home Calculators How to draw up a vacation schedule - possible mistakes and their solutions. Drawing up a vacation schedule: legal requirements, rules and practical tips Convenient vacation schedule

How to draw up a vacation schedule - possible mistakes and their solutions. Drawing up a vacation schedule: legal requirements, rules and practical tips Convenient vacation schedule

Start working on the document on time to meet the deadline. Find out how to create a safe vacation schedule for 2020. Experts have compiled complete guide to action.

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Vacation schedule for 2020: who draws up and when

The vacation schedule is a mandatory document that is drawn up annually. It prescribes how company employees will rest in the next calendar year. Both employees and the employer are required to comply with the document. The latter needs to draw up a document with clearly stated dates.

A vacation schedule is needed to:

Provide notice in advance, pay vacation pay and fulfill all other obligations towards the vacationer.
Find a replacement for a specialist who is going on vacation in a timely manner.
Prevent employees from accumulating unused vacation days - the company could be fined for this.
Distribute vacation days among work groups, teams and departments so that no department is idle due to the simultaneous absence of several employees.

The HR officer is entrusted with drawing up the vacation schedule for 2020. Can be taken as a basis unified form No. T-7 , approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of January 5, 2004. You can also develop your own document form, having it approved by order. The document is certified by the signature of the head of the personnel department and submitted to the director of the company for approval.

Attention! The State Transport Inspectorate controls the deadlines for approving the document for 2020 and strictly monitors their compliance. The deadline is December 17, which in 2019 is Tuesday. You can play it safe and approve the 2020 document in advance. Consider the length of the work week in your organization.

Information that should be in the sample:

Employer details.
Information about the employee: structural unit, position or profession, personnel number, last name, first name and patronymic.
Vacation start dates.
Number of calendar days of vacation.
Details of the transfer and notes indicating the reason for the transfer.

How to get rid of vacation debt for 2019

The HR officer needs to count the vacation days that employees have accumulated over previous periods of work in the company. The correct number of days that an employee is entitled to use in 2020 must be indicated in the vacation schedule, or a separate schedule for repaying vacation arrears must be drawn up.

Vacation arrears repayment schedule

There are several ways to pay off vacation debts if the employee doesn’t mind getting paid for them monetary compensation, and you don’t want to drag such debts on next year. Each of them has its own pros and cons.

Crib. How to get rid of accumulated vacation debts

Compilation procedure for 2020: step-by-step algorithm

Step 1. Find out what employees want

Who to include in the new schedule

Enter all full-time employees, including external and internal part-timers. You may not include in the general list women on maternity leave who do not plan to return to work in the next calendar year. But for those whose maternity leave ends next year, pay it in immediately.

Newcomers who get a job in the company after the document is approved are granted leave for the first year based on applications, and not on a schedule.

Check if there are beneficiaries in the team. They have the right to leave at any time convenient time according to the norms of the Labor Code.

If the company is large, authorize line managers to draw up preliminary draft schedules for each department, and then combine them into a consolidated vacation schedule in Excel (you can download a standard template online). It will help you do this quickly and without errors smart Excel spreadsheet from HR magazine experts. It will help you figure out the end dates of vacations, taking into account holidays, warn who will start their vacation in the near future, and formulate unified form graphic arts.

Smart vacation schedule: updated version for 2020

Attention! Came into force in October 2018 new article 262.2 of the Labor Code of the Russian Federation, which gives employees with three or more children under the age of 12 the right to take at any convenient time.

Taking into account the opinions of employees will help to avoid grievances and conflicts when drawing up a vacation schedule. It is advisable to entrust the heads of departments with collecting the wishes of subordinates. They will take into account the interchangeability of employees and seasonal workload. If the organization is small, then a personnel employee can collect the wishes of all employees.

Advice from the editors of the magazine "Personnel Business"

Discuss vacation dates with employees in advance or request information from writing. For example, instruct the heads of departments and working groups to draw up preliminary schedules, and then consolidate them into one document. What you need for this, read the article:

Step 2: Create preliminary schedules

Often it is simply not possible to take into account the wishes of all employees. In this case, we leave only the wishes of the preferential categories unchanged. We give the rest the opportunity to independently agree on their vacation time.

Many workers want to go on vacation in the summer. To ensure this, you can plan vacations in parts. In this case, the employee will be indicated in the vacation schedule in two lines. Please note:

You will need written confirmation that the employee agrees to splitting the vacation into parts.
One part of the vacation must be 14 or more calendar days.

If employees cannot reach an agreement, then department heads can schedule them a vacation at a time that is convenient for the organization. By the way, some months can be made “closed for vacations” altogether. The employer has the right to do this if, due to the nature of production, the absence of an employee during this period may adversely affect the normal course of work of the organization.

Step 3: Check preliminary schedules

Heads of departments submit pre-compiled schedules to the personnel department for verification. The personnel officer will check whether the leave begins earlier than the period for which it is granted.

Step. 4. Draw up a draft vacation schedule

A project is a document that has been drawn up, but not yet signed or approved. To ensure that employees have less conflict over vacations, collect statements from them asking when and for how long they plan to take annual paid leave next year. Draw up a draft vacation schedule for 2020. This way, you will save your nerves and save time - you won’t have to explain to a forgetful employee why his vacation was scheduled for November, although he wanted to relax in the summer.

Crib. How to draft a vacation schedule

Step 5. Agree and approve the vacation schedule

The vacation schedule must be agreed upon with the trade union, but only if there is one in the company. The trade union committee must review the draft document within 5 working days. If you don’t get a reasoned opinion, you assert it without consent.

The vacation schedule must be approved 2 weeks before the start of the next calendar year. December 17 is the latest date for approval of the schedule.

The vacation schedule can be approved by the head of the organization. To do this, he puts the date and his signature in the upper right corner of the document.
The vacation schedule can be approved if you issue an order on the main activities of the company and include in it the item “Approve the vacation schedule for 2020.” The vacation schedule itself will be an appendix to the order.

Attention! The law does not indicate how the vacation schedule must be approved. The manager does this at his own discretion.

Before giving the vacation schedule for 2020 to your manager for signature, check to see if there are any of these errors in your document.

Typical mistakes in vacation scheduling

Experts advise approving the document using the first method. Firstly, the unified T-7 form provides for approval by the head personally. Secondly, the storage period for the vacation schedule is very short - only one year from the date of expiration, and it is inappropriate to approve such documents with orders that are stored permanently.

The law does not require putting the organization's seal on the chart. This document is for internal use only.

Step 6. Familiarize employees with the vacation schedule

The Labor Code does not directly provide that employees need to be familiarized with the vacation schedule against receipt. Article 123 of the Labor Code of the Russian Federation only says that it is necessary to notify the employee of the start of vacation 2 weeks before it starts. But Rostrud (letter dated 08/01/2012 No. PG/5883-6-1) believes that the vacation schedule is a local act of the organization, therefore the employer is obliged to familiarize employees with it under signature.

Expert answer from Sistema Personnel

Is it necessary to inform employees about the vacation schedule?
Narrated by Nina Kovyazina, Deputy Director of the Department of the Russian Ministry of Health

The law does not provide a clear answer to this question. Currently there are two opposing positions on this issue.

Amount of fines:

For officials (accountant, personnel officer) - a warning or a fine of 1000-5000 rubles.
For individual entrepreneurs - a fine of 1000-5000 rubles.
For organizations - from 30,000 to 50,000 rubles.
Those who do not approve the document at all face the same fines.

Where to download a sample schedule for 2020

An example of filling out a vacation schedule for 2020

Use a “smart” document in Excel format to meet the legal deadlines and avoid mistakes when working on the document. Attached to the table ready-made template for printing - unified form No. T-7 with all the necessary details. When drawing up the document, try to take into account the wishes of the employees and respect the rights of parents with many children and other beneficiaries who are allowed by the Labor Code of the Russian Federation to take leave at any convenient time.

All working people have the right to annual paid leave. But so that all employees do not go on vacation at the same time, and the work of the enterprise does not stop, it is practiced to draw up a vacation schedule, which, on the one hand, guarantees the rights of employees to rest, and on the other, protects the employer.

What is a vacation schedule?

In essence, the vacation schedule is a schedule of annual vacations for employees, which is drawn up in order to establish the order of rest and ensure that the required number of people remain at work.

Exist certain rules drawing up a vacation schedule. Thus, the vacation schedule is drawn up and approved once a year, without the right to make changes to it (you can only write down changes in vacation dates, if they occur, and changing vacation dates is possible only on the basis of a document such as an order to postpone vacation, signed by the head of the organization). It is agreed upon with the administration of the enterprise and the trade union body (if there is one).

The vacation schedule is drawn up taking into account the wishes of employees and, of course, taking into account the peculiarities of the work process. A collective agreement or other regulatory act may establish the maximum number of people who, while working in a certain department, can simultaneously be on vacation. This is done so that the work process does not suffer or stop.

Drawing up a vacation schedule must begin in November, and it must be approved by the manager no later than December 16, that is, two weeks before the start of the new calendar year, as required by the Labor Code.

If new employees are hired during the year, they are not included in the schedule, and vacations are provided to them in agreement with the administration.

Is a vacation schedule necessary if the organization is small?

Any institution must have a vacation schedule, no matter how many employees work there. According to the Labor Code, this document is mandatory for both the employee and the employer. It gives the employee the necessary guarantees, and forces the employer to comply with the law. In addition, it is the vacation schedule that determines the order of rest for employees. Well, those who believe that complying with the requirements Labor Code not necessarily, they must be prepared for the fines that the labor inspectorate imposes on employers for not having an approved vacation schedule.

Rights of certain categories of employees when drawing up a vacation schedule

When drawing up a vacation schedule, it is necessary to take into account that some categories of employees (the list is presented in the table below) have the right to receive regular vacation at a certain time. For example, women who have two (or more) children under 12 years of age have priority rights to leave summer time. The same benefits are provided for single fathers, war and labor veterans, employees under 18 years of age, guardians or trustees, combat veterans, people with the title of Hero of Russia, Hero Soviet Union, full holders of the Order of Glory. In addition, spouses of military personnel can also go on leave at the same time as their husband (wife).

№	Category of workers	Regulatory legal document
1	Citizens exposed to radiation as a result of the disaster Chernobyl nuclear power plant	Law of the Russian Federation of May 15, 1991 No. 1244-I “On the social protection of citizens exposed to radiation as a result of the disaster at the Chernobyl nuclear power plant” (as amended on July 25, 2002)
2	Heroes of the Soviet Union, Heroes Russian Federation and full holders of the Order of Glory	Law of the Russian Federation of January 15, 1993 No. 4301-I “On the status of Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory” (as amended on July 13, 2001)
3	Citizens awarded the “Honorary Donor of Russia” badge	Law of the Russian Federation dated 06/09/1993 No. 5142-I “On the donation of blood and its components” (as amended on 04/16/2001)
4	Veterans of the Great Patriotic War, other participants in the Great Patriotic War and hostilities, labor veterans	Federal Law of January 12, 1995 No. 5-FZ “On Veterans” (as amended on July 25, 2002)
5	Heroes of Socialist Labor and full holders of the Order of Labor Glory	Federal Law of 01/09/1997 No. 5-FZ “On the provision of social guarantees to Heroes of Socialist Labor and full holders of the Order of Labor Glory”
6	Citizens who received a total (cumulative) effective radiation dose exceeding 25 cSv (rem)	Federal Law of January 10, 2002 No. 2-FZ “On social guarantees for citizens exposed to radiation as a result of nuclear tests at the Semipalatinsk test site”

How to make a vacation schedule correctly?

The organization's vacation schedule is a local act, which contains information about the priority of vacations for employees of all structural divisions. There is a specific form for its preparation, and a sample vacation schedule can be found on the Internet. Each structural unit of the organization has its own vacation schedule. This is done in many enterprises, and this scheme is considered the most convenient: first, department heads draw up their schedules depending on the department’s needs for the number of required personnel, and then the HR department adjusts the submitted schedules taking into account existing benefits.

After this, HR officers submit the corrected (if necessary) schedules for discussion to employees whose vacations were postponed for some reason, and to department heads for approval. This also makes sense, since only the head of the department can say which employees should be present at the workplace at a particular time of the year. As for the transfer of vacation to employees, which may take place during the adjustment, sometimes when the vacation of one employee is shifted, the vacation of several others is shifted, which also requires agreement with those whose interests are affected.

After agreeing on and resolving all controversial issues, the corrected schedules are again transferred to the personnel department, where a consolidated schedule is already drawn up for the entire enterprise.

Drawing up a vacation schedule in small institutions

For small businesses It is common to conduct a preliminary survey of employees about vacation time, which is carried out by personnel department employees or heads of structural divisions. To avoid unnecessary problems and discrepancies in the wishes of workers, labor inspectors recommend not just conducting a survey of workers, but formalizing its result, with the signature of the employee himself, which will confirm that he does not object to the specific vacation time that was offered to him. After collecting data on the wishes of employees, you need to take a sample vacation schedule () and create a draft document, which will once again have to be agreed upon with the heads of structural divisions.

Important points to consider when scheduling vacations

When drawing up a vacation schedule, in addition to the wishes of employees, it is also necessary to take into account the requirements of current legislation. Namely:

№	Categories of workers, types of work, production	Duration annual leave	Regulatory legal act
1	Workers under 18 years of age	31 calendar days	Labor Code of the Russian Federation - Article 267
2	Teaching staff of educational institutions	42, 56 calendar days (the specific duration is established by Decree of the Government of the Russian Federation dated October 1, 2002 No. 724)	Labor Code of the Russian Federation - Article 334
3	Disabled people employed in organizations regardless of organizational and legal forms and forms of ownership	at least 30 calendar days	Federal Law of November 24, 1995 No. 181-FZ “On social protection of disabled people in the Russian Federation” (as amended on May 29, 2002) - Article 23
4	Elderly citizens and disabled people living in inpatient institutions social services, working under the terms of an employment contract	30 calendar days	Federal Law of 02.08.1995 No. 122-FZ “On social services elderly citizens" - Article 13
5	Civil servants		Federal Law of July 31, 1995 No. 119-FZ “On the Fundamentals of the Civil Service of the Russian Federation” (as amended on November 7, 2000) - Article 18
6	Municipal employees	at least 30 calendar days (for certain categories, vacation may be longer)	Federal Law of 01/08/1998 No. 8-FZ “On the Fundamentals of Municipal Service in the Russian Federation” (as amended on 07/25/2002) - Article 17
7	Judges	30 working days; 45 working days (in areas equated to the regions of the Far North, and in areas with severe and unfavorable climatic conditions, where wage coefficients are established); 51 working days (in the Far North)	Law of the Russian Federation of June 26, 1992 No. 3132-I “On the status of judges in the Russian Federation” (as amended on December 15, 2001) - Article 19
8	Workers of the prosecutor's office (prosecutors and investigators, scientists and teachers)	30 calendar days	Law of the Russian Federation of January 17, 1992 No. 2202-I “On the Prosecutor’s Office of the Russian Federation” (as amended on July 25, 2002) - Article 414
9	Prosecutors and investigators working in areas with severe and unfavorable climatic conditions	at least 45 calendar days	Note. The specific duration is established by the Government of the Russian Federation (Resolution No. 242 of 03/06/1996): 54 calendar days - in the regions of the Far North; 46 calendar days - in areas equivalent to the regions of the Far North.
10	Tax police officers	30 calendar days; 45 calendar days (when serving in areas with severe climatic conditions)	Federal Law of June 24, 1993 No. 5238-I “On the Federal Tax Police Bodies” (as amended on July 25, 2002) - Article 13 Regulations on service in the tax police bodies of the Russian Federation (Resolution of the Supreme Council of the Russian Federation of May 20, 1993 No. 4991 -I (as amended on June 30, 2002)
11	Police officers	30 days plus travel time to and from your holiday destination	Law of the Russian Federation of April 18, 1991 No. 1026-I “On the Police” (as amended on April 25, 2002) - Article 20
12	Customs officers	30 calendar days excluding travel time to the vacation destination and back	Federal Law of July 21, 1997 No. 114-FZ “On Service in customs authorities Russian Federation" (as amended on July 25, 2002) - Article 36
13	Members of the Federation Council Deputies of the State Duma	48 working days	Law of the Russian Federation dated 05/08/1994 No. 3-FZ “On the status of a member of the Federation Council and the status of a deputy of the State Duma Federal Assembly Russian Federation" (as amended on July 25, 2002) - articles 28, 40
14	Assistant to a member of the Federation Council, deputy of the State Duma, working under an employment contract	up to 36 working days
15	Citizens working with chemical weapons	56 calendar days (for the first group of works); 49 calendar days (for the second group of work)	Federal Law of November 7, 2000 No. 136-FZ “On the social protection of citizens engaged in work with chemical weapons” (as amended on July 25, 2002) - Article 5
16	Rescuers of professional emergency rescue services, professional emergency rescue teams	30 days - having continuous work experience in professional emergency rescue services, professional emergency rescue units as rescuers for up to 10 years; 35 days - having worked in the above services and formations for more than 10 years; 40 days - having worked in the above services and formations for more than 15 years	Federal Law of August 22, 1995 No. 151-FZ “On emergency rescue services and the status of rescuers” (as amended on March 24, 2001) - Article 28

Form T-7: why is it and where to download it?

Today, the T7 form of the vacation schedule is in force, which was approved by the Resolution of the State Statistics Committee of Russia in 2001. Some personnel officers believe that the vacation schedule can be drawn up in any form. But, since there are unified forms of accounting documentation, which include the T7 form, it is worth using it to draw up a vacation schedule. Moreover for financial structure enterprise form T7 is the document on the basis of which vacation pay will be paid to employees. So the question of using or not using the T7 form is meaningless.

Of course, sometimes when dividing vacation into parts or the need to inform an employee that he is going on vacation (this must be done two weeks before the start of the vacation), difficulties arise, since the T7 form does not provide for such actions. But everyone solves this problem in their own way. For example, they use additional lines or add an extra column for the employee’s signature (and some attach an additional introductory sheet to the vacation schedule).

Many people are interested in the question of whether an order is needed to approve the vacation schedule? No, not needed. Since the T7 form contains a section “I approve” in the header, where the manager puts his signature, it itself is an order, so there is no need for another additional order.

You can download form No. T-7 at.

Vacation schedule and trade union

The unified form of the vacation schedule was created taking into account the requirements of the Labor Code and, accordingly, has a template for approval of the trade union. Currently, the Labor Code does not require coordination of the vacation schedule with the trade union organization. But if a trade union exists at the enterprise, then the schedule is agreed upon with the chairman of the trade union body. If there is no trade union, then this is indicated in the template.

The agreement itself with the trade union is carried out at the stage of the draft vacation schedule. When it has already been drawn up, but has not yet been approved by the head of the organization. The project is signed by the boss HR department and heads of structural divisions. Then a trade union representative meets him. The schedule agreed upon with the trade union is submitted to the manager for signature, after which it is considered completely legal and cannot be disputed by employees.

How to transfer vacation to an employee?

If for some reason an employee cannot go on vacation at the time specified in the schedule (this can be either a business need or personal reasons), then he must submit an application to postpone the vacation. If the issue is resolved positively, an order from the manager is issued, and corresponding entries are made in columns 7-9 in the vacation schedule. If the vacation is canceled for a reason that is related to production process, or the employee is recalled from vacation, then the transfer of vacation to the next year is recorded in column No. 10 - “Note”.

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

the boss and deputy cannot go on vacation at the same time
the department should retain such a number of employees that can support its normal functioning
Specialists of the same profile cannot go on vacation at the same time
The vacation accumulated over several years should not be summed up; it is better to divide it into several parts
there is no need to assign the responsibilities of an employee on vacation to someone who has the right to go on vacation out of turn
Vacations need to be distributed so that the work process and employees do not suffer

And in order not to do unnecessary work by correcting the draft schedule, it is better to agree in advance with employees and heads of structural divisions on the vacation dates and the breakdown of the vacation into parts (if they want to divide it).

The vacation schedule is designed to provide annual vacations to the company's employees. At the same time, according to Article 123 of the Labor Code of the Russian Federation, Part 2, the vacation schedule approved by the employer is mandatory both for each employee and for the employer himself.

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

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

Is it possible to divide the vacation period into parts?

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

Some HR specialists use additional lines or add another column for the employee’s visa. Other employees use the additional one that comes with the schedule.

How to reflect last year correctly?

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

How to correctly make an entry in Form T-7? It might look like this: “Calendar days and start date – 14 for 2014 from 09/05/2016, 28 for 2015 from 09/29/2016, 28 for 2016 from 11/28/2016.”

Is it possible to specify only the month?

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

Is it allowed to fill out upon the start of the vacation?

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

Which employees should be included in the document?

The following types of vacation must be included in the schedule:

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

A rest priority plan is drawn up for all workers:

employed at their main place of work;
for persons combining work activities (part-time workers).

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

Also the plan does not include administrative leaves (without pay), maternity and child care leave.

Do I need to flash it?

No, you do not need to flash the schedule, since it is an informational document and you often need to refer to it.

Duration of main rest time

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

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

Annual basic paid leave is provided to employees for 28 calendar days.

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

Filling procedure

The work of filling out the table begins with the HR employee entering information in the first six columns. The following instructions should be taken into account:

Column 2– employee position specified in the staffing table.
Column 4– indication of personnel numbers; if none are assigned, then the column is skipped.
Columns 7-9– the HR specialist fills in handwritten text, noting that employees are going on vacation. After the employees return, the corresponding notes are made in column 7.
Column 8– indicates the document that serves as the basis for transferring the vacation.

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

The manager has the right to add additional column 11 to the form, in which each worker must sign, confirming his awareness. Along the way, you can create notifications that are used as applications, as well as add certain changes regarding the date of leave based on the employee’s application.

Approval procedure

The order of provision of rest to workers is always approved only by the company manager. The document is endorsed by the head of the HR department and the director of the company. Trade union representatives may take part in the process of forming vacation schedules.

Is there a stamp?

There is no need to put a stamp unless internal rules the employer has not established a different procedure. The vacation schedule is an internal document of the enterprise. Therefore, there is no need to put a stamp on it.

Seal of the organization general rule is an additional confirmation of the authority of the person who signed the document for external contractors. There are no stamp details on the unified form of schedule No. T-7, which was approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

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

Common mistakes and ways to avoid them

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

The boss and deputy cannot go on vacation at the same time.
The department must retain such a number of employees as can support its normal functioning.
Specialists of the same profile cannot take a vacation at the same time.
The vacation accumulated over several years should not be summed up; it is better to break it into several parts.
There is no need to assign the responsibilities of an employee on vacation to someone who has the right to go on vacation out of turn.
The distribution of vacation days must be formed in such a way that the work process and the workers do not suffer.

Employee familiarization

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

The employer is obliged to notify each worker of the start date of the holiday under a personal signature. no later than two weeks (Part 3 of Article 123 of the Labor Code of the Russian Federation).

To do this, you can include an additional column in the schedule form (“Notified about the start date of the vacation”). Other options for notifying workers are also possible, for example, statements, a familiarization visa on a vacation order (). The employer independently determines the most appropriate method of notifying employees about leave.

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

A vacation priority plan is drawn up 14 days before the start of the new calendar year. Changes are made in individual cases (subject to the employee’s application and other documents). To clearly and correctly reflect information, the unified T-7 form is used, but a free-form option is also allowed.

Video on the topic

Watch a video about drawing up a vacation schedule using the T-7 form:

If you find an error, please highlight a piece of text and click Ctrl+Enter.

The time of its start and return to work is documented in the vacation schedule, which is mandatory for both the employee and the employer. This norm applies not only to large enterprises, where the preliminary planning of employee holidays is determined, first of all, by the need rational organization working process, but also small companies without a trade union body.

Absence of this document at the enterprise may be a reason for a fairly substantial fine: from 30 to 50 thousand rubles, according to Article 5.27 of the Code of Administrative Offenses of the Russian Federation.

Rules for scheduling vacations

The schedule is drawn up by the personnel service of the enterprise or by the person performing the functions personnel records management, taking into account the wishes of employees. It is especially important to comply with the requirement of voluntariness when determining the timing of the next vacation for categories of employees who have the right to use it at any time convenient for them.

employees whose age has not reached 18 years (Article 178 of the Labor Code);
mothers of two or more children under 12 years of age, regardless of the presence of a father and his participation in raising children, fathers, guardians or trustees raising 2 or more children under 12 years of age without the participation of the mother (Article 1721 of the Labor Code);
husbands during the stay of his wife (Article 123 of the Labor Code of the Russian Federation);
honorary donors of Russia (Law No. 5142-I of 06/09/1993);
persons injured as a result of the Chernobyl accident or who received a total radiation dose of more than 25 cSv (Law No. 1244-I of May 15, 1991 and Law No. 2-FZ of January 10, 2002, respectively);
labor and war veterans (including war invalids);
veterans of hostilities that took place on the territory of other countries (including those who received disabilities as a result of their participation in hostilities);
persons who received the honorary title of Hero of War or Labor both in the USSR and in the Russian Federation, full holders of the Orders of Glory and Labor Glory.

In order to document the employee’s agreement with the vacation periods established for him, a questionnaire is filled out, where the wishes of the employee himself are noted or the pre-planned period of absence is indicated, and his personal signature is also affixed. In some cases, the preparation of this document may be carried out without the participation of the employee, but then it is necessary to notify him in writing (no later than 14 days in advance) and obtain a signature of consent within the established deadlines.

This does not mean that the employee is free to dictate terms when choosing vacation period. The management of the enterprise has the right to set rest times for employees in such a way as to ensure compliance with production tasks. Thus, restrictions on the number of employees simultaneously absent from work must be taken into account in the vacation schedule.

Responsibilities for drawing up a schedule are assigned to the personnel service by a separate order of the manager. According to the same order, in the absence of personnel officers, their function can be performed by any employee who has the necessary qualifications and access to information.

The vacation summary table must indicate all employees on the organization's payroll at the time of its approval. Thus, a person hired before the order to approve the schedule must be included in it, even if during the period of determining the priority of the annual vacation he was absent from the staff.

Deadlines

Vacation schedule: deadlines for drawing up for all employees in accordance with the current standards of the Labor Code of the Russian Federation (Part 1 of Article 123) must be approved no later than December 16 of the previous year. The larger the enterprise, the earlier this process should begin.

Prepare preliminary tables for vacations for large enterprises start from the end of September - beginning of October. Small organizations with a number of employees of up to 20-30 people can begin distributing rest days two to three weeks before the approval deadline.

What are the features of scheduling?

Order

First, you need to issue an order on drawing up a vacation schedule, its preparation and assign this responsibility to a specific person responsible for personnel records. The next stage is an analysis of the number of days of unused vacation in previous years, days of rest and the right to receive them at a time convenient for the employee. It is important that the schedule includes all vacation days for the year for which it is being drawn up, including unused days for the current and previous years.

To find out the wishes of the employees themselves, you can use a questionnaire (a sheet for agreeing on deadlines). In case of controversial situations (when several employees apply for vacation at the same time, or the absence of a member labor collective during the period of active operation of the enterprise may threaten to decrease required level production) final deadlines can be set by the administration. In this case, written notice or consent of the employee is required.

To document the vacation schedule, Form No. T-7, approved by Resolution of the State Civil Service of the Russian Federation No. 26 of 04/06/2001, can be used, however, from January 1, 2013, its use is not mandatory. It is important that the following details are indicated in the summary table-graph:

Full name of the employee;
his position, structural unit (at large enterprises, schedules can be generated for each unit);
number of vacation days in the plan year;
the approximate duration of the employee’s vacation;
actual rest period.

The planned duration can be specified as exact dates, and for months. And all the time for rest provided by law, at the request of the employee, can be divided into several parts, but taking into account the fact that one of them must be at least 14 days.

After drawing up a draft vacation schedule, this document is endorsed by the head of the personnel service and the heads of the relevant departments, after which it is approved by the head of the organization.

Is a separate order needed?

The question is whether a separate order should be issued in this regard has not yet been clearly settled. The stamp “I approve” on a document is sometimes considered as a self-sufficient confirmation of agreement with management.

However, in order to avoid disputes with inspectors, although the procedure for drawing up a vacation schedule will be followed without this, it is advisable to include such an order (in free form, “On approval of the vacation schedule for year xxxx”) in the document flow.

Changes may be made to the document due to various circumstances. This:

hiring or dismissal of employees;
the employee’s request for leave due to personal circumstances (usually for a later period);
the possibility that the absence of an employee will negatively affect the work of the organization (production necessity);
monetary compensation for several unused days in agreement with the employee.

Any changes to the schedule are made on the basis of a separate order leader. Newly admitted employees can be included both in the main list (based on the order on changes in the order of provision of rest) and in the additional one, which is attached to the main one.

The rules of compilation are also described in the video below.

Common mistakes

Drawing up a vacation schedule: typical mistakes are:

incorrect calculation of the duration of the main and;
non-coordination of vacation dates for part-time workers with the main place of work;
when the employee’s right to leave at a time convenient for him is not taken into account (preferential categories) or there are no documents confirming the right to this benefit;
lack of employee consent to the deadlines specified in the schedule in writing.

As a rule, if an error is discovered on your own, it can be corrected in agreement with the administration of the enterprise.

Drawing up employee vacation schedules for the coming calendar year with the signature of the manager is carried out in each organization no later than two weeks before January 1. This rule laid down in Article 123 of the Labor Code. That is, for example, December 17, 2016 is the last date for its approval when drawing up the vacation schedule for 2017.

What does it contain

Its purpose is to reflect information on the procedure for distributing paid annual leave for each employee. Such data is planned for the entire calendar year on a monthly basis. Develops graphics personnel service, which takes a lot of time from its specialists.

Organization of collection and processing procedures necessary information may be different. In some organizations this work is entrusted to a specialist specifically allocated for this; in others, responsibilities are distributed differently. Each of the HR department employees is in charge of specific departments.

Drawing up a vacation schedule is a responsible procedure. It is necessary to take into account a large number of factors - from the wishes of the workers themselves regarding current deadlines to the important needs of the production process. At the same time, it is necessary to monitor compliance with labor laws. It is possible and necessary to reflect the order and all the nuances and conditions regarding this issue in the main local acts of the organization. That is, they must be written down on the pages of the collective agreement or PVTR.

Order on drawing up a vacation schedule: sample and main contents

The procedure for filling out such a schedule must be described in detail in the instructions regarding personnel records management issues. If it is not there, work should begin with the issuance of the corresponding order - on drawing up a vacation schedule. What is he required to contain?

1. Full name of the specialist who is responsible for preparing this document.

2. The timing of agreement with employees on their specific wishes regarding the start dates of each person’s vacation.

3. The day by which the head of the structural unit settles the above wishes with plans production work each department.

4. Deadline for submitting the draft schedule to management for approval.

Below we suggest taking a look at a sample of drawing up a vacation schedule in the form of a corresponding order.

Main operating principles

What requirements must be taken into account when drawing up a vacation schedule? It must imply the specifics of production, compliance with work technology and the principle of interchangeability of employees. The possibilities for this are laid down in the Labor Code of the Russian Federation. To avoid disagreements and disputes, the priority of vacations with the procedure for determining it in mandatory prescribed in a collective agreement or other regulatory local act. For example, it is mandatory to indicate the impossibility of the head of the department and his deputy going on vacation at the same time.

Depending on the specifics of the organization, the provision of annual leave only during certain months may be recorded at the documentary level. For example, they are only in schools in the summer, otherwise the learning process may be disorganized. There are situations when it is convenient to go on vacation right away most team. This is often associated with seasonal ups and downs in the work of a particular production.

But in most cases best option- relatively even distribution of vacations throughout the calendar year.

Where to begin?

What are the basic rules for scheduling vacations? The preparation of the project in organizations is usually carried out by the personnel department. For convenience, special forms are used. IN modern conditions Computer programs for scheduling vacations are common. At the preliminary stage, information about their use by employees over the past period is analyzed to determine the possible number of rest days for the current year. The availability of employees belonging to preferential categories and entitled to priority in priority is clarified.

Then the employee data is transferred to the management of individual departments. Their task is to clarify the employee’s opinion when drawing up a vacation schedule (each personally) regarding the date of departure or the possibility of division into parts. Such wishes must be reasonably coordinated with the department’s work plans for the year, on the basis of which the optimal priority is developed. Thus, all departments manage their own projects.

Having collected the results together, the personnel service prepares, based on them, a consolidated vacation schedule for the entire organization, which is then submitted to management for approval.

What is required to be included

This includes paid annual leave - basic and additional, as well as those calendar days that remained unused by employees in the current year. The standard duration of the main vacation is 28 days (calendar). Some categories of workers, by law, enjoy vacations of longer duration. Who are we talking about?

Minors (under 18 years of age) workers, according to Article 267 of the Labor Code, enjoy the right to leave of 31 calendar days. Leave for disabled people, according to Article 23 of Federal Law No. 181, which concerns issues of social protection of this category, should not be shorter than 30 days. and other educators - from 42 to 56 days (in all cases we're talking about about calendar days) depending on the type of OS ( kindergarten, school) and positions. This provision is regulated by Article 334 of the Labor Code of the Russian Federation, as well as by special Government Decree No. 724, adopted in 2002.

The rights provide for rest for 30-35 days annually on the basis of Federal Law No. 79, adopted in 2004.

About additional holidays

Above we discussed basic annual paid leave. In addition, according to Article 116 of the Labor Code of the Russian Federation, there are also additional holidays. Those who are employed in dangerous and harmful work (or of a special nature), work in abnormal conditions, in the Far North, etc., as well as in some other specific cases stipulated by law, have the right to them.

Each employer, taking into account its financial and production capabilities, has every right provide employees with additional holidays own initiative. The procedure for such a procedure, as well as the standard rules for drawing up a vacation schedule, is approved by the collective agreement, taking into account the opinion of trade union organization. When calculating the total duration, the days of additional vacations are summed up with the main ones and reflected in the schedule.

About preferential categories

When compiling it, we should not forget that the organization may have employees who have the right to leave at a time that is convenient for them. You should start drawing up a schedule directly with these people. Who gets this privilege?

1. Minors under 18 years of age (according to Article No. 267 of the Labor Code).

2. Part-time workers (vacations from the main job and the additional one must coincide in time - Article 286 TK).

3. husband and wife in this case must be identical - Article 11 of Federal Law No. 76 on the status of military personnel).

4. For women before or immediately after maternity leave, or at the end of leave given for long-term child care - Article No. 260 TK.

5. For those employees whose wives use maternity leave - Article 123 TK.

Even after agreeing on all dates and deadlines with representatives of the above-mentioned categories, the manager must be prepared for a situation where one of them changes their decision within a year and applies for leave from a different date. In this case, the boss does not have the right to refuse.

The procedure for drawing up a vacation schedule in individual cases

Employees can plan vacations either entirely or in parts. When dividing it, you should adhere to the requirements of Article 125 of the Code. They are as follows: at least one of the parts must be equal to 14 calendar days or more. The reason is simple and is related to concern for the health of citizens. The recovery time for a person after hard work for a year is at least two weeks.

Another nuance is that such a division of vacation time into parts is possible only by agreement between the employee and management. If one of them is against it, the vacation cannot be split up. The manager confirms his consent to such a division by signing the vacation schedule or order. Where exactly the other party - the employee - signs is not regulated by law. Specific organizations use different methods to obtain this confirmation.

1. When the initiative to share leave is the employee’s business, he submits an application requesting this. This is done before the date on which the schedule must be approved. If the employer agrees, he will put a resolution “to allow” with a date and signature on the application.

2. In a situation of initiative on the part of management when developing a vacation schedule, the employer may offer the employee the division of the main vacation into the required number of parts, indicating the start and end dates of each of them. If the initiative meets with understanding, the subordinate will have to confirm - “I have read and agree” - in the same way, with his own signature, its decoding and the current date. This form of reaching agreements complies with legally accepted norms. But this method requires some time.

3. In the form of the schedule, an additional column is introduced - “I have read and agree” - and the lines provided for the signatures of employees with a transcript. By signing, the employee confirms that there are no claims regarding the dates of leave and the facts of its possible division into “pieces”. This saves working time.

note

This method is widespread, but there are some nuances. It cannot be called completely correct. Let's say the signatures of all employees except one have been received. If there is a categorical refusal, management has no right to force it. You will either have to draw up a new schedule, or worry about collecting the signatures of everyone else again. That is, this method is quite dubious from a legal point of view.

In some organizations, the internal regulations already include a clause on the provision of vacations twice a year (each equal to 14 calendar days). By default, the employee’s signature when reading this document is implied as consent to such a division. But Article 8 of the Labor Code of the Russian Federation regards this as a worsening of the worker’s situation. The fact is that PVTR is an organization and expresses only the will of the leader, but is not an agreement of the parties labor relations. Taking into account the opinions of trade union representatives does not change this status.

About newcomers, part-time workers and mothers with children

What should you know about newly hired employees? The right to paid leave appears after six months of continuous activity in a given place (Article 122 of the Labor Code). By agreement with the employer, this period can be reduced. For a certain category of workers (minors, part-time workers, etc.) it does not depend on length of service in a given organization.

How are they planned? It's not that simple. Sometimes there is no information about the time such an employee goes on leave at his main place. Most often, this happens if the procedure for developing schedules in both organizations is carried out simultaneously. Since the mandatory simultaneous provision is strictly regulated, the timing of the vacation schedule will have to be planned based on the employee’s words. Moreover, you should be prepared for a possible postponement of the date.

Should the schedule contain the names of employees on maternity leave? In many organizations, it includes the names of all women caring for babies; the law does not oblige it to be included there, but it does not prohibit it either. In fact, it is impossible to plan the next vacation in this category in advance. After all, each employee enjoys the right to interrupt maternity leave and return to official duties at any time convenient for you.

In addition, there is no information about when this employee will want to exercise the right to annual leave. Therefore, such cases should always be considered on an individual basis.

What about past years?

What to do with unused vacations? Are they included in the schedule or not? Can days not used for 2 years actually expire? According to Rostrud Letter No. 473-6-0 of 2007, such leaves are included in general schedule or provided at the request of the employee. It is more convenient if they are reflected when drawing up a vacation schedule for the 2017 (or any other) calendar year, as this will make it possible to visualize the state of affairs with accumulated unused rest days across the entire organization.

According to the law, employees should be sent on vacation annually. Cases of transferring them to the next year are among the exceptions. Such “overdue” leave must be granted no later than 12 months after the end of the year for which it is due (Article 124). That is, drawing up a vacation schedule for 2017 implies entering into it all the “debt” for days of rest to employees for 2016.

It is prohibited to refuse to grant leave for two years in a row, and preferential categories (minors and those working in dangerous, harmful conditions) is supposed to rest every year. Vacations cannot “burn out.” The employee’s rights to it are preserved, but the manager, if the fact of such savings is discovered in the event of an inspection by the labor inspectorate, can be seriously punished.

Written with a pen...

Upon completion of the approval procedure for the vacation schedule, it is binding. This means that management does not have the right to postpone the deadlines specified in the document without a particularly compelling reason. And the employee undertakes to use the days allotted to him according to what is written. If there is a need for any deviations, any of them is formalized by an appropriate order with a note indicating the reason in the schedule.

If an employee is hired after the document has been approved, he is sent to rest on the basis of an additional order on drawing up a vacation schedule or on a personal application.

Design - what are the features?

The form of the vacation schedule can be developed by the organization independently, taking into account the requirements of Article 9 of Federal Law No. 402 “On Accounting”. It contains a list of details of primary accounting documents that are required. It is most convenient to take T-7 (unified form) as a basis when drawing up a vacation schedule. If necessary, unnecessary information can be removed from there and entered additional columns. For example, in the absence of a trade union body, the column about taking into account its opinion can be crossed out.

The name of the organization, each structural unit, all positions, full names of employees are given in full, without abbreviations. If leave is granted in parts, a separate line is allocated for each of them. The document is signed by the chief personnel officer and approved by the management of the organization. The date for drawing up the vacation schedule is required. The opinion of the trade union body is taken into account if it exists at the enterprise.

Let's take care of people

Is it necessary for every employee to be familiar with the schedule? In this case, the unity of opinion among experts on labor legislation not visible. Some of them classify such a schedule as a local act with the need for everyone to familiarize themselves with their signature. Others agree that this is not necessary.

In practice, in most organizations, drawing up a vacation schedule still involves collecting employee signatures under it - in order to inform the latter. The schedule is usually posted in a publicly accessible place on an information board.

Notes to it may contain any information necessary for personnel employees. For example, reasons for postponing vacations, etc. The original document is usually kept in the HR department. A copy is usually provided financial services for accounting purposes for assessing and planning material reserves for the payment of vacation pay. To the rest structural divisions As a rule, extracts from the schedule are issued for the convenience of organizing production activities.

The storage period for such a document is one year after the end of the current calendar period. Its absence at the enterprise is fraught with administrative liability, as it is considered a violation. Article 5.27 of the Code of Administrative Offenses of the Russian Federation prescribes punishment for this in the form of a fine from one to five thousand rubles. ( officials) or 30,000-50,000 rub. (legal).