Vacation schedule template download word. What to indicate in the schedule if vacation is postponed due to production needs

By law, every employee must go on vacation at least once during the year. To streamline this process, the company must have a vacation schedule. For these purposes, personnel officers usually use a vacation schedule in the T-7 form, which is drawn up and put into effect 2 weeks before the end of the current calendar year.

Sample of filling out a vacation schedule in form T-7 for 2019

Let's take a closer look at how to create a vacation schedule.

If the company has a trade union body, then information about the written opinion expressed by it must be indicated in the columns on the left side of the form.

This document must be accepted by the head of the company or entrepreneur. Therefore, on the right side he needs to put his signature, its transcript, indicating his position. The date when the schedule was approved is also recorded here.

The main part of the document looks like a large table in which information about vacations is entered line by line. It must be filled out in such a way that the name of the department is indicated first, and then the employees working there are listed.

Column 1 records the unit designation. Column 2 indicates the name of the position in the same form as it is included in the staffing table.

Full name is entered in the following columns 3 and 4. employee and the number assigned to him.

Column 5 indicates total number days of rest for which the employee can claim.

Column 6 contains the date on which he wants to go on vacation. In this case, in column 7 you need to indicate the date on which the leave was actually granted.

If the vacation was postponed to another time, then in column 8 you need to enter information about the order by which this was done, and in column 9 enter the new agreed date for the start of the vacation.

Column 10 is intended to make notes on the transfer of leave, recall of the employee from it and other similar information.

The completed document must be signed by the head of the HR department.

Approval procedure

The vacation schedule is approved according to the following scheme:

• If the company has a trade union body, then the schedule must first be agreed upon with it. To do this, the draft document is sent there along with cover letter;
• The trade union must review the received draft vacation schedule and express its opinion within five days. motivated opinion V in writing;
• Opinion can be either positive or negative. IN the latter case Negotiations are held between the company administration and the trade union until the issue is resolved;
• The schedule must be accepted no later than 2 weeks before the start of the calendar year (before December 17);
• Schedule approval can be done in two ways:
  • The corresponding inscription is placed directly on the schedule form;
  • Issued separately. This method is more convenient, since it is possible to appoint responsible persons, determine sources of payment for vacations, designate a way to inform employees about upcoming vacations, etc. The order must also be issued no later than 2 weeks before the end of the year.

When are changes made?

Current legislation does not prohibit making changes to a previously adopted vacation schedule. However, such events are a necessity, especially if new employees are hired at the company, or employees need to move their rest period to another time.

The Labor Code specifies the case when the company is unconditionally obliged to reschedule vacation to another time:

• While on vacation, the employee fell ill;
• During the vacation period, the employee had a need to perform civil rights, and during this time the law provides for release from work.

Important! You also need to move the vacation period to a new one if responsible person did not warn the employee 2 weeks in advance about the approaching time of rest. In order to make such a change, the employee must fill out an application indicating new vacation dates.

The law establishes cases when the administration has the right to postpone vacation if the employee’s absence from his place may disrupt normal work companies. However, in in this case definitely a must get written agreement the employee himself to this action.

Procedure for making changes

There are two reasons that create the need to make changes to the vacation schedule.

If this needs to be done at the request of the employee:

• The employee fills out an application indicating the reason for the postponement and the new desired dates of rest;
• The manager reviews the document and, at his own discretion, approves it or not;
• If the director approves the transfer, then the application is transferred to HR department where they are issued;
• In the existing vacation schedule, the application details are indicated in the “Note” field.

If the postponement of vacation is necessary due to production needs, the procedure changes slightly, since the employee’s consent must be obtained:

• Negotiating with the employee about rescheduling vacation time;
• If the employee agrees, then he writes consent to the transfer, or signs ready-made form;
• The consent is transferred to the personnel service, where, on its basis, an order is drawn up to change the vacation schedule;
• In the existing schedule, the consent details are written in the “Note” field.

The vacation schedule is one of the most important local regulations of any organization. It is the employer’s responsibility to draw up a schedule for determining the priority of employee vacations. Let us remind you that this local act must be approved no later than December 17 (2 weeks before the end of the year). And don’t forget about the new rules introduced by Articles 185.1 and 262.2 of the Labor Code of the Russian Federation. Sample of filling out the vacation schedule for 2019 and step by step instructions on compilation and approval can be found in the article.

According to Article 123 of the Labor Code of the Russian Federation, the schedule should be approved two weeks before the new year. In order not to make mistakes in filling out, we recommend that you refer to the vacation schedule for 2019 presented in the article (excel can be downloaded for free at the end of the article). Approval within two last weeks December will be a violation of labor laws. Thus, in order to determine the rest period for employees for 2019, it must be approved no later than December 17, 2018.

There is a unified form T-7 “Vacation Schedule” (we will show a sample of completion below), contained in the album of unified forms (Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1). However, from 01/01/2013 these forms are not mandatory for use (clause 4 of article 9 of law 402-FZ, information of the Ministry of Finance of Russia No. PZ-10/2012). Each enterprise can independently develop a primary report with the mandatory inclusion of the details established by clause 2 of Art. 9 of Law No. 402-FZ.

The completed form can be approved by order of the manager, but his signature in the “I approve” field of the T-7 form will be sufficient.

New in legislation!

We remind you that it appeared in the Labor Code of the Russian Federation. In accordance with it, employees who have three or more children under 12 years of age are given priority right to choose their rest time. Therefore, before distributing vacation days for all employees, you need to ask when these privileged employees plan to rest.

Besides, additional days Employees have holidays to undergo medical examination (for “ordinary” employees - 1 day every 3 years, for pre-retirees - 2 days annually) ( Art. 185.1 Labor Code of the Russian Federation). Medical examination schedules are determined by Order of the Ministry of Health of Russia dated October 26, 2017 N 869n. In 2019, citizens born in 2001, 1998, 1995, 1992, 1989, 1986, 1983, 1980, 1977, 1974, 1971, 1968, 1965 have the right to undergo medical examination. There are no clear departmental instructions yet as to whether these days should be included in the vacation schedule for 2019, but this circumstance must be taken into account.

Filling out the chart step by step

The form must be approved with columns 1-6 completed. Let's look at how to create a vacation schedule for 2019 (we'll look at the sample filling step by step). For an example of filling out, we use the unified form T-7 “Vacation Schedule” (the form, as already mentioned, was taken from the album of unified forms). But you can also use a vacation schedule in Excel (a template for 2019 is available for download at the end of the article).

Step 1

Fill in the “Name of organization” field. To do this, write down the full name of the organization without abbreviations.

Step 2

If there is a trade union, fill in the field “Opinion of the elected trade union body": the date and the inscription “Taking into account” are entered. If there is none, “Primary” is indicated trade union organization not created (or missing)."

Step 3

We assign a number to the document, the date of preparation, and indicate for what year it was compiled.

Step 4

Fill in columns 1-6: names structural divisions, position title, as well as full name. We hire employees without laying off. In the 5th column, numbers indicate the duration in calendar days. In gr. 6 put the date from which it begins.

If the rest period is divided into several parts, each part is written on a separate line.

You can also use column 6 to indicate the duration rather than the start date.

The document is signed by the head of the HR department.

We approve the schedule and familiarize employees with it

After filling out the considered fields and columns, you must approve the document. You can do this on the document form itself - the T-7 form contains a special field for approval. Or you can issue an order approving the vacation schedule for 2019 (sample below).

This is what the order “Vacation Schedule for 2019” may look like; The sample filling shown above is not unified; it can be compiled in free form, but if you like our wording, then you can download the text of the order in Word at the end of the article.

Employees can be familiarized with it by signing a special statement. Also, for reference, it is possible to supplement the schedule with a column where employees will sign and indicate the date of familiarization.

Columns 7-10 of the schedule are filled in manually throughout the year as employees actually go on vacation. If changes have occurred and the rest time is not provided when it was planned, column 8 indicates the basis for the transfer - details of the transfer order or the employee’s application. Column 9 indicates the planned start date of the vacation.

Gr. 10 “Note” is filled in if the necessary notes are available, for example, you can indicate the reason for postponing the vacation (at the employee’s request, another reason), grounds for recall, etc.

So, we looked at step by step how to fill out the vacation schedule form for 2019; You can download a free sample for use in your work below.

Storage periods and liability for absence

The schedule (original) is usually stored in the personnel department for one year (clause 693 of Order No. 558 of August 25, 2010). The storage period is calculated from January 1 of the year following the year of completion of its records management. This means that it is stored until December 31, 2019.

For the absence of a document, the culprit may be held accountable under Art. 5.27 of the Code of Administrative Offenses of the Russian Federation in the form of a fine:

• For officials— from 1000 to 5000 rubles;
• For legal entities— from 30,000 to 50,000 rubles.

It is also possible for legal entities to suspend their activities for up to 90 days.

There is just over a month left to complete the employee vacation schedule. The vacation schedule for 2019 must be drawn up, filled out and approved by December 17, 2018 - read the recommendations on how to do this and download the forms. For the absence of a schedule, the State Tax Inspectorate issues fines to employers.

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From the article about the vacation schedule for 2019 you will learn:

What new rules should be used to draw up a vacation schedule for 2019?

According to the requirements of the law, the vacation schedule is drawn up at the end of the current calendar year for the next (Labor Code of the Russian Federation). This is the schedule according to which the company's employees will rest next year. Before creating a schedule, issue an order for its creation and find out the wishes of the employees. Several previous rules apply:

1. The vacation schedule is mandatory document for any company. Only individual employers do not need to compile it. Moreover, Rostrud advises to still approve the schedule if such an employer has many employees (). Also, companies that have just started working this year can do without a schedule for the current year. But for the next timetable you will definitely need it.
2. The law does not indicate exactly when the vacation schedule should be drawn up, but there is an indication by what date it must be drawn up and approved. This is done at the latest two weeks before the start of the new calendar year (Article 123 of the Labor Code of the Russian Federation). That is, in 2018 you need to do it before December 17th.
3. Compliance with the schedule is the responsibility of both the company and the employees. The employer is obliged to let the employee go on vacation specified deadlines, and the employee cannot unilaterally change them. If the schedule needs to be adjusted, this is done by agreement of the parties.

At the same time, in 2018, an amendment was made to the Labor Code, which expanded the list of persons with the right to receive leave at any time. convenient time(). Now this benefit applies to employees who have three or more children under the age of 12 (Article 262.2 of the Labor Code of the Russian Federation). The new rule should be taken into account when drawing up a schedule. Download the full list of employees who have this benefit.

GIT inspectors must check the presence of a schedule in the company and may issue a fine for its absence ().

How to use samples

When preparing a vacation schedule, you can download and fill out standard form T-7 or create a graph based on this sample. If you are developing your own version of the document, make sure that it contains all the necessary columns.

What to include in the schedule and in what order the document is approved

The vacation schedule is handled by the company's HR department or employees who are specifically vested with these powers. When filling out:

1. Enter all paid vacations (main and additional) into the document. Including leave “for harmful activities”.
2. Include information about all employees, particularly employees preferential categories, as well as about part-time workers.
3. If the company plans to split vacations, indicate in the document that the employee agreed to this. You cannot share vacation without his consent (Article 125 of the Labor Code of the Russian Federation).
4. Indicate in the schedule unused days vacation for the past period (Article 124 of the Labor Code of the Russian Federation).

How to indicate dates in a schedule

It is better to indicate specific dates for the upcoming vacation in the schedule, and not limit yourself to just indicating the month. Direct ban to this no, but absence specific date is fraught with additional difficulties. If you have only prescribed a month, sooner or later you will have to determine a specific start date for the vacation. This is necessary to notify the employee about the start time of the vacation (Part 3 of Article 123 of the Labor Code of the Russian Federation) and to issue an order. The first must be done no later than 2 weeks before the start of the holiday, and the second - at least 3 days (part 9 of article 136 of the Labor Code of the Russian Federation). That is, finding out these details will require additional attention and time.

How to find out about vacation benefits

You can determine whether the organization has employees who have the right to go on vacation at a time convenient for them from personal cards or personal files. Information about young children or special status reported, as a rule, at the stage of concluding an employment contract.

If the employer is not sure of the completeness of the information, it is better to send out notifications asking for supporting documents. Without them, you can create a schedule at your discretion. In addition, you need to find out suitable vacation dates. It is advisable to list in the notice exactly which categories of employees have such benefits. It happens, for example, that maternity leave will begin after the schedule is approved, and the employee does not have sick leave. But the employer may ask whether she will use annual leave before maternity leave, and take her wishes into account in the schedule. If necessary, the start date of the vacation is shifted, indicating this in the document.

What to do with external part-time workers

External part-time workers require special attention. Their vacation is included in the general schedule. The part-time worker is asked for information about vacation dates at his main place of work. It is better to do this in advance, since there is a risk of not being able to approve the schedule on time. Please note that this employee will have to be granted leave simultaneously with leave at his main place of work (Part 1 of Article 286 of the Labor Code of the Russian Federation). If a part-time employee reschedules his vacation at his main place, the part-time employer will have to change the date in his schedule.

How to divide your vacation into parts

It is not always possible to use the entire vacation. This situation is solved simply: the vacation is divided into parts (Part 1 of Article 125 of the Labor Code of the Russian Federation). Such an agreement can be secured different ways. Some employees write an application, and then it is enough to put the visa “I agree” and take into account his wishes in the vacation schedule. Other organizations enter into an agreement to split the vacation into parts. If an agreement is reached, the vacation schedule indicates the dates when these parts will be used.

How to include in the schedule rest days that the employee did not use

The schedule must take into account all vacations (including unused ones), not only annual ones, but also additional ones. If the employee has not taken the entire vacation, the remaining days must be transferred to next year(Article 124 of the Labor Code of the Russian Federation).

Unused vacations can be provided either as part of the schedule or by agreement between the parties (). But it is more convenient for the employer to include such days in general schedule so as not to forget about the existing debt and avoid violations (Part 3 of Article 124 of the Labor Code of the Russian Federation).

According to the law, a vacation schedule is drawn up after drawing up

When the document has been compiled, follow several steps:

1. If the company has a trade union, it primary organization you need to ask her opinion. Taking into account the time it will take to obtain an opinion and follow-up, complete the development of the document not by December 17, but by December 4.
2. Approve the schedule. The document is signed by the boss personnel service and the head of the company.
3. Familiarize employees with the schedule. Although the law does not directly require this, in practice the majority of State Tax Inspectors and courts believe that familiarization is necessary. The easiest way is to include the “Acquainted” column in the schedule, where employees can sign and date the acquaintance.

Attached files

• Vacation schedule template.xls
• Sample vacation schedule.doc

Do I need to create a vacation schedule? Why does an employer need a vacation schedule? Responsibility for the lack of a vacation schedule. Right to vacation. Vacation experience. Duration of vacation. Wishes of employees.

Before the new year, it is necessary to draw up and approve a vacation schedule. How to prepare it correctly and what points should be taken into account?

According to paragraph 5 of Article 37 of the Constitution of the Russian Federation, every citizen working under employment contract, guaranteed annual paid leave. The order of granting vacations to employees of one organization is determined by the vacation schedule (Part 1).

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TO MAKE OR NOT TO MAKE A VACATION SCHEDULE?

In many organizations, there is no vacation schedule; employees go on vacation in agreement with the manager. This practice violates the rights of the employee, since he is deprived of the opportunity to plan his rest time and organize it in the most effective way. Sometimes an employee cannot take advantage of the guaranteed right to rest during the calendar year at all.

Why does an employer need a vacation schedule?

Drawing up a vacation schedule not only ensures the right of employees to annual holiday, but also provides a number of advantages to the employer.

Firstly, if vacation is provided according to the schedule, this allows you to arrange it in advance and prepare for the payment of vacation pay. They are issued no less than three days before the start of the vacation (Part 9).

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 granting vacations to employees. Subject to its compliance, employees will not accumulate vacation days.

Does NOT need to be included in the schedule

1) Contractors.

Even if the contract is long, such employees are not entitled to annual leave. If you include the contractor in the vacation schedule, this will be an additional reason for labor inspectors. 2) Employees who throughout 2018 will be on maternity leave or vacation child care may not be included in the schedule. If an employee works part-time while on maternity leave, this does not matter. She still isn't entitled to two vacations at the same time. Even if the mother decides to interrupt her children’s leave and take annual leave, this may not be included in the schedule. If the vacation ends in 2018, check whether the woman will take it after children's holiday

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. If so, write in the schedule 28 days immediately after the end of children's leave.

WHERE TO BEGIN

• Before making a vacation schedule, you need to consider: provisions current legislation
• Russian Federation on vacations; specifics of the organization’s activities (for example, the presence of harmful or dangerous working conditions that give the right to additional leave , distribution full-time employees
• by division, the possibility of interchangeability, plans for the development (closing) of production);

wishes of the employees.

RIGHT TO HOLIDAY The duration of annual paid leave is 28 calendar days

(Part 1). An employee’s right to use it arises after six months of continuous work with one employer (Part 2).

Do I need to apply for leave?

Are employees of the organization required to write an application for the next annual leave? According to this, annual leave is granted to employees based on the vacation schedule and the manager’s order issued in accordance with it.

• If you have such documents, it is not necessary to write an application. However, there are exceptions for the following cases: The schedule indicates only the month in which the employee goes on vacation. In this case, the employee must write in the application the exact date;
• start of your vacation. Upon agreement with the administration of the organization on the basis of this statement the vacation schedule must be changed.

Besides, Labor Code obliges those employees who have the right to leave before the expiration of six months of continuous work to write an application.

EXAMPLE 1.

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

SOLUTION. N.A. will have the right to vacation for the first year of work. 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 each employee’s working year began. Vacation for the second and subsequent years of work can be granted at any time in accordance with the priority, established schedule(Part 4 of Article 122 of the Labor Code of the Russian Federation).

EXAMPLE 2.

Engineer N.A. Gaikin, who started work on April 23, 2008, did not take advantage of the 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.

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Is your vacation schedule correct?

SOLUTION. It is incorrect to provide leave for a working year that has not yet begun (it begins 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 arrived by the time the vacation begins. The employee will not have the right to vacation for the second working year.

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

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

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Vacation experience

• absence of an employee from work without good reason;
• maternity leave until the child reaches established by law age.

The length of service that gives the right to annual additional paid leave for work with harmful (dangerous) working conditions includes only the time actually worked in the appropriate conditions (Part 3 of Article 121 of the Labor Code of the Russian Federation).

The vacation period 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 a number of calendar days exceeding 14.

If the last day of the working year is postponed late date, the number of calendar days of annual paid leave for which an employee can apply 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. IN otherwise he is entitled to less vacation days. How to calculate them? There is no special technique for this. In practice, two options are used.

First option. First you need to determine the quantity full months, which are included in the vacation experience for a certain working year. For each of them, the employee is entitled to 2.33 days of vacation (28 calendar days: 12 months). The difficulty arises when calculating the vacation days that an employee is entitled to for a month of the working year that is not fully worked. In this case, you can use another calculation method.

Second option. It makes it possible to more accurately calculate the number of vacation days to which an employee is entitled at a given time. The calculation is based not on calendar months, but on calendar days. The number of calendar days falling on the time worked during the working year is determined. A fully worked working year has 365 (366) calendar days. During this time, the employee is entitled to 28 calendar days of vacation. If there were periods in the working year that were excluded from vacation experience

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, then the employee has the right to fewer calendar days of vacation. For example, 326 calendar days out of 365 possible, falling within the time worked in the working year, give the right to 25 calendar days from start-up (28 calendar days: 365 calendar days x 326 calendar days). Let's look at an example.

EXAMPLE 3.

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 in full for the first working year.

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

Now we need to find out when the second working year will end. If K.S. I didn’t take bagels unpaid leave in 2008, the second business 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 your 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 falling within the hours worked in the second working year, the employee earned 0.0767 days of vacation (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 given 27 calendar days of vacation, since 0.46 days (1 day - 0.54 days) to specified date it hasn't started yet.

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WISHES of employees and duration of leave, QUESTIONNAIRE

Survey employees when they plan vacations

To complete the chart, first collect full-time employees information when they plan their holidays next year.

Even employees who are planning to quit, go on maternity leave, or go on maternity leave will have to plan annual vacations.

Use questionnaires. In them, ask employees to indicate what time they want to go on vacation (sample below).

Note: Download in Word format 32Kb

If employees find it difficult to choose a vacation period, ask them to write down approximate dates. You cannot leave empty lines in the chart. Later, employees will be able to agree with management on the transfer of vacation days.

Explain to employees which vacation days they need to schedule on the questionnaire.

Basic holidays. For most employees, the annual main leave lasts 28 calendar days (Article 115 of the Labor Code of the Russian Federation). But some employees, such as disabled people and minors, should be given more days. Thus, the vacation of a minor employee is 31 calendar days (Article 267 of the Labor Code of the Russian Federation), and for a disabled employee - 30 calendar days per year (Article 23 Federal Law dated November 24, 1995 No. 181-FZ).

Warn employees that they may split their vacation into chunks. But at least one part of the vacation must be at least 14 calendar days (Article 125 of the Labor Code of the Russian Federation).

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

In addition, it is necessary to take into account that some employees have the right to additional paid leave (Articles 116-119, 173-176 and 350 of the Labor Code of the Russian Federation). According to Part 2, when calculating the total duration of annual paid leave, additional paid leave is summed up with the annual main paid leave. This means that the launch schedule indicates total duration paid leave.

Additional holidays. Some employees are entitled to additional paid leave. Its duration depends on the category of employee (see table below).

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Which employees are entitled to additional leave?

Workers	Minimum duration of vacation per year, calendar. days
Employees with irregular working hours (Article 119 of the Labor Code of the Russian Federation)	3
Employees with harmful and dangerous conditions labor (Article 117 of the Labor Code of the Russian Federation)	7
Employees Far North(Article 321 of the Labor Code of the Russian Federation)	24
Doctors general practice(Resolution of the Government of the Russian Federation dated December 30, 1998 No. 1588)	3 *
Athletes and coaches (Article 348.10 of the Labor Code of the Russian Federation)	4

* General practitioners who have continuously worked in this position for more than three years are entitled to additional leave.

Additional leave, unlike the main one, employees have the right not to take time off, but to replace it with compensation. But even if the employee plans to take compensation, ask him to indicate the days of additional leave in the questionnaire.

Vacations not taken in past years. The Labor Code of the Russian Federation does not require the inclusion in the schedule of vacation days not taken off in previous years. Moreover, it is more convenient not to include such days in the schedule. Then you won’t have to inform each employee how many days he hasn’t taken off work. The employee does not lose the remaining days; he can take them off upon request.

Check the employees' questionnaires to see if the employees have allocated all the days and whether they have divided the rest into parts correctly.

If the employees made a mistake, return the questionnaires to them. Explain what errors need to be corrected.

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PREFERENTIAL CATEGORY OF EMPLOYEES chooses VACATION TIME, production specifics

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

Employees with many children can take leave at a time convenient for them

Article 257.1 of the Labor Code of the Russian Federation

“The order of provision of annual paid leave for employees with three or more children.
Employees with three or more children under the age of twelve are granted annual paid leave at their request at a time convenient for them.”

Keep personnel records and calculate salaries in a web service for free

HOW TO TAKE INTO ACCOUNT THE SPECIFICS OF THE ORGANIZATION'S ACTIVITIES IN THE VACATION SCHEDULE

As a rule, workers want to relax in the summer or early autumn. But when drawing up a vacation schedule, the employer must not only take into account the wishes of the employees, but also ensure the continuous operation of the organization.

For this reason, the manager has the right to evenly distribute the start-up of the organization’s employees throughout the year. He may establish that during each month no more than 8.33% of the staff can be on vacation (100%: 12 months), or apply a different basis for distributing the start time of vacations. It makes sense to establish a certain order of vacations among employees of related professions (positions) of one division, for example, among store salespeople, department specialists, workers of the same specialty in a separate workshop (site).

We take into account the wishes of employees

In some cases, when preparing a 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 vacation, dividing it into parts and transferring it is not established by law, so the personnel service resolves this issue independently. 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 an organization is small (up to 20 people) (see. sample application).

The employee's immediate supervisor must affix his or her visa to 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 should provide free columns in which employees can express their wishes (see. sample statement).

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HOW to draw up a HOLIDAY SCHEDULE, Deadlines, Sample download

The vacation schedule is drawn up by HR department employees. If there is no HR department, then the schedule can be drawn up by the employee who is responsible for maintaining personnel records. This document is drawn up for each calendar year. Moreover it needs to be prepared in two weeks before this period begins. That is, for example, the vacation schedule for 2017 must be dated no later than December 16, 2016 (December 17 is a Saturday). This is stated in the Labor Code of the Russian Federation.

The vacation schedule is drawn up in the form approved by the manager by order to accounting policy. See an example of filling out a schedule using a unified form.

Don't include extra vacations in your schedule.

In your vacation schedule, include basic and additional paid vacations for all working employees. But vacations without pay and some paid vacations are not needed in the schedule. For example, both during childbirth and after. They do not apply to annual paid leave. There is no need to fit into the schedule an employee who has been on one of these vacations since the beginning of the year. If she wants to take annual paid leave at the end of maternity leave, the company is obliged to provide it regardless of the priority provided for in the schedule.

Vacations not taken. 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.

Leave granted to external part-time workers. The Labor Code does not mention the possibility of taking such vacations into account in the schedule. But if external part-time worker informs about the start date of 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.

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Fill out form No. T-7

Enter data on employee vacations into the schedule based on questionnaires, which were approved by the director of the company, individual entrepreneur or heads of departments. If bosses do not agree to provide vacations when employees want, they should invite employees to reconsider their plans. And only for some employees you must provide vacation at a time convenient for them (see table below). Pay attention to vacations for employees who want to rest on holidays and weekends. The duration of vacations is calculated in calendar days, including Saturday and Sunday. But holidays are not included in the calendar days of rest. Not all employees know about this. Therefore, in the vacation schedule, indicate the start and end dates of the vacation.

Which employees can go on vacation without management consent?

Workers	What time do people take vacation?
Minor workers	At a time convenient for the employee (Articles 267 and 262.1 of the Labor Code of the Russian Federation)
One of the parents raising a disabled child under 18 years of age
Pregnant employees or employees who are on maternity leave	Before maternity leave or immediately after it (Article 260 of the Labor Code of the Russian Federation)
Employees who have adopted a newborn child	From the moment of adoption until the expiration of 70 calendar days from the date of birth of the child (Article 257 of the Labor Code of the Russian Federation)
Employees whose wives are on maternity leave	During the wife’s maternity leave (Article 123 of the Labor Code of the Russian Federation)
Part-timers	Simultaneously with leave from the main job (Article 286 of the Labor Code of the Russian Federation)

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

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

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

See example of filling out, sample vacation schedule

Note.

On the vacation schedule The vacation time of all employees without exception must be reflected, including those who have the right to vacation at any time convenient for them. The start date of vacation for such employees is indicated in column 6 of the schedule, and its change is recorded in columns 8 and 9.

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INTRODUCING employees to the vacation schedule

The employer is obliged to notify the employee about this no later than two weeks before the start of the vacation against signature (). So that the employee can plan his vacation in advance, the approved vacation schedule can also be brought to his attention in one of the following ways.

Note: Download Employee notification of scheduled leave (.docx, 18Kb)

Make additions to form No. T-7. To inform employees about the start of vacation, the vacation schedule can be supplemented with column 11, in which employees will mark that the start date from the start is known to them.

See sample order to amend the “Vacation Schedule” form.

Create 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 attachment to the vacation schedule (see. sample notification).

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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 execution by both the employer and employees. However, by agreement of the parties, the start date of the vacation may be changed.

Each change must be reflected in the corresponding 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 vacation at the initiative of the employee

Changing the date . If an 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 manager agrees to postpone the vacation, he puts his resolution on the application. See sample application on postponing vacation at the employee’s initiative.

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

In this case, the employee must also write a statement 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 the next annual paid leave.

• The order must indicate:
• on what basis is the vacation postponed (at the employee’s request, due to his illness, etc.);

How long will it be postponed? Note:

• temporary disability of the employee that occurred during vacation;
• performance by an employee during vacation government duties, if the law provides for exemption from work.

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

The details of the manager’s order to change the start date of vacation are indicated in column 8 “Grounds for transferring vacation” of the schedule.

Column 10 “Note” is filled out by the HR employee if:

• the employee was not granted leave in the current year ();
• the employee was recalled from vacation and part of it is transferred to the next year (part 2);
• The employee’s vacation was extended (Part 1 of Article 124 of the Labor Code of the Russian Federation).

In this case, in column 10, the HR employee indicates the grounds for recall from leave, its transfer or extension.

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Changing the vacation schedule at the Employer’s INITIATIVE

The order of granting vacations can also be changed at the initiative of the employer if, for example, an employee going on 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).

For an employer’s actions to change the schedule to be legal, he must:

• obtain written consent from employees (Part 2 of Article 125 of the Labor Code of the Russian Federation) (see. sample application on the employee’s consent to postpone the vacation);
• issue an order or instruction to postpone vacations (see sample order).

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 ().

Now let’s look at an example of filling out a vacation schedule for 2009.

EXAMPLE 4.

Pastoral LLC employs nine people. When planning vacations for 2009, a HR specialist found out the following:

• none of the organization’s employees have the right to additional leave;
• There are no employees in the company who have the right to leave at any time convenient for them;
• due to production needs, chief accountant E.A. Ovechkina was on vacation for only 14 calendar days in 2008;
• General Director I.V. Pastukhov and telephone sales department manager E.L. Krolikov decided to split their annual leave into parts, so their names are included in the schedule twice.

During 2009:

• marketing specialist A.N. Gorny fell ill during his vacation; on the basis of a sick leave, his vacation was extended by five days;
• Head of Customer Service Department I.R. Baranov wrote an application to postpone leave for family reasons;
• forwarder V.O. Ruchev was recalled from vacation due to production needs.

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

SOLUTION. Let's look at how to fill out the vacation schedule throughout the year. Please note that employees became familiar with the start date of vacations by signing the notice. The HR employee attached this document to the schedule. The vacation schedule for Pastoral LLC employees is shown in the table.

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Mothers of two or more children can choose a convenient vacation time

Employees who have two or more children under the age of 12 will be able to choose their vacation time. No one has the right to move the rest periods of such employees in the vacation schedule. Resolution on this by the CPSU Central Committee dated January 22, 1981 No. 235 “On measures to strengthen state aid families with children”, approved Supreme Court Russia.

According to this Resolution, workers with children under 12 years of age have a priority right to receive annual leave in the summer or other time convenient for them, as well as the right to additional parental leave without pay. wages lasting up to 2 weeks (as agreed with the company). This norm is also enshrined in part four of the Labor Code of the Russian Federation.

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VIOLATION OF THE VACATION SCHEDULE

If a violation of the vacation schedule was due to the fault of the employee, and if no changes were made to the vacation schedule by the person responsible for its preparation, the employer can use the rules.

The basis for attracting disciplinary liability is disciplinary offense , that is, failure to comply or improper execution employee through his fault assigned to him labor responsibilities.

types of disciplinary sanctions are established.

Taking disciplinary action is an employer's right, not an obligation. In addition, the employer retains the right to choose the measure of responsibility or general refusal to impose penalties.

For profit tax purposes can be taken into account as part of labor costs average earnings, saved for the duration of vacation, only if the organization has a vacation schedule. Therefore, if, according to the vacation schedule, an employee’s vacation is scheduled for one date, but in fact the employee took his vacation at a different time, the organization will most likely have to prove tax authorities that labor costs are actually documented.

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Can the administration provide winter leave for two years in a row against the employee’s wishes?

IN general case The employer has the right, but is not obligated, to take into account the opinions of employees when drawing up a vacation schedule. The exception is wishes individual categories employees (beneficiaries). If an employer includes an employee in the vacation schedule in the first working year, then he will also have to take into account the opinion of the employee, who has the right to apply for vacation after six months of work ().

Thus, the employer can draw up a vacation schedule without taking into account the opinions of employees, with the exception of preferential categories. Moreover, if such “exceptional” employees subsequently express a desire to go on vacation on dates other than those provided for in the schedule, the employer is obliged to fulfill such a requirement and provide vacation at the request of the employee.

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RESPONSIBILITY and PENALTIES for non-compliance with the vacation schedule

The Labor Code of the Russian Federation does not contain special norms regulating the issue of liability for non-compliance with the vacation schedule.

But whether the employer has a vacation schedule is mandatory requirement legislation regarding the procedure for granting vacations. In practice, due to various reasons vacation schedules are disrupted. For example, due to production needs or at the request of the employee himself.

In this case Labour Inspectorate can attract an organization to administrative responsibility for violation of labor laws. According to violation of labor laws entails the imposition of an administrative fine:

• for officials in the amount of 1,000 to 5,000 rubles;
• for legal entities - from 30,000 to 50,000 rubles. or administrative suspension activities for up to 90 days.

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ADDITIONAL LINKS on the topic

1. 
   The right to the first vacation arises after 6 months of continuous work. Vacation for the second and other years can be taken at any time of the year according to the vacation schedule.

The vacation schedule is a document mandatory for both the employer and the employee. It is approved no later than two weeks before the start of the year for which this schedule is drawn up (Article 123 of the Labor Code of the Russian Federation), i.e. no later than December 17. The vacation schedule for 2019 had to be approved no later than December 17, 2018.

Vacation schedule: how to draw it up correctly

Some accountants are wondering: how to create a vacation schedule? In fact, the preparation of this document should not cause any particular difficulties. But when drawing up a vacation schedule, you need to take into account some nuances.

Vacation schedule: registration rules and changes

When preparing a vacation schedule for the next calendar year, it first makes sense to agree on 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);
• minor workers(Article 267 of the Labor Code of the Russian Federation);
• honorary donors 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 of 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 confirm that you have indeed provided these employees with leave at a time convenient for them. But it is worth keeping in mind that the employee may subsequently change his mind and change the desired vacation time. In this case, it also makes sense to obtain a corresponding statement from the employee.

What to include in your vacation schedule

Our table will help you understand how the vacation schedule is drawn up and what is reflected in it:

What to show in graphics	A comment
A list of employees	The schedule reflects absolutely all employees with whom an employment contract has been concluded.
Number of vacation days	The number of vacation days that a particular employee is entitled to claim is indicated. It is best to indicate all 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 days not taken off for previous years) and days, due 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 of vacation	Here you can reflect either a specific date or simply the month in which the employee will go on vacation. However, if only the month is specified, the employee will then need to write a vacation application indicating a specific date. If the date is indicated in the vacation schedule initially, and the employee goes on vacation strictly 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, we recommend pinning it in your local normative act(LNA) that an employee must submit an application for leave indicating a specific start date no later than two weeks before going on leave. Firstly, this is necessary so that the employer has time to notify the employee about 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 in a timely manner (Article 136 of the Labor Code of the Russian Federation).
Possibility of dividing vacation into parts	The schedule can be supplemented with a corresponding column in which employees will sign, giving their consent to leave in parts. It is important to remember that at least one part 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 own form vacation schedule. This form needs to be attached as an appendix to the accounting policy. Or you can use the unified form T-7 “Vacation Schedule” (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 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.

Order on vacation schedule: sample

Order on approval of the vacation schedule a separate document registration is not necessary. After all, the signature of the head of the organization/individual entrepreneur approving the vacation schedule for another year, is placed on the chart itself.

True, an employer can issue, for example, an order obliging department heads to collect and submit data on vacations of employees subordinate to them in order to prepare a unified vacation schedule.

Order on drawing up a vacation schedule: sample

This order can be formatted as follows:

LLC "Sunny Bunny"Order No. 93about scheduling annual leave

Moscow 11/19/2018

To prepare and approve the vacation schedule for 2019

I order:

1. Heads of departments no later than 12/07/2018 should submit in writing to the head of the HR department K.I. Elizarova. information for drawing up a vacation schedule for 2019.

When preparing information, you must consider:

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

- wishes of employees regarding the division of annual basic 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;

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

2. Head of the HR Department K.I. Elizarova prepare a paid vacation schedule and submit it for approval no later than December 12, 2018.

3. Head of the HR Department K.I. Elizarova bring this Order to the following persons:

- chief accountant Kustodieva A.V.;

- Head of Sales Department V.T. Egorov;

- Head of the Procurement Department Trunov N.N.

4. Entrust control over the execution of the Order to the head of the HR department, K.I. Elizarova.

CEO Solnyshkov V.S.

The following have been familiarized with the Order:

Head of HR Department______________K.I. Elizarova

Chief Accountant ___________________ A.V. Kustodieva

Head of Sales Department_____________ V.T. Egorova

Head of Purchasing Department_____________N.N. Trunov

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

Approval of the vacation schedule

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 its opinion into account 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 mandatory for them (Articles 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 have read the schedule (date, signature).”

Sample vacation schedule for 2019

When preparing your vacation schedule, you can use ours.

Making changes to the vacation schedule

An employer cannot predict all possible personnel movements a year in advance. For example, dismissal of employees, postponement of vacation or recall from it. Therefore, making various changes to the vacation schedule is inevitable.

Where are changes reflected in the vacation schedule?

Columns 7-10 are used to reflect changes unified form vacation schedule (form T-7):

• 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 application with a request to postpone vacation, endorsed by the manager (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 to the period when his wife is on maternity leave;
• Column 10 reflects various notes.

By the way, it makes sense to supplement the vacation schedule with the column “I have read 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 to postpone the vacation in the LNA. Again, so that accounting can calculate and pay on time employee holiday pay.

Making additions to the vacation schedule

It happens that after the vacation schedule for the next year has been 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 hired employees may be granted leave only on the basis of their application.

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

How long should you keep your vacation schedule?

You need to store 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 lack 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 30,000 rub. up to 50,000 rub. for the organization itself, from 1000 rubles. up to 5000 rub. - for its officials;
• from 1000 rub. up to 5000 rub. for individual entrepreneurs.

Vacation on the timesheet

Specific code leave in the working time sheet (form No. T-12 or form No. T-13, approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) is indicated depending on the type of leave:

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

The time sheet is marked with either a letter or numeric code- both codes do not need to be specified.

Vacation on the time sheet: sample

Let's look at an example of how vacation is reflected in a timesheet.

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

1 2 3 5 6 48

Number in order	Last name, initials, position (specialty, profession)	Personnel Number	Notes on attendance and absence from work by day of the month
			1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total worked 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
			8	8	8	8	8										8

The nuances of reflecting vacation in the time sheet

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

• non-working holidays falling during the vacation period are noted letter code"B" or digital 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, corrections may have to be made to the time sheet. For example, in a situation where an employee did not extend his vacation for sick days, but decided.