughout the year. He can establish that during each month no more than 8.33% of the staff (100%: 12 months) can be on vacation, or apply another basis for the distribution of the start time of vacations. It makes sense to establish a certain order of vacations among employees of related professions (positions) of one unit, for example, among shop assistants, department specialists, workers of the same specialty of a separate workshop (section).

We take into account the wishes of employees

In some cases, when preparing the schedule, the employer has the opportunity to take into account the wishes of employees regarding vacation planning.

The form in which employees can express their wishes regarding the start date of the vacation, dividing it into parts and transferring it is not legally established, so the personnel department decides this issue on its own. You can ask the employee to write a statement indicating the expected start date of the vacation in any form. This is convenient when the number of employees in the organization is small (up to 20 people) (see sample application).

The immediate supervisor of the employee must put his visa on the application.

In an organization with a large number of employees, it is more convenient to draw up a vacation planning sheet for each department. It must provide for free columns in which employees can state their wishes (see sample statement).

WE MAKE A HOLIDAY SCHEDULE

The schedule is compiled according to the unified form No. T-7, approved by the Decree of the State Statistics Committee of Russia No. 1 dated 05.01.2004.

Information on the timing of the distribution of vacations for employees of all structural divisions for the calendar year is reflected in the schedule by months in accordance with the Instructions for the Application and Completion of Forms of Primary Records for Recording Labor and Its Payment, approved by Resolution No. 1 of the State Statistics Committee of Russia dated 05.01.2004 No. 1.

The vacation schedule must be approved no later than two weeks before the start of the calendar year (part 1 of article 123 of the Labor Code of the Russian Federation). Thus, the schedule for 2009 is no later than December 17, 2008.

The schedule is signed by the heads of the personnel service and structural divisions and approved by the head of the organization or an authorized person.

If the organization has a trade union body, the schedule must be coordinated with it without fail (part 1 of article 123 of the Labor Code of the Russian Federation). The procedure for taking into account the opinion of the elected body of employees is established in Article 372 of the Labor Code.

The schedule storage period is one year (Article 356 section 8 of the List of standard management documents generated in the activities of organizations, indicating the storage periods, approved by the Federal Archive of October 06, 2000).

What types of vacations are reflected in the schedule

Additional annual paid holidays. In addition to the main annual holidays, the schedule reflects additional annual paid holidays.

Please note: additional unpaid leave is not reflected in the schedule. The categories of persons entitled to such leave are listed in Article 263 of the Labor Code.

Non-vacation holidays. Vacations that were not used by employees during the current year, including those transferred to the next year, are also taken into account when drawing up the schedule.

Vacation granted to external part-time workers. The possibility of accounting for such holidays in the schedule in the Labor Code is not mentioned. But if the external part-time job announces the start date of the vacation at the main job, then the personnel department will take this into account when drawing up the schedule, and the employer will be able to decide when to grant vacation to other employees.

We fill out the form No. T-7

At the stage of vacation planning, the personnel officer fills out only columns 1-6 of form No. T-7.

The names of positions in column 2 are indicated in accordance with the staffing table. If the organization does not assign personnel numbers to employees, column 4 is not filled out.

Columns 7, 8 and 9 are filled in by hand as employees go on vacation. In column 7, marks are made after the actual end of the vacation. Column 8 indicates the document on the basis of which the vacation is transferred (personal statement of the employee, order of the manager to postpone the vacation due to operational necessity, etc.).

See an example of filling out a vacation schedule.

Please note: the vacation schedule should reflect the vacation time of all employees without exception, including those who have the right to leave at any time convenient for them. The start date for the vacation of such employees is indicated in column 6 of the schedule, and its change is recorded in columns 8 and 9.

INTRODUCING EMPLOYEES WITH THE HOLIDAY SCHEDULE

The employer is obliged not later than two weeks before the start of the vacation to notify the employee against signature (part 3 of article 123 of the Labor Code of the Russian Federation). In order for the employee to plan his vacation in advance, the approved vacation schedule can also be brought to his attention in one of the following ways.

Make additions to Form No. T-7. To inform employees about the start of the vacation, the vacation schedule can be supplemented with column 11, in which employees will put marks that they know the start date of the vacation.

See sample order to amend the form "Vacation schedule".

Compose a notice. You can also inform employees about the start date of annual paid leave using a notice (familiarization sheet) drawn up in any form. Such a notification will be an annex to the vacation schedule (see sample notification).

WE MAKE CHANGES TO FORM No. T-7

According to part 2 of article 123 of the Labor Code, the approved start-up schedule is mandatory for both the employer and employees. However, by agreement of the parties, the start date of the vacation can be changed.

Each change must be reflected in the appropriate columns of Form No. T-7. Changes are made with the permission of the person who approved the schedule, or a person authorized by him.

Changing the start date of the vacation at the initiative of the employee

Changing the date. If the employee is not satisfied with the vacation time set in the schedule, he can ask the employer to change it. In this case, the employee must write a statement in any form. If the head agrees to postpone the vacation, he puts his resolution on the application. See sample application for postponement of leave at the initiative of the employee.

Breaking the vacation apart. Sometimes an employee does not want to use all 28 calendar days of vacation, but prefers to break the vacation into parts.

In this case, the employee must also write an application in any form, on the basis of which the necessary changes are made to the vacation schedule.

We issue an order. Based on the employee's application, the head of the organization issues an order either to amend the vacation schedule, or to amend the order to grant the employee another annual paid leave.

The order must specify:
— on what basis is the vacation postponed (at the request of the employee, in connection with his illness, etc.);
- How long does it take?

Please note: in some cases, the order of the head to postpone or extend the vacation is not needed. These include (part 1 of article 124 of the Labor Code of the Russian Federation):
—temporary incapacity for work of an employee that occurred during vacation;
— fulfillment by the employee of public duties during the vacation, if the law provides for exemption from work for this.

We make changes to the schedule. To reflect the transfer of vacations in the current calendar year in the form No. T-7, columns 8-9 are used.

The details of the order of the head to change the start date of the vacation are indicated in column 8 "Basis for the postponement of the vacation" of the schedule.

Column 10 "Note" the employee of the personnel service fills out if:
- in the current year, the employee was not granted leave (part 3 of article 124 of the Labor Code of the Russian Federation);
- the employee was recalled from vacation and part of it is transferred to the next year (part 2 of article 125 of the Labor Code of the Russian Federation);
— the leave to the employee was extended (part 1 of article 124 of the Labor Code of the Russian Federation).

In this case, in column 10, the personnel officer indicates the grounds for recall from vacation, its postponement or extension.

Changing the vacation schedule at the initiative of the employer

The order in which vacations are granted can also be changed at the initiative of the employer, if, for example, an employee's vacation in the current working year may adversely affect the work of the organization (part 3 of article 124 of the Labor Code of the Russian Federation).

In order for the employer's actions to change the schedule to be lawful, he must:
— obtain the written consent of employees (part 2 of article 125 of the Labor Code of the Russian Federation) (see the sample application for the employee's consent to postpone the vacation);

- issue an order or order on the postponement of vacations (see sample order).

Please note: the employer is obliged to provide the employee with the unused part of the vacation at any time convenient for him during the current working year or add it to the vacation for the next working year (part 2 of article 125 of the Labor Code of the Russian Federation).

And now consider an example of filling out the vacation schedule for 2009.

EXAMPLE 4.

Pastoral LLC employs nine people. When planning vacations for 2009, the HR specialist found out the following:
- none of the employees of the organization has the right to additional leave;
— there are no employees who have the right to leave at any time convenient for them;
— in connection with the production need, the chief accountant E.A. Ovechkina in 2008 was on vacation for only 14 calendar days;
—general director I.V. Pastukhov and manager of the telephone sales department E.L. Krolikova decided to break the annual vacation into parts, so their names are included in the schedule twice.

During 2009:
— marketer A.N. Gorny fell ill during his vacation, and on the basis of a sick leave, his vacation was extended by five days;
— head of the customer service department I.R. Baranov wrote a statement about the postponement of leave for family reasons;
— freight forwarder V.O. Ruchev was recalled from vacation due to production needs.

There is no elected trade union body in Pastoral LLC, therefore the line reflecting its opinion is not filled in. Additional column 11 is not included in the schedule. What should the holiday schedule look like at the end of 2009?

SOLUTION. Consider how you need to fill out the vacation schedule during the year. Note that the employees got acquainted with the start date of the holidays by signing the notice. This document was attached by the personnel officer to the schedule. The vacation schedule for employees of Pastoral LLC is shown in the table.

1. Who needs to schedule vacations and why.

2. How to prepare a vacation schedule, and what information to reflect in it.

3. What to do if the actual holidays do not coincide with those planned in the schedule.

Everyone knows that annual paid leave is an indisputable right of an employee, provided for by the Labor Code. But the fact that the provision of such leave is the obligation of the employer, and not dependent on the desire of the employee himself, is often forgotten. Indeed, quite often there is a situation where employees for some reason are not eager to take their legal holidays, and employers do not attach much importance to this. However, the Labor Code is strict on this score: “it is prohibited not to provide annual paid leave for two consecutive years” (part 4, part 124 of the Labor Code of the Russian Federation). How can an employer “force” its employees to use their vacations in order to comply with the requirements of labor legislation? The answer is simple: since the responsibility for the timely provision of vacations to employees lies with the employer, he must also take care of informing employees about the number of vacation days they are entitled to, and also that these days are used. For these purposes, the vacation schedule is ideal. Why else do you need a vacation schedule and how to draw it up - read further in the article.

What is a vacation schedule?

In accordance with the Labor Code of the Russian Federation, the main purpose of the vacation schedule is to establish the priority for granting annual paid vacations to employees. At the same time, the vacation schedule approved by the employer is mandatory for both the employer and employees (part 2 of article 123 of the Labor Code of the Russian Federation).

! Note: Drawing up a vacation schedule is mandatory for all employers-legal entities, regardless of the number of employees. Lack of a vacation schedule is an administrative offense, for the commission of which the following measures of responsibility are provided (Article 5.27 of the Code of Administrative Offenses of the Russian Federation):

for officials - a fine from 1000 to 5000 rubles;
for legal entities - a fine from 30,000 to 50,000 rubles. or suspension of activities for up to 90 days.

It should be noted that IP employers have the right to do without a vacation schedule, determining the procedure for granting annual paid vacations by agreement with employees (Article 305 of the Labor Code of the Russian Federation, Letter of Rostrud dated December 20, 2011 No. 3683-6-1). However, it will not be out of place for entrepreneurs to draw up a vacation schedule, since they are also responsible for ensuring that their employees use vacations in a timely manner and to the extent prescribed by law.

So, why is it necessary to draw up a vacation schedule - let's outline the main areas of application of this document:

so that the employer does not “forget” to provide the required annual leave to employees, and employees do not “forget” to use them;
to establish the optimal sequence of vacations, taking into account the interchangeability of individual employees, the characteristics of the production process (seasonality), etc.;
to use the information contained in the schedule on the number of employee vacation days planned for the next year to form and;
as well as for other purposes determined by the employer.

The procedure for scheduling vacations

The vacation schedule is compiled for the calendar year, and it must be approved no later than two weeks before the start of the next year (Article 123 of the Labor Code of the Russian Federation). For example, the schedule for 2016 must be approved before 12/17/2015. However, before you approve the vacation schedule, it must be drawn up. Consider what stages the process of preparing a vacation schedule includes.

1. Approval of the vacation schedule form

2. Approval of the procedure for drawing up and agreeing on a vacation schedule

Depending on the number of employees, the number of structural units and other factors, the process of preparing and agreeing on the vacation schedule of the entire organization can be very lengthy. Therefore, the procedure for its preparation must be fixed in one of the following documents:

in a local regulatory act (internal labor regulations or a collective agreement);
in a separate order.

In the document regulating the procedure for preparing the vacation schedule, it is advisable to reflect, in particular, the following information:

the person responsible for preparing the vacation schedule;
circle of persons responsible for providing information about the planned dates of vacations of employees (for example, heads of departments);
deadlines for providing information on planned vacations, deadlines for agreeing vacation dates, deadlines for submitting a schedule for signature to the manager.

3. Inclusion of holidays in the schedule

The schedule should include the following vacations due to employees:

annual basic paid vacation. The duration of the annual basic paid leave, as a rule, is 28 calendar days (Article 115 of the Labor Code of the Russian Federation). However, it should be borne in mind that some categories of workers are entitled to extended leave (employees under 18, disabled people, teachers, civil servants);
annual additional paid leave. Such leave should be granted, for example, to workers employed in jobs with harmful and dangerous working conditions, workers with irregular working hours working in the Far North and in other cases provided for by law (Article 116 of the Labor Code of the Russian Federation).
vacation not used by the employee in the current year and carried over to the next year.

Thus, in the vacation schedule, it is necessary to plan for each employee the total number of days of annual leave due to him (basic and additional), including the balance of unused leave at the end of the year.

! Note: The vacation schedule is drawn up for all employees: both those employed at their main place of work and part-time workers. Persons working under a civil law contract are not included in the schedule, since they are not entitled to annual paid leave. The vacation schedule does not display administrative leave (without pay), maternity leave, or parental leave.

4. Calculation of vacation days to be included in the schedule

In order to determine how many vacation days should be planned in the schedule for the next year for each employee, you must:

Determine the end date of the "working year" of the employee, that is, the date when the next year expires from the date of entry to work. For example, if an employee was hired on June 24, 2014, then that date would be June 23 of each following year.
Include the employee in the vacation schedule in such a way that, as of the end date of the "working year", he does not have unused vacations (this is required by Article 122 of the Labor Code of the Russian Federation). At the same time, it is not forbidden by labor legislation to provide holidays "in advance", that is, for unworked time. The main thing is that for each year worked, the employee uses at least vacation days than he is supposed to.

Example.

Manager Savina O.Yu. hired June 24, 2014. In the vacation schedule for 2015, her vacation for the working year from 06/24/2014 to 06/23/2015 should be planned in the number of unused vacation days as of 12/31/2014. This leave must be used according to the schedule until 06/23/2014. Vacation for the next working year from 06/24/2015 to 06/23/2016 can be included both in the vacation schedule for 2015 and in the schedule for 2016 (or both in parts).

! Note: When dividing the annual leave (vacation set for one working year) of an employee into parts, it is necessary (Article 125 of the Labor Code of the Russian Federation):

consent of the employee (for example, in the form of an application);
that at least one of the parts of this vacation be at least 14 calendar days.

5. Taking into account the wishes of employees

The order of vacations in the schedule is determined and approved by the employer(Article 123 of the Labor Code of the Russian Federation). At the same time, he can (but is not obliged to) take into account the wishes of employees. That is, the employer has the right, at its discretion, to distribute the holidays of employees, taking into account the needs of the production process or the nature of the activity (seasonality). For example, if the winter period is “off season” for manufactured products (works, services), then the employer can schedule employee vacations for this particular period. However, in order to exclude conflicts and disagreements with employees, it is better to provide for all such features of the provision of vacations in a local regulatory act (regulations on internal labor regulations or a collective agreement).

In most cases, employers go to meet their employees and, if possible, take into account their wishes for the dates of the upcoming vacation. This can be done in different ways, for example:

collecting applications from employees on the inclusion of vacation in the schedule;
by compiling a questionnaire on planned vacations for the next year.

! Note: some employees annual paid vacation must be granted at their request at any time convenient for them(part 4 of article 123 of the Labor Code of the Russian Federation). Such employees include, for example:

minors under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
part-time workers (leave is provided simultaneously with leave for the main job) (Article 286 of the Labor Code of the Russian Federation);
employees whose spouses are military personnel (vacation is granted simultaneously with the spouse's vacation) (clause 11, article 11 of the Federal Law of May 27, 1998 N 76-ФЗ “On the Status of Military Personnel”);
women before maternity leave or immediately after it, as well as at the end of parental leave (Article 260 of the Labor Code of the Russian Federation);
employees whose wives are on maternity leave (Article 123 of the Labor Code of the Russian Federation).

When drawing up a vacation schedule, information about the planned vacation is first requested from such employees, since their wishes must be taken into account without fail. However, even if the vacation of an employee belonging to the listed categories was planned in the schedule, during the year he can change his mind and write an application for a vacation from another date. In this case, the employer will be obliged to meet the employee halfway and reschedule his vacation.

6. Notification of employees about vacation

Since the vacation schedule does not always reflect the wishes of employees, it is advisable to familiarize all employees with its approved version. To do this, you can provide a special column in the form of a vacation schedule (“I am familiar with vacation dates”), or draw up a familiarization sheet.

! Note: About the start date of the vacation indicated in the vacation schedule, the employer is obliged to notify each employee against signature no later than two weeks in advance(part 3 of article 123 of the Labor Code of the Russian Federation). For this purpose, the appropriate column can be included in the form of the vacation schedule (“Notified about the start date of the vacation”) (Letter of Rostrud dated 07/30/2014 N 1693-6-1). There are other options for notifying employees, for example, familiarization sheets, statements, a familiarization visa on a vacation order (Rostrud Letter of 03/22/2012 N 428-6-1). The employer independently determines the most appropriate way to notify employees about the leave.

7. Making changes to the vacation schedule

When scheduling vacations, you need to understand that this is a planning document drawn up for a rather long period - a year. Therefore, without adjustments, most likely, you can not do. Changes to the vacation schedule can be made in the following cases:

when postponing a vacation with the consent of the employee, for example, in case of temporary disability during the vacation, in case of delayed payment of vacation pay, etc. (Article 124 of the Labor Code of the Russian Federation);
when transferring part of the vacation in connection with the recall of an employee from vacation (part 2 of article 125 of the Labor Code of the Russian Federation). At the same time, the unused part of the vacation must be provided to the employee at any time convenient for him;
when transferring leave at the request of the employee. If the employee does not fall into the “preferential” categories (see paragraph 5), the employer may, but is not required to, change the scheduled vacation dates.

In these cases, in order to make changes to the vacation schedule, the employee must write an application to postpone the vacation. Based on the application, an order is issued by the head to postpone the vacation. Wherein changes are reflected in the vacation schedule:

column 8 indicates the basis for postponing the vacation - the details of the corresponding order of the head;
column 9 indicates the new vacation period in accordance with the order;
in column 10 "Note" you can indicate the reason for the postponement of the vacation (for example, recalling an employee from vacation)
column 7 indicates the date or period of vacation actually used by the employee.

The considered procedure for making changes to the vacation schedule is applicable in the event of postponing the planned vacation of those employees who were originally included in the schedule (that is, they worked on the date of the schedule). If the employee was hired after the approval of the vacation schedule for the next year, then information about the vacation of such an employee can be drawn up in one of the following ways:

Appendix to the approved vacation schedule. The application is drawn up in the same form as the schedule itself, and includes only information about the vacation of a new employee (employees). Like the vacation schedule, the application is approved by the manager.
Without making changes (additions) to the adopted vacation schedule. To do this, the new employee writes an application in any form, in which he indicates the desired start date of the vacation and the number of days, and the employer issues an order to grant the vacation.

The chosen option for reflecting information about the vacations of new employees (taken after the approval of the vacation schedule) is desirable to be reflected in the local regulatory act of the employer.

And finally, we highlight the main points regarding the scheduling of vacations:

The presence of a vacation schedule is mandatory for all employers-legal entities, administrative liability is provided for its absence;
The employer approves the form of the vacation schedule independently (it is possible to use the unified form No. T-7);
The order of vacations in the schedule is determined by the employer, the wishes of only some employees are necessarily taken into account;
The employer is obliged to notify employees of the start date of the vacation in accordance with the schedule.

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Normative base

Labor Code of the Russian Federation
Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 N 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment"
Letters from Rostrud

dated July 30, 2014 N 1693-6-1;
dated March 22, 2012 N 428-6-1;
dated December 20, 2011 No. 3683-6-1

How to get acquainted with the official texts of these documents, find out in the section

The vacation schedule is designed to provide annual leave to company employees. At the same time, according to article 123 of the Labor Code of the Russian Federation, part 2, the vacation schedule approved by the employer is mandatory for both each employee and the employer itself.

Important: scheduling is mandatory for all legal entities, regardless of the size of the organization's staff. If such a document is not available at the enterprise, then this is an administrative violation with the application of punishment.

Below you can download a free vacation schedule template in Excel and an example of filling out.

Is it possible to divide the vacation period into parts?

Each employee has the right to divide his vacation into two equal parts, each of which must be at least 14 days. In this situation, there are some difficulties with filling out the T-7 form, since it does not involve such actions. However, the problem of how to fill in the schedule in case the annual rest is divided into parts is still resolved.

Some HR specialists use additional lines or add another column for an employee visa. Other employees use an additional one that is attached to the schedule.

How to reflect last year?

If, due to operational necessity or other reasons, in the current year it was not possible to take all the days that are due to the employee, then such a balance is called unused vacation. For subordinates, forgetful managers or workaholics, unused vacation days tend to accumulate and increase.

How to make an entry in the T-7 form? It can be reflected like this: "Calendar days and start date - 14 for 2014 from 09/05/2016, 28 for 2015 from 09/29/2016, 28 for 2016 from 11/28/2016".

Is it possible to specify only the month?

In most cases, personnel officers indicate only the month of the expected vacation of employees. However, no one forbids specifying specific dates. It all depends on how the work of the personnel department and the management of the company is arranged.

Is it allowed to fill in after the start of the holiday?

This is not possible, since Art. 123 states that the schedule is drawn up at any enterprise no later than 14 days before the start of the next year.

Which employees should be included in the document?

The schedule should include the following types of vacation:

annual basic paid;
annual additional paid;
not used by the employee in the current year and carried over to the next year.

A rest sequence plan is drawn up for all workers:

employed at the main place of work;
for persons combining labor activity (part-time workers).

Citizens who work under a civil law contract are not included in the schedule, since they are not entitled to annual paid leave.

Also the plan does not include administrative leave (without pay), maternity leave, maternity leave.

Do I need to flash?

No, you do not need to flash the chart, as it is an informational document and you often have to refer to it.

The duration of the main rest time

The duration of the annual basic paid leave, as a rule, is 28 calendar days (Article 115 of the Labor Code of the Russian Federation).

Article 115 of the Labor Code of the Russian Federation. Duration of annual basic paid leave

Annual basic paid leave is granted to employees for a duration of 28 calendar days.

Annual basic paid leave lasting more than 28 calendar days (extended main leave) is granted to employees in accordance with this Code and other federal laws.

Filling order

Work on filling out the table begins with the entry by the personnel worker of information in the first six columns. You should be guided by the following instructions:

Column 2- the position of the employee indicated in the staff list.
Column 4- an indication of personnel numbers, if none are assigned, then the column is skipped.
Columns 7-9- the HR specialist fills in handwritten text, noting the departure of employees on vacation. After the return of employees, the corresponding marks are made in column 7.
Column 8- indicates the document that is the basis for the transfer of vacation.

The starting date for them is entered in column No. 6, and if it is subject to changes, then they are entered in columns 8-9.

The head has the right to add an additional column 11 to the form, in which each worker must sign, confirming his knowledge. Along the way, you can create notifications used as attachments, as well as make certain changes regarding the date of going on vacation based on the application of employees.

Approval procedure

The order in which workers are given rest is always approved only by the manager of the company. The document is endorsed by the head of the personnel service and the director of the company. Representatives of the trade union can take part in the process of forming vacation schedules.

Is there a seal?

There is no need to stamp, unless the employer's internal rules establish a different procedure. The vacation schedule is an internal document of the enterprise. Therefore, it is not required to put a seal on it.

The seal of the organization, as a general rule, is an additional confirmation of the authority of the person who signed the document for external counterparties. There is no print requisite on the unified form of schedule No. T-7, which was approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

If the employer uses a self-developed schedule form, then, if desired, he can provide printing details on it and fill it out.

Common mistakes and how to avoid them

To correctly draw up a vacation schedule, you need to know the norms of existing legislation and remember that:

The head and deputy cannot go on vacation at the same time.
The number of employees that can support its normal functioning should remain in the department.
Specialists of the same profile cannot take a rest at the same time.
The vacation accumulated over several years should not be summed up, it is better to break it into several parts.
It is not necessary to assign the duties of an employee on vacation to someone who has the right to go on vacation out of turn.
The distribution of vacation days must be formed in such a way that the work process, as well as workers, do not suffer.

Familiarization of employees

The employer is obliged to notify each worker of the date of commencement of rest against a personal signature. no later than two weeks in advance (part 3 of article 123 of the Labor Code of the Russian Federation).

To do this, an additional column can be included in the schedule form (“Notified about the start date of the vacation”). There are other options for notifying workers, for example, statements, a familiarization visa on a vacation order (). The employer independently determines the most appropriate way to notify employees about the vacation.

So, we looked at how to work with the annual vacation schedule. Summing up, we note that this is a mandatory document that must be formed in every company with the formation of a legal entity. The document is approved and signed by the head of the organization.

A vacation priority plan is drawn up 14 days before the start of the new calendar year. Changes are made in individual cases (if there is an application from the employee and other documents). For a clear and correct reflection of information, the unified form T-7 is used, however, a variant of an arbitrary form is also allowed.

Vacation schedule: how to make it right

Some accountants are wondering: how to schedule vacations? In fact, the design of this document should not cause any particular difficulties. But when scheduling vacations, you need to take into account some of the nuances.

Vacation schedule: rules for registration and amendments

When preparing a vacation schedule for the next calendar year, first of all, it makes sense to coordinate the vacation time of those employees who are entitled to it at a time convenient for them.

husbands whose wives are on maternity leave (Article 123 of the Labor Code of the Russian Federation);
part-timers. The fact is that this category of workers must be granted leave at the same time as leave at their main place of work (Article 286 of the Labor Code of the Russian Federation);
underage workers (Article 267 of the Labor Code of the Russian Federation);
honorary donors of Russia (clause 1 clause 1 article 23 of the Federal Law of July 20, 2012 N 125-FZ);
spouses of military personnel planning a vacation at the same time as their spouse (clause 11, article 11 of the Federal Law of May 27, 1998 N 76-FZ);
Chernobyl victims (clause 5, article 14 of the Law of the Russian Federation of May 15, 1991 N 1244-1).

It is better to collect statements from such employees in which they indicate their wishes regarding vacation dates. These statements will be proof that you have indeed given these workers time off at their convenience. But it should be borne in mind that subsequently the employee may change his mind and change the desired vacation time. In this case, it also makes sense to obtain a relevant statement from the employee.

What to reflect in the vacation schedule

To understand how the vacation schedule is drawn up and what is reflected in it, our table will help:

What to show in the chart	A comment
A list of employees	The schedule reflects absolutely all employees with whom an employment contract has been concluded
Vacation days	The number of vacation days for which this or that employee is entitled to apply is indicated. It is best to indicate all the vacation days due to the employee. To do this, sum up the days (days for the year for which the vacation schedule is drawn up, and non-vacation days for previous years) and days assigned to the employee in accordance with the law and / or on the basis of a collective agreement / local regulatory act (Article 120 of the Labor Code of the Russian Federation).
Estimated start date	Here you can reflect both a specific date and just a month in which the employee goes on vacation. True, if only a month is indicated, the employee will then need to write an application for leave indicating a specific date. If the date is indicated in the vacation schedule initially, and the employee goes on vacation clearly according to the schedule, then such a statement will not have to be written. By the way, if only a month of vacation is marked in your schedule, then we recommend fixing in the local regulatory act (LNA) that the employee must submit an application for vacation with a specific start date no later than two weeks before going on vacation. Firstly, this is necessary so that the employer has time to notify the employee about the upcoming vacation (Article 123 of the Labor Code of the Russian Federation). And, secondly, so that the accounting department has time to calculate and pay vacation pay (Article 136 of the Labor Code of the Russian Federation).
The possibility of dividing the vacation into parts	The schedule can be supplemented with a corresponding column in which employees will sign, giving their consent to leave in installments. It is important to remember that at least one of the parts of the vacation must be at least 14 calendar days (Article 125 of the Labor Code of the Russian Federation)

Vacation schedule:

The employer has the right to develop his own form of vacation schedule. This form must be fixed as an application to the accounting policy. And you can use the unified form T-7 "Vacation Schedule" (approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 N 1).

Vacation schedule: form

If you still decide not to develop your own vacation schedule form, then you can download the unified vacation schedule form.

Vacation schedule order: sample

It is not necessary to draw up an order to approve the vacation schedule as a separate document. After all, the signature of the head of the organization / individual entrepreneur, approving the vacation schedule for the next year, is placed on the schedule itself.

True, the employer can issue, for example, an order obliging the heads of departments to collect and submit data on the holidays of employees reporting to them in order to prepare a unified vacation schedule.

Vacation schedule order: sample

This order can be issued as follows:

Sunny Bunny LLCOrder No. 93on scheduling annual leave

Moscow 19.11.2018

To prepare and approve the vacation schedule for 2019

I order:

1. No later than 07.12.2018, the heads of departments must submit in writing to the head of the personnel department Elizarova K.I. information for scheduling vacations for 2019.

When preparing information, consider:

- wishes of employees who have the right to leave at a convenient time for them;

- the wishes of employees regarding the division of the annual main paid leave into parts, one of which, in accordance with Art. 125 of the Labor Code of the Russian Federation must be at least 14 calendar days;

- the period of vacation of part-time workers at their main place of work.

2. Head of the personnel department Elizarova K.I. prepare a schedule of paid vacations and submit it for approval no later than 12/12/2018.

3. Head of the personnel department Elizarova K.I. bring this Order to the following persons:

- chief accountant Kustodieva A.V.;

- Head of the Sales Department Egorov V.T.;

- Head of the Procurement Department Trunov N.N.

4. To impose control over the execution of the Order on the head of the personnel department Elizarova K.I.

General Director Solnyshkov V.S.

Familiarized with the Order:

Head of the Human Resources Department ______________ K.I. Elizarova

Chief Accountant ___________________ A.V. Kustodieva

Head of Sales Department _____________ V.T. Egorova

Head of Procurement Department _____________ N.N. Trunov

Persons familiarized with such an order, in addition to their signature, must also indicate the date of familiarization.

Vacation schedule approval

The vacation schedule is approved by the head of the organization or individual entrepreneur. Moreover, if there is a trade union, the employer must take into account his opinion when approving the vacation schedule for the next year (Article 123 of the Labor Code of the Russian Federation).

After the vacation schedule is approved by the manager, employees must be familiarized with this schedule. Otherwise, this document will not be binding on them (Art. 22, 123 of the Labor Code of the Russian Federation). It is better to familiarize employees with the vacation schedule against signature. To do this, the schedule can be supplemented with the column “I am familiar with the schedule (date, signature)”.

Vacation schedule sample filling in 2019

When preparing a vacation schedule, you can use ours.

Making changes to the vacation schedule

The employer cannot foresee all possible personnel transfers a year ahead. For example, dismissal of employees, postponement of vacation or recall from it. Therefore, the introduction of various changes in the vacation schedule is inevitable.

Where changes are reflected in the vacation schedule

To reflect the changes, columns 7-10 of the unified form of the vacation schedule (form T-7) are used:

column 7 reflects the actual date the employee went on vacation;
column 8 indicates the document on the basis of which the planned start date of the vacation was postponed. Such a document, for example, can be an employee's statement with a request to postpone the vacation, endorsed by the head (Article 124 of the Labor Code of the Russian Federation);
in column 9 you need to indicate the expected date of vacation. For example, if an employee decides to postpone his vacation for the period when his wife will be on maternity leave;
Column 10 reflects various notes.

By the way, it makes sense to supplement the vacation schedule with the column “I am familiar with the changes”, in which employees will sign after making adjustments to this document. In addition, it is better to register the deadline for submitting an application for the transfer of vacation in the LNA. Again, so that the accounting department can calculate and pay vacation pay to the employee on time.

Additions to the vacation schedule

It happens that after the vacation schedule for the next year is approved, new employees are hired. What to do with the schedule in this situation? The Labor Code does not oblige the employer to make any additions to the already approved vacation schedule. Those. Newly employed employees may be granted leave only on the basis of their application.

True, no one forbids supplementing the approved vacation schedule with information about the vacations of new employees. This can be done by approving an additional vacation schedule that contains information about the planned start date for vacation for new employees only.

How long do you need to keep a vacation schedule

You need to keep this document for a year (clause 693 of the List, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 N 558)

Responsibility for the absence of a vacation schedule

The absence of a vacation schedule threatens the employer with a fine in the amount (part 1 of article 5.27 of the Code of Administrative Offenses of the Russian Federation):

from 30000 rub. up to 50,000 rubles for the organization itself, from 1000 rubles. up to 5000 rub. - for its officials;
from 1000 rub. up to 5000 rub. for IP employers.

Leave in the timesheet

The specific vacation code in the timesheet (form No. T-12 or form No. T-13, approved by Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 No. 1) is indicated depending on the type of vacation:

Vacation type	Letter code	Numeric code
Annual basic paid leave	FROM	09
Annual additional paid leave	OD	10
Leave without pay granted to an employee with the permission of the employer	BEFORE	16
Unpaid leave, which the employer is obliged to provide to the employee at his request by virtue of the law	OZ	17
Additional annual leave without pay (for example, provided for by a collective agreement)	DB	18
Maternity/adoption leave	R	14
Parental leave until the child reaches the age of three	coolant	15
Paid study leave	At	11
Unpaid study leave	UD	13

In the time sheet, either an alphabetic or a numeric code is put - both codes do not need to be indicated.

Vacation in the time sheet: sample

Let's look at an example of reflecting vacation in the time sheet.

Example. Worker Petrova E.F. granted annual basic paid leave for 7 calendar days from April 8, 2019. On page 2 of the time sheet in the form of T-12 for the first half of the month*, the records for this employee will look like this:

1 2 3 5 6 48

Sequence number	Surname, initials, position (specialty, profession)	Personnel Number	Records of attendance and absence from work by day of the month
Sequence number	Surname, initials, position (specialty, profession)	Personnel Number	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total worked out for the first half of the month
4
1	Petrova Elena Fedorovna, accountant	054	I	I	I	I	I	IN	IN	FROM	FROM	FROM	FROM	FROM	FROM	FROM	I
1	Petrova Elena Fedorovna, accountant	054	8	8	8	8	8										8

The nuances of reflecting vacation in the time sheet

Speaking about indicating vacation days in the time sheet, it is important to note that:

non-working holidays falling on the vacation period are marked with the letter code "B" or the numeric code "26". After all, such days are not included in the number of calendar days of vacation (Article 120 of the Labor Code of the Russian Federation);
If an employee falls ill while on vacation, the timesheet may need to be corrected. For example, in a situation where an employee did not extend his vacation for days of illness, but decided.

Based on Art. 123 of the Labor Code of the Russian Federation, employers regularly approve the plan for the future vacation of employees and approve it no later than 2 weeks before the end of the current year. For example, the vacation schedule for 2019 (excel can be downloaded for free below) should have appeared in the organization no later than 12/15/2017, and the 2019 vacation schedule in excel must be approved before 12/17/2018. Such a small transfer is due to the fact that December 15 falls on Saturday, a day off. Therefore, the deadline can be postponed to the next working day, the Ministry of Labor specifies in Letter No. 14-2 / OOG-9399 dated December 08, 2017.

The company has the right to develop its own sample template, approve the vacation schedule according to this document. But its details must necessarily match those included in the unified form T-7 vacation schedule, the form of which was approved by the Decree of the State Statistics Committee on 05.01.2004 No. 1.

Template vacation schedule for 2019 (blank)

Unified form T-7 vacation schedule: sample filling

Filling out and working with this document can be divided into several stages. For example - a sample of filling out the vacation schedule for 2019. The proposed option is relevant for filling out the T-7 form for the future period in paper form and will help if you need to find out how to draw up, fill out and approve the vacation schedule for 2019 in 1C. Filling rules are similar.

Note that in some companies, the first thing they do is issue an order approving the vacation schedule for 2019. Organizations develop a sample of such a document on their own. But we do not consider it in the article, since it is not a mandatory order.

Stage one. filling

1. The name of the structural unit is entered in the first column.

2. In the second - the name of the position of a person from this unit, according to.

3. In the third column, the full name is entered. person from the specified unit holding this position.

4. In the fourth column we write down the personnel number of the person - it can be viewed either in or in.

5. In the fifth column we enter the total number of days of rest that the employee is entitled to for the hours worked. If the employee did not use any rest days in previous periods, they are all summarized here - you get such a smart vacation schedule for 2019 in excel (you can download the form for free at the beginning of the article).

6. In the sixth column we enter information about the planned vacation dates.

Stage two. Coordination (if there is a trade union)

Stage six. Departure on vacation

After the vacation schedule (form T-7 download for free 2019) is approved, rest in accordance with this plan is mandatory for everyone. It is not possible to cancel this document. The next steps are:

3. The employee gets acquainted with the order under the signature.

4. Column 7 contains vacation dates from the order.

5. In the personal card of the employee (form T-2) in section VIII, information on the dates of rest is entered in accordance with the order.

Stage seven. Vacation transfer

With all the simplicity of working with the T-7 form, life makes its own adjustments. For example, you can prepare and download an excel vacation schedule for 2019, taking into account the holidays approved at the federal and regional levels. In addition, it must be taken into account that sometimes the employee needs to reschedule the planned rest, depending on the circumstances. In this case, the algorithm of work is as follows:

1. The employee writes a free application in advance.

2. The employee's application is approved by the immediate supervisor (in this case, it will be the head of the enterprise).

The leader makes the appropriate decision. When making changes to the T-7 form, it must be remembered that they are all made in the same manner in which the form was approved (order or visa of the head).

3. The person responsible for working with T-7 enters the necessary information in columns 8, 9 and 10. The information is taken either from the employee's application or from the order to amend the vacation schedule.

If, by agreement of the parties between the employee and the employer, it was decided that the first does not go on vacation in 2019, he writes an application to postpone his vacation, the application is agreed, columns 8, 9 and 10 are filled in the schedule, column 7 is not filled.

Seal

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