Program smart vacation schedule for the year. How to draw up and approve a vacation schedule, download form

The vacation schedule is one of the important and mandatory documents for both organizations and individual entrepreneurs who have hired personnel. When drawing up and approving the vacation schedule for 2018 in the T-7 form, it is necessary to take into account not only the company’s priorities, but also the wishes of the employees.

In this article we will consider in detail all aspects that relate to this document. Let's talk about its importance, timing of preparation and approval, features of filling out and the need to prepare accompanying documents. At the bottom of the page, the reader can download the vacation schedule for 2018 in Excel and a sample of how to fill it out.

Necessity of the document

The vacation schedule is a local document of an organization or enterprise, which makes it possible to take into account the interests of both the employer directly and the company’s employees. The document allows you to solve two important problems:

1. Ensure continuity of production processes.
2. Implement the right of the company management and employees to annual rest.

Article 123 of the Labor Code of the Russian Federation states that the vacation schedule for each year determines the rest order of the organization’s working team. This document is mandatory for everyone who works for an individual entrepreneur or organization.

At the same time, Russian labor legislation does not provide specifics on the question of how many employees an individual entrepreneur or organization must have to draw up this document.

But if an individual entrepreneur who carries out his activities without hiring hired labor and decides independently when to rest, there is no point in drawing up an annual vacation schedule, then the situation with organizations is more complicated. The management of companies with hired personnel needs to find a balance of interests without compromising work processes. In this case, if there are employees, a vacation schedule is simply mandatory.

The absence of a document can lead to unpleasant consequences, for example, after checking the State Tax Inspectorate, administrative liability may be imposed on a company or individual entrepreneur in accordance with Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation in the form of an administrative fine.

Thus, the vacation schedule is important both for the company’s management and for the employees themselves. You need to approach the drafting of this document very responsibly if you do not want troubles and confusion in the work team.

How to make a vacation schedule for 2018

The collection of data on the wishes of employees regarding the desired date of going on vacation is, as a rule, entrusted to the management of the structural divisions of the enterprise. To create a vacation schedule, each employee tells his manager when he would like to go on vacation.

After this, the head of the organization’s department assesses the situation and compares the desires of the employees with the capabilities of the company. Next, the manager draws up a vacation schedule for employees of his department (department or service) and transmits the data to the personnel department of the organization. HR officers combine information received from different departments of the enterprise into a consolidated document.

Categories of employees that have priority in choosing vacation dates

Drawing up a vacation schedule should not contradict Part 4 of Article 123 of the Labor Code of the Russian Federation, according to which certain categories of employees have an advantage in choosing the date of going on vacation, namely:

In addition to the above categories of workers, it is worth paying attention to vacation for newcomers. If there is no place in the vacation schedule for a new employee, then the company’s management is not relieved of the obligation to provide it.

HR department employees can do one of the following:

1. Formalize the new employee’s leave by order (based on the latter’s application).
2. Supplement the vacation schedule with a separate application containing information about new employees.

Based Article 122 of the Labor Code, an employee who has worked for the employer for at least six months is entitled to leave.

• the sequence of granting leave to employees;
• seasonality;
• production workload.

Document preparation period

The employer needs to start drawing up a vacation schedule for 2018 in 2017. This is due to the fact that the legislator has determined the deadline for the preparation and approval of this document - no later than two weeks before the onset of the new calendar year (Labor Code of the Russian Federation, Article 123). Thus, the vacation schedule for the next year is drawn up no later than December 15 of the current year.

Please note that in 2017, December 15 falls on a working day (Friday), which means that the document must be completed within the deadline established by current Russian legislation - before December 15, 2017.

Please note that if December 15 falls on a non-working day or weekend, the document must be approved several days before the deadline.

Algorithm for drawing up a vacation schedule and its storage period

The step-by-step procedure for completing the document is as follows:

1. Collect information about the desired date of going on vacation in 2018 from employees. At the same time, the peculiarities of rest of each employee, as well as the production process itself, are taken into account.

2. Take the graph form and fill in the tables in it. If an organization or enterprise has a trade union, then it will be necessary to take its opinion into account.

3. Using the unified T-7 form (locally developed act or template), draw up a vacation schedule and submit the document for approval to the organization’s management.

4. After management approves the document, familiarize employees with the schedule (against signature).

5. For structural units, make extracts from the document. Create a storage schedule.

Due to the fact that the employee vacation schedule is a personnel document, its storage period is one year. The place where the document is stored is the personnel department of the enterprise. The vacation schedule for 2018 must be kept until 01/01/2020.

Form T-7 document: how to fill out correctly?

As mentioned above, it is allowed to use both the unified form of the T-7 document and the version that was developed by the organization independently (to modify the existing form), provided that the schedule details established by law are met.

The vacation schedule must include all employees of the enterprise with whom employment contracts have been concluded:

• homeworkers;
• part-time workers;
• temporary employees;
• seasonal employees.

It should also be taken into account that each structural unit of the enterprise must draw up its own vacation schedule for employees.

Filling out the unified vacation schedule form T-7:

1. In the header of the document indicate:

• Name of the organization;
• details of the schedule (necessarily the details “I approve” and, if necessary, details of approval from the trade union).

2. Filling out the table:

• Column 1 - name of the structural unit (financial department, legal department, etc.);
• column 2 - position in accordance with the staffing table (secretary, director, etc.);
• columns 3-4 - full name and personnel number of the employee;
• columns 5-9 - information about the employee’s vacation (not only its duration is indicated, but also the start date of the vacation - planned and actual);
• column 8 - basis for changing vacation dates (planned);
• Column 9 - employee’s vacation date (estimated);
• column 10 - note.

The head of the personnel department puts his signature on the vacation schedule. The document must indicate the date of its preparation.

Please note that if an employee’s vacation is divided into several parts, then it must be mentioned more than once in the table.

Approval of the vacation schedule for 2018

Please note that the 2018 vacation schedule must be approved first by the head of the personnel department, and after that by the management of the organization. If the organization has a trade union, then the document must be approved by it.

In accordance with current legislation, it is not the employer’s responsibility to familiarize employees with the vacation schedule. That is, the employer himself decides whether to do this or not.

However, the Labor Code has a rule according to which the employer is obliged to notify the employee about vacation 2 weeks in advance.

In the most unified T-7 form there is no separate column for the signature of employees confirming the fact of familiarization with the document, so the employer, in order to avoid unpleasant situations, can do one of the following:

• add lines for employee signatures to the T-7 vacation schedule form;
• draw up a separate sheet where employees will put their signatures confirming that they are familiar with the vacation schedule.

By indicating his signature on the schedule, the employee confirms that he has read the document, and therefore the vacation dates indicated in it.

Order for vacation schedule for 2018

For large organizations, due to the labor-intensive process of drawing up a vacation schedule, it will be relevant to draw up a separate document - an order for the vacation schedule for 2018.

Placing an order implies reflecting such data as:

1. Employer details.

2. Places, dates, and purposes of publication of the document (for example, the document was compiled for “timely preparation and approval of the employee vacation schedule for 2018”).

3. Powers and tasks of certain officials working on the project.

4. Deadlines for the submission of data by the heads of the organization’s departments to the personnel department about the desired time for their subordinates to go on vacation.

5. Deadlines for drawing up and submitting a consolidated vacation schedule for employees to the HR department for approval by the person responsible for this.

There is no need to issue a separate order approving the vacation schedule.

Making changes to the vacation schedule

In some situations, changes to the vacation schedule may be necessary. This can be caused by both production factors and personal circumstances among employees of the organization. In this case, it is necessary to use the norm of Article 124 of the Labor Code.

With the consent of the employee, his vacation can be transferred to the next year. In this case, the employee must make a corresponding application in writing and indicate the required vacation dates and receive an order from the manager to postpone the vacation.

Part 2 of Article 125 of the Labor Code also states that an employer can call an employee back from vacation if there is a production need for it. In this case, the employee’s remaining rest days will be transferred to other dates.

In order to consolidate changes in the vacation schedule, it is necessary to issue a corresponding order and identify the persons responsible for its implementation. The document reflects both the new vacation dates and the reasons for its postponement to other dates. After the order is issued, it should be familiarized not only with the responsible persons, but also with the employee whose vacation will be postponed.

In addition, in accordance with current legislation, an employee’s vacation has no restrictions on the number of transfers. The main thing is to agree on this issue with the employer.

Responsibility for the lack of a vacation schedule

Due to the fact that the vacation schedule is a mandatory document of the organization (in accordance with the Labor Code of the Russian Federation, Article 123), the employer is subject to administrative liability in the form of fines for its absence.

Penalties have been established Article 5.27 of the Code of Administrative Offenses of the Russian Federation:

• for officials of the organization - from 1,000 to 5,000 rubles;
• for individual entrepreneurs - from 1,000 to 5,000 rubles;
• for legal entities - from 30,000 to 50,000 rubles.

In addition to the fine, the activities of an individual entrepreneur or legal entity. person may be suspended for up to 90 days.

In case of repeated violation, the employer may be disqualified for a period of one to three years (or a fine of 10,000 to 20,000 rubles).

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 the total number of days of rest that 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 transferred to another time, then in column 8 you need to enter information about the order by which this was done, and in column 9 you must 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 a covering letter;
• The trade union must review the received draft vacation schedule and, within five days, express its reasoned opinion 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 postpone the vacation to another time:

• While on vacation, the employee fell ill;
• During the vacation period, the employee has a need to exercise his 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 the person in charge 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 absence of an employee from his place may disrupt the normal work of the company. However, in this case, it is imperative to obtain the written consent of the employee himself for 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 the personnel department, where they are drawn up;
• 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 a 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.

Form T-7 is a standard approved form for drawing up a vacation schedule. Before proceeding with the instructions for filling it out, it should be recalled that the vacation schedule must be formed in advance - no later than mid-December of the current year for the next year. The main unspoken rule is to take into account the interests of all parties, that is, both the wishes of employees and the organization’s management. Going on vacation of an employee should in no way affect the efficiency of the production process.

Download a sample form and a blank vacation schedule form T-7

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Who makes the vacation schedule?

A specialist from the HR department is responsible for drawing up the vacation schedule. But without the signature of the head of the organization and the seal, it will not be considered valid.

What is needed to fill out form T-7

First of all, to correctly draw up a vacation schedule, you need to use the existing staffing table. It will allow you to accurately indicate the full name of each employee, his position and personnel number, as well as the structural unit to which he belongs. This same staffing table will allow the vacation schedule developer not to forget any of the employees.

Responsible persons

• In the first part of the vacation schedule, it is necessary to indicate the details of the organization, in particular its full name indicating the organizational and legal form.
• Further, if there is a trade union at the enterprise, you need to take into account its opinion on the vacation schedule, indicating the date when this opinion was expressed and recorded.
• Then enter the date the document was completed.
• The director’s signature with the transcript must be affixed after the vacation schedule is finalized and agreed upon with the employees.

Scheduling

The second point is the main one. It includes the information for which this document is being compiled. Here, you need to enter the structural unit, full name of employees, their position, personnel number, as well as the vacation period of each employee in the appropriate columns.

Important condition: by law, the total length of vacation cannot be less than 28 calendar days, but it can be divided into any number of parts, provided that one of them is at least 14 days.

After the vacation schedule has been drawn up, it must be shown to employees for review and signature. Then it must be signed by the heads of structural divisions and only then submitted for signature to the main person of the organization.

When the schedule is drawn up and approved, it should not be put away on the shelf - throughout the year it must be filled out along the lines of actual vacation days and all kinds of changes.

Attention! At least two weeks before the start of leave under this schedule, each employee will need to be given notice indicating the start and end date of the leave. Without this notification, an employee may legitimately refuse to go on vacation within the previously established time frame.

Important! If an employee decides to change the date of his vacation, he is obliged to notify management about this through a written application. In this case, changing the vacation date is possible only with mutual consent of the parties and provided that this does not harm the production processes in the organization. Therefore, it is good if the employee provides management with documents indicating good reasons and the real need to reschedule the vacation.

The vacation schedule must include information indicating the reasons for which the transfer of vacation became possible, as well as the actual date of the vacation. All this information must be supported by references to internal documents (orders, sick leave, etc.).

What to do if an employee gets a job after drawing up a vacation schedule

This situation is by no means uncommon. Typically, in such cases, one of two options is used:

1. Making changes to an existing vacation schedule;
2. Drawing up an additional vacation schedule, which will be an appendix to the main one.

Everything else is done according to the general scheme: the obligatory signature of the employee, certification of changes or an additional vacation schedule from the head of the structural unit and the management of the enterprise.

Who can go on vacation outside of the schedule

The law separately identifies persons who should be granted leave at their request, regardless of length of service and approved schedule. This:

• external part-time workers going on leave from their main place of work;
• women expecting a child with a certificate from a medical institution;
• minor employees;
• male employees whose spouses are on maternity leave (with a marriage certificate and a certificate from a medical institution);
• spouses of military personnel - at the same time as military personnel are on leave (optional);
• citizens affected by the Chernobyl disaster.

All other employees have the right to go on vacation only after working in the organization for at least 6 months and in accordance with the vacation schedule drawn up in advance.

Vacation schedule for 2019 - a sample can be studied and downloaded in the Forms section at the beginning of the article. This document is required to be drawn up in order to record information on the periods of annual paid leave of employees for the calendar year. The procedure and timing for registration and approval of the vacation schedule are described in detail in this article.

Vacation schedule for 2019 - a sample can be downloaded in the Forms section at the beginning of the article. EThis document is mandatory for drawing up in order to record information about the periods of annual paid leave of employees for the calendar year. The procedure and timing for registration and approval of the vacation schedule are described in detail in this article.

Is it necessary to create a vacation schedule?

By establishing the above rule, the legislator set himself the goal of depriving unscrupulous employers of the opportunity to challenge the period of temporary release from work for the rest of their subordinates.

The schedule is subject to timely certification, therefore, the time of departure and the sequence of employees going on vacation, reflected in the document, appear strict for all parties. However, when disputes arise, the following circumstance should be taken into account: the vacation schedule as a normative document acquires legal force immediately from the moment it is approved by the director of the company.

Schedule for next year: nuances of preparation

Before the procedure for approving the vacation schedule, the director of the company should take into account the provisions prescribed by Art. 123 of the Labor Code of the Russian Federation, which include:

Due to the fact that a ready-made document is subject to approval, the procedure for drawing up the final schedule is preceded by the collection and analysis of information for each structural unit, conversations with employees, etc., initiated, as a rule, by the corresponding instructions of the employer.

The following types of paid leave are subject to inclusion in the schedule:

• annual (Article 114 of the Labor Code of the Russian Federation);
• additional (Article 116 of the Labor Code of the Russian Federation);
• unrealized in the previous period;
• when combining work activities (Article 286 of the Labor Code of the Russian Federation).

After approval of the schedule, adjustments may be made to it (due to the employee recalling or postponing vacation) or additional information (information about employees newly hired this year).

Basic criteria for developing a schedule

When developing a schedule, the following factors should be taken into account that influence the determination of the priority for granting vacations to employees:

1. Employee wishes. The most favorable conditions for holidays in our country include the period from June to September inclusive. Due to the fact that the predominant number of wishes reflects precisely this time period, responsible persons need to take into account the provisions of the current legislation, the duration of vacations and benefits of each employee, as well as the specifics of the organization’s work activities.
2. Current legislation, namely provisions relating to the establishment of seniority.
3. Sequence of vacations. The definition of this important component obliges the personnel service employee to draw up a list of employees who have the right of preferential choice of rest time. These categories of benefits are provided on the basis of the Labor Code of the Russian Federation and other regulatory legal acts, for example the Law “On Veterans” dated January 12, 1995 No. 5-FZ.
4. Duration of vacations. This indicator is formed on the basis of length of service and characteristics of labor functions for each employee.
5. Optimal distribution of vacations. For the company to operate effectively, it is important to track the number of employees on vacation at the same time. The optimal distribution of employees when developing a schedule is for no more than 30% of the total number of personnel to be on vacation at a time.
6. The specifics of labor activity and the need to ensure the effective operation of the company.

How to distribute vacation to employees who do not have the right of first choice

With a significant number of personnel who have the right to choose a rest period, the remaining employees do not have the opportunity to choose the most suitable time interval for themselves. In such a situation, for this category of “disadvantages”, it is advisable to independently establish the order of departure, for example, to alternate vacation time in the summer every two years or provide for the provision of vacation in composite segments.

Don't know your rights?

Making a vacation schedule in an organization: how to do it right

In most cases, the issue of the procedure for carrying out activities to draw up a vacation schedule is enshrined in the company’s internal administrative documents, for example, in the regulations on the procedure for granting annual paid leave, in the instructions for office work, etc.

In conditions where the issue under study is not covered in the organizational guidance documents of the enterprise, one should turn to labor legislation and take established practice as a basis.

The procedures for developing and registering a vacation schedule must be preceded by preliminary preparation, which can be performed in the following ways:

1. Due to the fact that the schedule contains information about the periods of vacation of employees of all structural divisions, it is more rational to initially develop vacation schedules in each of these divisions. The presented scheme is relevant for large enterprises. In this order, managers of departments, sections, teams, etc. initially draw up schedules for the work collective entrusted to them.

   Subsequently, these project documents are sent to the personnel service, whose employees analyze them and make amendments, since the team leader may not be fully aware of the situation in matters of providing certain categories of subordinate employees with benefits established by law.

   Subsequently, the presented scheme for developing a vacation schedule involves conducting conversations with relevant employees and the heads of their departments regarding each change in the submitted projects. At the same time, you should not limit yourself to discussing the proposed rest periods exclusively with employees, since when drawing up the draft of this document, bosses plan the activities of the unit, and shifting the time intervals of vacations for beneficiaries may affect the rest periods of other employees and disrupt the efficiency of the work process.

   Having completed work with each structural unit, the personnel employee begins to develop a unified vacation schedule for the enterprise.

2. The second method of preliminary preparation is to conduct interviews with all employees of the company. This approach becomes most relevant in organizations with a small number of staff. If the company includes structural divisions, it is inappropriate for the first manager to shift the task of finding out and taking into account the wishes of employees - the best option would be to assign this to the heads of structural units. Additional surveys can also be conducted by personnel department employees, but it is illogical to completely exclude department heads from the vacation scheduling procedure, since they are the ones responsible for the clear organization of the activities of the department entrusted to them.

Graph form

It is allowed to prepare a vacation schedule using a form independently developed by the head of the company or according to a unified sample (form No. T-7, approved by the Decree of the State Statistics Committee of the Russian Federation “On approval of unified forms of primary accounting documentation for recording labor and its payment” dated 01/05/2004 No. 1). The form and sample presented in the Forms section at the beginning of the article contain columns to reflect relevant information.

Mandatory details of the vacation schedule are the date the document was drawn up and the employer’s signature on approval. Based on this, there is no need to further consolidate the regulatory act under study. However, in a number of organizations, existing document management systems clearly regulate this procedure, providing for the mandatory issuance of a separate order. As a rule, the expediency of such an administrative document is justified if it reflects any information related to the implementation of the schedule, for example, assigning responsible persons who are entrusted with monitoring its compliance.

When should the vacation schedule for the next year be approved: in what period, no later than for what period

Taking into account the opinion of the elected body of the primary trade union organization (if there is one), the vacation schedule must be approved no later than 2 weeks before the start of the calendar year.

The annual vacation schedule for employees is approved and signed. Approval by order of the manager and other means

After following all the necessary procedures, the finished vacation schedule is subject to approval by the first head of the organization or another employee who is entrusted with such a right based on the relevant order or power of attorney.

Methods for approving a vacation schedule by the head of an organization:

• an approving resolution on the schedule itself (the actual affixing of an approving signature and additional instructions from the manager regarding the implementation of the vacation schedule);
• issuance of an order (typical for large enterprises; along with approval of the schedule, an additional order of the organization is issued, which reflects the assignment of responsible executors of the document, the allocation of funds for vacations, etc.).

In this case, it is important to take into account that the date of publication of the administrative document, as well as the date of approval, must fit within the time limits established by Art. 123 Labor Code of the Russian Federation. At the same time, the current legislation does not require the affixing of a seal certifying the employer’s signature on the schedule.

Common errors

The most common mistakes when drawing up a vacation schedule include:

• The absence of a schedule as such, that is, the provision of rest time solely at the request of employees without drawing up and approving a vacation schedule (an approved vacation schedule is a mandatory document in any organization).
• Violation of the deadlines for approval of the schedule (later than 2 weeks before the start of the calendar year, contrary to Article 123 of the Labor Code of the Russian Federation).
• Untimely notification of the start of vacation and non-payment (delay in payment) of vacation pay (in case of missing the deadline for notification of the start of vacation or non-payment of vacation pay, the manager is obliged to postpone the employee’s rest time at his request to another period, as required by Article 124 of the Labor Code of the Russian Federation).
• Ignoring the requirements of Part 1 of Art. 125 of the Labor Code of the Russian Federation, according to which when vacation is divided, at least one part of it cannot be less than 14 days.
• Failure to take into account the wishes of employees when drawing up a schedule, as well as failure to respect the rights of certain categories of employees who have preferences in the form of the ability to choose any vacation time, etc.

Such violations of the law fall under Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, and may also result in the employee filing a complaint with the prospect of litigation. In turn, the judicial procedure for resolving labor disputes involves requesting relevant documentation from the employer. In the case of vacations, this is the vacation schedule, employee receipts confirming their timely notification of the start of vacation, employee statements, etc.

In this regard, when accepting draft vacation schedules from the heads of structural units, you should protect yourself by ensuring that the wishes of the employees are formalized in writing and confirmed with signatures. If for some reason the opinions of employees are not taken into account, then it is necessary to require written confirmation from them that they have no objections to the rest periods proposed to them, for example, at the stage of familiarization with the approved schedule. In addition, in large organizations it is advisable to appoint a separate specialist responsible for drawing up a vacation schedule and monitoring compliance with the law in this area.

Is it possible to make adjustments to the drawn up schedule?

Any adjustments to the vacation schedule are possible only with the consent of each party.

When using the unified form No. T-7 when developing the final document, it is important to take into account that the recording of transfers of rest time in the approved calendar year should be carried out in columns 7-9. However, if vacation transfers are made on the basis of Part 3 of Art. 124 of the Labor Code of the Russian Federation (when, with the consent of the employee, it is possible to transfer vacation to the next working year) and Part 2 of Art. 125 of the Labor Code of the Russian Federation (employee review), notes about this are made in column 10.

For the circle of people hired after the procedure for coordinating and approving the final document for the current year, practice has determined 2 ways to make changes:

• amendments to the current schedule (based on relevant orders of the head of the organization);
• development and approval of an annex attached to the original schedule.

Development and approval of a vacation schedule are mandatory procedures in any organization. Regarding the publication and timely approval of the vacation schedule, the Labor Code of the Russian Federation strictly establishes this responsibility of the manager in Art. 123 Labor Code of the Russian Federation.

For violations of the prescribed norms of labor legislation, administrative liability is provided under Art. 5.27 Code of Administrative Offenses of the Russian Federation. According to Part 1 of this article, the violations presented entail a warning or a fine for an employer conducting labor activities without registration of a legal entity in the amount of 1,000 to 5,000 rubles, and for legal entities - from 30,000 to 50,000 rubles.

The vacation schedule (a sample in Excel is provided in the article) (Labor Code of the Russian Federation, Article 123) establishes the order of vacations for employees in the organization. The document is approved by order of the manager for the calendar year two weeks before its onset and is binding for both the employer and the employee.

An employer can take into account the opinions of all employees, but there are categories whose opinions must be taken into account. These include:

• women with three or more children under the age of 12, as well as other employees (including guardians) raising such children (Article 262.2 of the Labor Code of the Russian Federation);
• employees under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
• parents (including adoptive, guardians or trustees) who are raising a disabled child under the age of 18 (Article 262.1 of the Labor Code of the Russian Federation);
• Heroes of socialist labor and full holders of the Order of Labor Glory, participants in the Great Patriotic War, disabled war veterans, combat veterans, including those who received disabilities (Article 6, 14-19 of the Law of January 12, 1995 No. 5-FZ);
• Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory (clause 3 of Article 8 of the Law of the Russian Federation of January 15, 1993 No. 4301-1);
• honorary donors of the USSR and Russia (Parts 1, 2 of Article 23 of Law No. 125-FZ of July 20, 2012);
• victims of the Chernobyl disaster and other accidents associated with any types of nuclear installations (subclause 1, part 3, article 15 of the Law of the Russian Federation of May 15, 1991 No. 1244-1).

What to show in graphics

The document must indicate the positions held by employees in structural divisions, their personnel numbers, and the duration of vacation in calendar days. It should be noted that the number of days for employees may vary, since it consists of:

• basic leave, which according to the Labor Code of the Russian Federation is, as a rule, 28 days, but for some categories of citizens (disabled people, civil servants, teaching staff) this figure is usually higher;
• (for example, employees engaged in work with harmful and dangerous working conditions, working in the Far North, etc.);
• days of rest that were not used by the employee and transferred to the next working year.

Design rules

Let's figure out how to correctly fill out the vacation schedule for 2019. It is necessary to start in advance, before the established two-week deadline for its approval. The procedure for preparation, coordination and approval is best fixed in a local legal act (internal labor regulations or a separate order), which will reflect:

• person responsible for compilation (most often the head of the human resources department);
• those responsible for structural units for providing the HR department with information about the desired rest periods of employees;
• deadlines for providing such information.

Information from each department can be provided in the form of reports or tables indicating the rest periods of each employee. After providing information for all departments, the person responsible for compilation brings all the data into one table, personally signs the completed form and issues an order signed by the head of the organization. A sample of filling out the vacation schedule for 2019 can be found further in the article.

Vacation schedule form for 2019

You can download the schedule form for free in our article. To draw up the document, we recommend a unified form No. T-7 (vacation schedule, form, presented below), approved by Resolution of the State Statistics Committee of Russia dated 01/05/2004 No. 1. Below you can download the vacation schedule for 2019 (excel) for free.

Download the vacation schedule in Excel format

If you prefer Excel, you can use this program to create a vacation schedule, form T-7 (free download 2019) is presented below.

Changes and cancellations

It should be remembered that the compiled vacation schedule (the template is available for download in the article) is, first of all, a plan that may not coincide with the actual progress of work in the organization. If the planned dates do not ultimately coincide with the actual dates, it is necessary to make changes to the schedule. To do this, you need to receive a transfer application from the employee, on the basis of which an order is issued. When making changes, you must indicate the start date of the postponed vacation, and you can also indicate the reason for the postponement.

This is what it looks like in the document.

Changes are made if:

• temporary incapacity for work of the employee during rest;
• feedback from it;
• if providing rest to an employee in the current working year may adversely affect the normal course of work of the organization.

Cancellation of the vacation schedule after its approval is no longer possible, but all additions (for example, for new employees) can be issued in the form of attachments.

Should staff be familiar with this document?

Since this document is mandatory for execution by both parties to the labor relationship, it is advisable that all employees familiarize themselves with it and sign it, despite the fact that this is not provided for by law. In a self-developed form, you can provide a column for review, and if you use the unified form T-7 (vacation schedule, a sample of filling can be viewed and downloaded in our article), then make a separate standard review sheet with the order.

Vacation schedule storage period

P. 693 “List of standard management archival documents generated in the process of activities of state bodies, local governments and organizations, indicating storage periods,” approved by Order of the Ministry of Culture No. 558 dated August 25, 2010, states that such a document is stored for one year. This period is counted from January 1 of the year for which it is approved. That is, the schedule for 2019 must be approved in 2019 and stored until 01/01/2020.