Unified form of vacation schedule. Is the vacation schedule a mandatory document?

Vacation schedule: procedure for drawing up, filling out and approving

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.

Why do you need a vacation schedule?

The vacation schedule is a local regulatory act that must be in place at the enterprise not only because it is required by law, but also to ensure the process of continuous production and prevent the process from stopping due to key employees being on vacation.

The document is usually drafted HR department. Its employees interview the heads of all departments of the company, and they, in turn, interview their subordinates. The latter must report the dates on which they are going on holiday next year.

If the organization has quite a lot of employees, then it is best to start drawing up a schedule in the fall. The document must include all employees with whom the company has signed employment agreements, including management.

By law, you need to accept the schedule no more than 2 weeks before last day of the year. Inspection can be done after this date.

For some employees, the law determines benefits when choosing the desired rest time. But such employees need to confirm their right in advance by providing the necessary supporting documents.

The schedule must reflect all types of possible vacations:

Attention! According to Article 124 of the Labor Code of the Russian Federation, the employer is prohibited from not providing annual leave to employees who, according to the SOUTH regulations, are employed in hazardous and harmful conditions labor, eighteen year olds, and the rest of the employees for 2 consecutive years.

What is the penalty for failure to provide vacation on time? According to Part 1 of Art. 5.27 of the Administrative Code, for a primary violation, an LLC can be fined 30-50 thousand rubles, an individual entrepreneur 1-5 thousand rubles. And for secondary – 50-70 and 10-20 thousand rubles, respectively.

Can unused vacation expire?

In some sources you can find information that vacation “burns out,” while others say that it does not.

The position is not unambiguous - on the one hand, there is Article 124 of the Labor Code of the Russian Federation, which does not say anything about the fact that vacation can be burned, on the other hand, there is the International Convention on Vacations, in force since 2011.

1 of the Vacation Convention states that unused vacation time may be used no later than 18 months after the end of the year for which it was granted. Therefore, after this period, the missed rest time can no longer be used. Arbitration courts, in turn, take an ambiguous position.

To avoid fines, do not make your employees’ vacations overdue by up to two years. It is necessary to include these periods in the vacation schedule, having agreed upon them with the employee. Or, upon written request, replace it monetary compensation behind unused vacation.

When and for what period is it approved?

Existing regulations determine that every enterprise that has employment contracts with employees must approve a vacation schedule for next year no later than two weeks before the end of the current year.

Therefore, it can be developed starting from the autumn months. It is necessary to take into account that the date of approval of the schedule for the next year must be no later than December 17.

The schedule is developed at the enterprise and individual entrepreneurs for a period of one year. This procedure must be carried out annually. This is due to the fact that the right to leave and its duration are established within one year.

In addition, filling out the vacation schedule annually allows you to control whether all employees have taken advantage of this right. If you violate the deadlines for approving the schedule, administrative measures may be applied to the enterprise for this.

Is it necessary to make a schedule or not?

The Labor Code of the Russian Federation requires that all employers, whether organizations or entrepreneurs, draw up a vacation schedule. Moreover this requirement mandatory to comply with, otherwise the Code of Administrative Offenses will be punished.

When an entrepreneur works independently without involving employees, he is freed from drawing up a schedule. Also, they do not have to draw it up and approve it individuals who act as an employer.

Download the form and sample of filling out the T-7 form

Form.

Vacation schedule for 2018 form free download Word.

Download a sample vacation schedule in Pdf format.

Attention! After drawing up the schedule, it is necessary to familiarize all employees with it. To do this, you can use a familiarization sheet.

Sample of filling out a vacation schedule using form T-7

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

Filling out the document must begin by indicating the full name of the company or full name. entrepreneur. To the right of this line is a field in which companies are also required to enter the code assigned to them according to the OKPO directory.

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;
  • A separate order is issued to approve the vacation schedule. 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.

How to draw up an order approving a vacation schedule

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 responsible person did not warn the employee 2 weeks in advance about the approaching time of rest. In order to make such a change, the employee must fill out an application indicating new vacation dates.

The law establishes cases when the administration has the right to postpone vacation if the employee’s absence from his place may disrupt normal work companies. However, in 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 an order is issued to amend the vacation schedule;
• 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;
• Consent is conveyed to 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.

How to draw up an order from the manager to make changes to the vacation schedule

Source: https://buhproffi.ru/dokumenty/grafik-otpuskov.html

Filling out a sample vacation schedule for 2018

The vacation schedule (Labor Code of the Russian Federation, Article 123) establishes the sequence 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 two or more children under the age of 12, as well as other employees (including guardians) raising such children;
• 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 of the Great Patriotic War, disabled war veterans, combat veterans, including those who received disabilities (Articles 6, 14–19 of the Law of January 12, 1995 No. 5-FZ);
• Heroes Soviet Union, Heroes 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 USSR and Russia (Parts 1, 2 of Article 23 of the Law of July 20, 2012 No. 125-FZ);
• victims of the Chernobyl disaster and other accidents associated with any kind nuclear installations(subparagraph 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 of employees in structural divisions, their personnel numbers, 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;
• additional (for example, for employees engaged in work with hazardous and hazardous conditions labor 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

It is necessary to begin the process of drawing up the document 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.

Download the vacation schedule form, form T-7

Download vacation schedule for 2018, Excel

If you prefer Exel, you can use this program to create a vacation schedule, the T-7 form in Excel format is presented below.

Changes and cancellations

It should be remembered that the drawn up vacation schedule 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 binding on both parties labor relations, then all employees must familiarize themselves with it and sign it.

In a self-developed form, you can provide a column for familiarization, and if you use the T-7 form, then make a separate standard sheet for familiarization with the order.

Vacation schedule storage period

693 “List of typical management archival documents, generated in the process of activity government agencies, organs local government and organizations, indicating storage periods,” approved by Order of the Ministry of Culture dated 25.

08.2010 No. 558 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 2018 must be approved in 2017 and stored until January 1, 2019.

Source: https://gosuchetnik.ru/kadry/grafik-otpuskov

The vacation schedule for 2018 must be prepared before December 15, 2017. How to draw up, fill out and approve the schedule - see our instructions.

A visual example will help you quickly prepare a document.

Important! A vacation schedule is not a formal piece of paper, but a document.

And the vacation periods specified in it must be strictly observed.

It's not just employees who need a vacation schedule for the entire year.

First of all, the company itself needs it, as it allows it to regulate workload, especially during hot summer periods.

In addition, the schedule helps to avoid disputes between employees and management about the priority of granting leave.

Who makes the 2018 vacation schedule

The vacation schedule for 2018 is compiled by all enterprises. If a commission from the Labor Inspectorate comes to you and does not find the schedule, you will face large fines (30,000 - 50,000 rubles).

The only exception is made for micro-organizations that either have no employees at all, or are signed with them standard contracts. Such enterprises set the schedule at will, and send workers on vacation by agreement with them.

Sample vacation schedule for 2018

When should the vacation schedule for 2018 be approved?

The 2018 vacation schedule should be approved this year. Moreover, this must be done no later than two weeks before the new year. Thus, the deadline for drawing up and approving the schedule will be December 15, 2017.

Please note that usually the deadline for completing a schedule is December 17 of the previous year, but this time it fell on a Sunday and the deadline was postponed.

How to draw up, fill out and approve a vacation schedule for 2018

The basic rules for scheduling vacations are, in general, simple. Let's look at them piece by piece.

Main requirements

The vacation schedule for 2018 is compiled by all enterprises: both commercial and budgetary. The exception is micro-enterprises that are able to confirm their status.

1. Issued immediately for the whole year;
2. Must be approved no later than two weeks before the new year;
3. Contains real dates, not formal ones, which then allow employees to be given leave at their request. If the inspection reveals that the schedule is not being followed without a good reason, the company will be fined. (A complete list of such reasons is given in Article 124 of the Labor Code of the Russian Federation);
4. Includes all employees. This applies to both newcomers and external part-timers. Moreover, for the latter, the vacation must coincide with the main place of work. The only exceptions are persons working under a civil contract;
5. It is given to all employees of the company for review, even if the dates of going on vacation were agreed upon with them. Moreover, the acquaintance must be formalized. That is, some kind of journal should be kept or a separate column should be made in the schedule itself where workers’ signatures will appear.

How to make a vacation schedule 2018

There are two ways to schedule vacations:

• On a prescribed form. This is form T-7 approved by Decree of the State Statistics Committee of the Russian Federation No. 1 of January 5, 2004;
• On your own form, not including all the necessary data.

It is easier to use a ready-made form, since all the necessary lines are there.

Download form T-7 for 2018>>>

If you decide not to use a standard form, see how to create your own form. O0a must include the following columns:

1. Full name and personnel number of the employee (if you do not have the practice of assigning a personnel number, this item can be omitted);
2. Position and place of work (department or other structural unit);
3. The start date of the vacation (even if it is approximate);
4. Number of calendar days of the next vacation;
5. Additional days for vacation or previously unused.
6. The name of the document on the basis of which the vacation was transferred.

If you fill out the form, then at the time the schedule is approved, columns 1 – 6 must be filled in (see sample).

Attention! An employee has the right to split his vacation at will. Moreover, its first part cannot be less than 14 days.

How to fill out the vacation schedule for 2018

Here we have given an example of filling out some lines of the T-7 form.

Columns 7-10 are filled in manually as employees go on vacation (see below)

After filling out the form, the document is signed by the personnel officer (accountant) and the manager. As soon as the schedule is approved by management, hand it over to all employees of the company for review and signature.

At large enterprises, the director may issue a special order to approve the vacation schedule.

How to make changes to the 2018 vacation schedule

Very often, emergency situations occur in the company or among the employees themselves (for example, illness, unscheduled on-site inspection, new employee etc.) when it is necessary to postpone the vacation to another date and make changes to the vacation schedule. This is not prohibited, but must be documented.

To make changes in the T-7 form, columns 7,8,9 and 10 are provided. Enter data in them manually.

• Columns 7 and 9 - the date to which it was planned to postpone the vacation and the date when the worker actually did this;
• Column 8 - on the basis of which document the vacation was transferred (for example: an employee’s statement, an order from the director, etc.);
• Column 10 – Additional Information about the reasons for postponing the vacation (for example, I was sick, etc.).

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Source: https://www.RNK.ru/article/215708-grafik-otpuskov-2018

Vacation schedule for 2018

When drawing up a vacation schedule, you need to take into account both the wishes of employees and the needs of the enterprise.

We'll tell you how to draw up and approve a vacation schedule for 2018, which form to use and where to find a correctly completed sample document.

Form No. T-7. Vacation schedule
Download in.xls

Download in Excel

As the new calendar year approaches, employers, in addition to the bulk of their work, have one more responsibility - drawing up a vacation schedule. The legislator has set a deadline for the annual approval of the document. According to Art.

123 of the Labor Code of the Russian Federation, approval of the vacation schedule for 2018 must take place no later than two weeks before it begins. It turns out that by December 17, 2017, the document must be drawn up, agreed upon and approved in the prescribed manner.

Important: if December 17 falls on a day off (in most organizations it is Saturday or Sunday), the schedule will have to be approved one or two days earlier.

Depending on the operating mode of the enterprise, the approval date will be December 15 or 16. This is exactly the situation in 2017; December 17 falls on a Sunday.

Read more about holidays here:

It is better to start working on a draft document in advance - in November or October, especially if we're talking about about a large organization that employs many people.

The main difficulty that HR specialists face when drawing up the 2018 vacation schedule is the need to reconcile production needs with the needs and desires of individual employees.

Download documents on the topic:

Many people want to go on vacation in the summer (which is understandable), but the simultaneous absence of a large number of competent specialists from their workplaces is not beneficial for the company.

Therefore, only an active search for compromise solutions will help to draw up a vacation schedule for 2017 in such a way as to satisfy both the employer and all employees.

Why do you need a vacation schedule for 2018?

Both managers and ordinary employees have the right to rest.

Vacation schedule helps plan production activities for the next year, taking into account periods of absence from work of a particular specialist. It is mandatory for execution by employees and employers (Article 123 of the Labor Code of the Russian Federation).

It’s more convenient to plan vacations with a smart table that will solve some of the routine tasks for you

She will calculate the end of vacation taking into account holidays, fill out a unified form herself, and also remind you when the employee needs to be notified about the start of vacation.

Last year, we encouraged readers to use a smart spreadsheet that simplifies vacation management. For the 2018 holiday season, we updated it and added new features. Before you start preparing your vacation schedule, download the table.

What a smart vacation schedule can do

• 1. Count the end of vacations taking into account holidays.
• 2. It is even more convenient to show the intersections of employee vacations.
• 3. Plan your vacation into seven parts.
• 4. Determine who has overspent vacations and who has planned less than what they are supposed to.
• 5. Warn who has vacation in advance and who has already earned it.
• 6. Fill out the unified form No. T-7 with one button.

Vacation schedule for 2018 excel free download

The annual approval of the vacation schedule is the responsibility of each employer, with the exception of individuals not registered as individual entrepreneurs.

A frivolous attitude to this issue entails serious consequences, because during any inspection, a representative of the State Tax Inspectorate or another supervisory authority may request a document for review.

If the schedule for the current year has not been approved, the company faces an administrative fine (Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

Order for vacation schedule for 2018

No one wants to become the object of claims from regulatory authorities, so employers still try to prepare documentation on time.

In small businesses, one person can handle the task of creating a vacation schedule.

But to collect and harmonize data on vacations all employees large enterprise with complex structure it will take much more time and resources.

In order to clearly define the timing and control points of such a labor-intensive process, directing it in the right direction, it is advisable to issue a separate order for the vacation schedule for 2018. The order must reflect:

employer details;

place, date and purpose of issuing the order (for example, “for the timely preparation and approval of the vacation schedule for 2018”);

specific tasks and powers officials those involved in working on the project;

the time frame within which heads of structural units must collect and submit to the human resources department information about the desired vacation time of their subordinates;

the time frame within which an authorized HR employee must draw up and submit a consolidated schedule for approval;

data of the official monitoring the execution of the order.

Important: the order must be familiarized with the signature of all employees mentioned in it, putting the date of familiarization next to the signature.

Download a blank form
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Download the completed sample
Download in.doc

As for a separate order approving the vacation schedule, in most cases it is not necessary. Employers, as before, mostly use the unified T-7 form, which has a special line for the certification signature.

How to make a vacation schedule for 2018

The collection of information necessary for drawing up a schedule is usually entrusted to the heads of structural divisions. Each company employee informs his immediate supervisor of the desired date for going on vacation.

The manager assesses the real possibility of satisfying the wishes expressed by his subordinates and draws up a vacation schedule for his department (service, department).

The data is then transferred to the HR department, where it is compiled into a summary document.

The table below will help you understand which month is more profitable to take a vacation in 2018

Find out from the employee what is more important to him - to rest longer or not lose money. This will help convince you to agree to other dates.

Vacation schedule for 2018 excel free download

When drawing up a sample vacation schedule for 2018, do not forget about Part 4 of Article 123 of the Labor Code of the Russian Federation, which gives certain categories of workers priority in choosing rest time. These include employees:

having the “Honorary Donor of Russia” award (Article 11 of RF Law No. 5124-1);

under the age of majority (Article 267 of the Labor Code of the Russian Federation);

having a disabled child who has not yet turned 18 years old (Article 262.1 of the Labor Code of the Russian Federation), and this norm applies not only to biological parents, but also to adoptive parents, trustees and guardians of such a child;

those preparing to go on maternity leave (Article 260 of the Labor Code of the Russian Federation).

In addition, wives and husbands of military personnel have the right to choose the time of rest at their own discretion (Article 11 Federal Law No. 76-FZ), as well as spouses of women on maternity leave (Article 123 of the Labor Code of the Russian Federation).

Special rules also apply to external part-time workers.

Annual paid leave for a specialist working for two or more employers is granted simultaneously with leave at the main place of work (Article 286 of the Labor Code of the Russian Federation).

Start date information vacation period for the main place of work should be requested from the part-time worker in advance and reflected in the schedule.

Sample vacation schedule for 2018

Before cancellation legal requirement on the mandatory use of unified forms vacation schedule everywhere was drawn up on the standard T-7 form. Today, employers have a choice.

Some companies have developed their own forms for such cases, but most continue to use the unified T-7 form as the most successful and repeatedly proven solution.

Vacation schedule for 2018 excel download

Regardless of the form of the document - standard or developed locally - it should reflect the minimum required set of information:

1. a complete list of employees (the schedule includes all employees with whom contracts are concluded employment contracts, including part-time workers, homeworkers, seasonal and temporary workers);
2. the number of vacation days due to each employee in accordance with labor legislation, collective agreement and local regulatory documentation;
3. expected start and end dates of the vacation period - it is advisable to indicate not only months, but also days, so that employees do not have to write a separate application to specify the date;
4. possibility of dividing the vacation into parts.

IN standard form T-7 reflects both planned (column 6) and actual (column 7) dates going on vacation. When it is transferred for some reason, the details of the document on the basis of which the transfer is carried out are entered in column 8.

This can be a statement from the employee himself, endorsed by the manager, a sick leave certificate, an order or another document provided for in Article 124 of the Labor Code of the Russian Federation and other norms of current labor legislation.

Column 9 reflects the date to which the start of the vacation is postponed, and column 10 is reserved for notes.

Download a blank form
Download in.xls

If you need a blank T-7 form to create a vacation schedule for 2018, download it from in electronic format You can always visit the website of the magazine “Personnel Business”. In addition, in our database personnel documents presented ready-made example designing a schedule with filled lines.

• After you have taken into account all the nuances, send your table to the heads of departments. They will see holiday overlap and other shortcomings. Ask to correct the data in the vacation planning form. Instruct managers to verify the handwritten signatures of all employees for the selected dates.
• Take full advantage of a smart vacation schedule! Go to the “Create schedule” tab. Create a completed unified form, print it and give it to the director for signature.

The table has a separate tab “Create a graph”. Go to it and click the “Create a unified form” button. The table will enter all the data into a standard vacation schedule, which you can print and sign from the director.

Download the smart chart and learn more about its work

How to approve the vacation schedule for 2018

The draft document with the date and number corresponding to its order in the organization’s document flow is sent for approval by management.

The vacation schedule for 2018 is approved first by the head of human resources, and then by the head of the company.

If the chief official agrees with the proposed option and endorses it with his signature, the document comes into force.

Should new employees be added to the already approved vacation schedule?

How to approve the vacation schedule for 2018 if the enterprise has a trade union cell or other body authorized to represent the interests of employees? In this case, you will first have to agree on the document with the trade union, and only then send it to management for approval. The project proposed by the HR department does not always pass the approval stage without hindrance.

If representatives of the trade union or the head of the company have objections or suggestions on the merits, amendments are made to the document. Then it is again submitted for approval until consensus is reached on all controversial issues.

Three tools that will save you from routine during the holiday season

The employer can (but is not obliged!) to familiarize all employees with the approved vacation schedule for 2018.

Some companies even include an additional field for signatures in the schedule form for this purpose.

By signing the document, the employee confirms that he has read it and agrees with the proposed vacation dates.

The finished schedule is stored at the enterprise for a year from the date of expiration (Article 693 of the “List of Standard Management Documents...

indicating storage periods”, approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558.).

Is it possible to provide leave from a weekend or holiday?

Yes, it's not prohibited. Draw up a vacation order in the general manner.

How many vacation orders should I issue if the employee is an internal part-time worker?

Two orders, if you use the unified form No. T-6. But you can approve your sample order, which will contain two positions at once.

Is it possible to refuse leave from Monday to Friday?

Yes, you can, if you didn’t initially foresee it in the schedule.

Is it acceptable to take one day off each week?

Yes, but it is important that one of the parts of the vacation is at least 14 calendar days in a row (Article 125 of the Labor Code of the Russian Federation).

Can vacations from previous years be replaced with money?

No you can not. You can replace only the part of each old leave that exceeds 28 days (Article 126 of the Labor Code of the Russian Federation).

Does an employee have the right to go on vacation on weekends?

Formally, it is right, but it is not advisable. Seems like a hidden form of compensation for unused vacation. On weekends, the employee would have rest anyway.

How to provide annual leave to a maternity leaver who is working part-time?

She needs to interrupt her maternity leave. Then he can take it again (clause 20 of the resolution of the Plenum Supreme Court RF dated January 28, 2014 No. 1).

Should an employer allow a maternity leave person to take annual leave in advance?

No, if the employee has taken a full vacation for the current working year, and the next working year has not yet arrived (Article 122 of the Labor Code of the Russian Federation).

How many days annual leave is an employee entitled to work part-time?

28 calendar days. Under no circumstances should you reduce the number of vacation days in proportion to the half-week schedule (Article 115 of the Labor Code of the Russian Federation).

How many days to include in vacation experience, if the employee took a vacation at his own expense for two months?

14 days (Article 121 of the Labor Code of the Russian Federation). It does not matter that the vacation at your own expense lasted more than two weeks.

The date of vacation is a question that concerns any employee. And if in private companies the bosses often decide who, when and for how long will rest, then in companies that respect the Labor Code of the Russian Federation, the plan is drawn up differently. You will learn right now how to draw up a vacation schedule for 2018, when to approve it and what must be taken into account.

When developing a plan, it is necessary to take into account the interests of not only management, but also the company’s employees. That is why, first of all, an order is created on drawing up a vacation schedule, which obliges managers to ask their subordinates about vacation plans. Based on the data received, the HR manager draws up a schedule.

To make the work of personnel officers easier, form No. T-7 was developed and approved by the Decree of the State Statistics Committee of Russia dated January 05, 2004 for drawing up a vacation schedule for 2018; you can find and download it for free on the Internet.

Important information: the 2018 vacation schedule, according to Article 123 of the Labor Code of the Russian Federation, must be drawn up and approved by order of the company’s management at least 14 days before the start of the calendar year. Thus, already on December 17, all employees know what date to book travel tickets.

Although the schedule is approved in advance, circumstances may arise that force it to be revised. These include:

1. An important task that only a specific employee can handle.
2. Restructuring of the enterprise.
3. Unscheduled inspection by regulatory government agencies.
4. Business trip due to production needs.
5. An illness of a boss whose duties can only be performed by a certain specialist.

Changes are agreed upon with the employee and recorded in the relevant order or a separate document.

The employee also has the right to ask to change the vacation date. Valid reasons for this are:

• Financial difficulties;
• Family problems;
• personal circumstances.

However, it is up to the manager to approve or deny the request.

It is worth considering that there are categories of employees who have the right to choose any date convenient for them. These lucky ones include:

• employees under 18 years of age;
• planning to go on maternity leave;
• husbands whose wives are on maternity leave;
• honorary donors;
• workers who have two or more children under 12 years of age;
• all those persons listed in Article 322 of the Labor Code of the Russian Federation.

Workers' rights

The rights of employees are enshrined in the Labor Code of the Russian Federation, according to which every employee who has worked continuously in one place for at least 6 months has the right to paid leave. It must be taken into account that the working year often does not coincide with the calendar year, since it is calculated from the date of commencement of work duties. In this case, it does not matter at all whether the employee is busy workplace full time or just a few hours. You can count on paid vacation before the end of six months of work, but only for certain persons, including:

• women before and immediately after maternity leave;
• employees under 18 years of age;
• employees who adopted a baby under 3 months of age.

Important components of vacation - maintaining average wages employee and his place of work.

The minimum duration of vacation, enshrined in the Labor Code, is 28 calendar days. For workers whose work activity depends on the season, rest time is calculated using the formula:

number of months of work*2 days of vacation

• employees under 18 years of age have 31 calendar days off;
• rescuers of professional emergency rescue services and units - 30-40 k.d. (depending on experience);
• judges – 30 k.d. (working in the Far North – 51 working days);
• disabled people - at least 30 days off, the same amount of days off for municipal and prosecutorial employees;
• those employed in work with chemical weapons have the right to rest 56 or 49 days.

You can find out more about a representative of a particular profession in Article 115 of the Labor Code of the Russian Federation. Often the duration is established by Decrees of the Government of the Russian Federation. Vacation pay is paid no later than 3 days before going on vacation; untimely payment is a reason for postponing the date of going on vacation.

If non-working holidays occur during the holiday period, they are not included in the number of calendar days.

Video: how to go on vacation at the expense of the company

The law determines that an employee who works in accordance with a formalized employment agreement must go on vacation at least once during the year. In order to determine when which employee is going to rest, the business entity draws up a special schedule. As a rule, a vacation schedule form in the T-7 form is used for these purposes. It must be issued 2 weeks before the end of the calendar year.

This document is necessary for every enterprise for several reasons. To begin with, this is required by current legislation. In addition, it is necessary to plan the vacation time of key employees so that production does not stop due to their simultaneous absence from the company.

Typically, a HR employee is responsible for creating the document. He interviews the heads of all divisions of the business entity about the desired date, and they, in turn, collect information from their subordinates. The latter must indicate the dates when they want to go on vacation next year.

If the company is large and has many employees, then it is best to start preparing the schedule in the fall. All registered employees, including all administrative personnel, are included in the schedule.

Attention: The completed schedule must be approved 2 weeks before the end of the new year. You can familiarize yourself with employees after this day.

All types of rest provided to employees must be included in the schedule:

1. Annual leave;
2. additional leave;
3. Vacations that have not been used by employees previously.

IN Lately There is a lot of debate about whether previously unused vacation time is burned or not. No, it does not burn out, and the employee can use it in full in subsequent years. However, this is not beneficial for the employer. Firstly, he will need to pay substantial vacation payments if the employee requests several years of vacation at once. Secondly, failure to provide leave on time is a violation of the law, and if this fact is revealed, the labor inspectorate may impose a fine of up to 50 thousand rubles.

Is the vacation schedule a mandatory document?

Important: The Labor Code stipulates that business entities of any form of ownership, both companies and entrepreneurs with employees, are required to draw up a vacation schedule. And this must be observed, otherwise a fine may be imposed according to the Code of Administrative Offenses.

If an entrepreneur does not have hired employees, then he may not draw up a vacation schedule. Individuals who are employers are also exempt from drawing up this document.

When is it compiled?

The Labor Code determines that if a business entity, both a company and an entrepreneur, has hired employees, then they must draw up and approve a vacation schedule for the next calendar year no later than two weeks before the end of the current year.

In order to have time to prepare the document on time, it is best to start drafting it in the fall. It should be taken into account that the deadline for the schedule to be approved is December 17 from year to year.

If the deadlines within which the schedule must be drawn up and approved are violated, then the business entity will be held administratively liable in the form of a fine.

For what period

Important: The schedule is drawn up in companies and entrepreneurs for a period of one year. In this case, the preparation and approval of a new document must be carried out annually.

This is due to the fact that the right to receive leave and its duration is determined within one calendar year. In addition, annual scheduling makes it possible to control whether all employees have taken advantage of the right to go on vacation in a given year.

Download the vacation schedule form for 2018

Files for download:

Sample of filling out a vacation schedule using form T-7 in 2018

Let's consider detailed process how to make a vacation schedule.

First of all, you need to write down the full or abbreviated name of the organization, or indicate your full name. entrepreneur. To the right of this column there is a table where you need to enter.

A trade union body may be created in an organization. Data about his written opinion must be reflected in the columns located on the left half of the form.

The next step is to write down the schedule number, as well as the date it was compiled. Nearby there is also a field in which you need to reflect the year of validity of the document.

Attention: The vacation schedule is approved by the head of the company or the entrepreneur. For this purpose, on the right side there are special columns in which he puts his full name, signature, and position. Next to it he writes down the date on which the schedule is approved.

The document itself contains a table in which information about employee vacations is entered line by line. The table is filled out in such a way that the name of the department is first written down, and after that there is a list of employees employed in it.

IN column 1 you need to enter the name of the department.

IN column 2 The name of the position is indicated according to the information from the staffing table.

IN columns 3 And 4 indicate full name. employee, as well as his personnel number.

Box 5 must contain the total number of days of rest that are provided to the employee in a given year.

IN column 6 The date on which the employee wishes to receive leave is recorded. And the next column 7 you must enter the day on which it was actually provided.

If the vacation is transferred to another date, then box 8 the details of the order by which such a transfer was agreed are noted. IN column 9 a new vacation start date is entered.

Box 10- a free space in which you can make notes that the vacation was postponed, the employee had to be recalled from the granted vacation, or other similar information.

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

Schedule approval procedure

Let's take a closer look at how to carry out the approval procedure:

1. If there is a trade union body, the drawn up vacation schedule for the next year must be submitted to it for approval, attaching a covering letter to it.
2. The trade union body reviews it, and upon completion of this process it must make its reasoned decision on the submitted document.
3. The opinion that the trade union makes can be either positive or negative. If this body does not agree with the developed schedule, negotiations are held, as a result of which agreement of the parties must be reached.
4. The vacation schedule for the next year is approved no later than two weeks before the end of the current year, that is, no later than December 17.
5. The vacation schedule is being approved. It can be approved either by issuing it or by affixing a special stamp on the vacation schedule itself. Compiling an order is a more convenient way of entering. Since the text of this order can indicate the officials who are responsible for its implementation, sources of funding for vacations, as well as how to inform employees about the beginning and end of vacations. Since there is a deadline for the vacation approval schedule, the order for its approval must be issued two weeks before the end of the current year.

When are changes made to the schedule?

Existing provisions of legislative acts provide for the possibility of making changes to the previously approved vacation schedule.

But each party needs to remember that such an event is a measure of necessity. The transfer of leave may be associated with the employer’s obligation to provide leave to new employees of the enterprise within the time limits established by law.

Norms labor law determine cases when changes in the vacation schedule must be made:

• When an employee experiences a period of temporary incapacity for work.
• An employee of the organization, while on vacation, was involved in the performance of his civil duties, when the law provides for exemption from work for this case.

In addition, existing standards establish the obligation of the employer, at the request of the employee, to reschedule vacation if the administration has not informed him about the beginning of this period two weeks in advance. To do this, a company employee just needs to submit an application to the management with new dates for this period.

Also, the company’s management is given the right to reschedule the vacation of its employee if it is determined that his absence will lead to a violation economic activity companies. However, in this case the employee must give his consent to this.

Procedure for making changes to the schedule

Changes to the schedule according to which annual paid leave is provided can be made either at the initiative of a company employee or initiated by management.

In the first case, you need to do the following:

• The employee draws up a statement reflecting the reason for postponing his vacation.
• The application is submitted for consideration to the company management, which, in accordance with the production situation, allows or prohibits the transfer of vacation.
• An application containing a positive decision from the director is sent to the personnel service, where an order is generated to make changes to the vacation schedule.
• Based on the application, a mark about the transfer is placed in the “Note” column in the vacation schedule - the incoming number and date of the application are reflected.

When changes in the schedule occur due to production needs, the procedure differs from that discussed above:

• Informing the employee about the production need that has arisen and discussing the possibility of postponing vacation.
• Obtaining written consent to this from the employee whose leave is being postponed.
• The signed document is sent to the personnel department so that the responsible specialist prepares an order to postpone the vacation.
• In the vacation schedule, in the “Note” column, a mark is reflected that includes the details of the consent to the transfer received from the employee.

The vacation schedule (Labor Code of the Russian Federation, Article 123) establishes the sequence of vacations for employees in the organization. The document is approved by the manager for the calendar year two weeks before it begins and is binding on both the employer and the employee. The employer takes 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 and 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 Law No. 5-FZ of January 12, 1995);
• 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 (subparagraph 1, part 3, article 15 of the Law of the Russian Federation of May 15, 1991 No. 1244-1).

Graph form

What to show in graphics

The vacation schedule template for 2020 in Excel must indicate the positions of employees in structural divisions, their personnel numbers, and the duration of vacation in calendar days. The number of days for employees varies, since it consists of:

• basic leave, which, according to the Labor Code of the Russian Federation, is usually 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 that are not used by the employee and are transferred to the next working year.

Design rules

Instructions on how to draw up, fill out and approve a vacation schedule for 2020:

Step 1. Collect employee wishes.

Step 2. Consistently fill out all the cells of the form.

Step 3. Draw up an order and familiarize the team with it.

Changes and cancellations

A completed sample of filling out a vacation schedule using the unified T-7 form is a plan that often does not coincide with the actual progress of work in the organization. If the planned dates do not ultimately coincide with the actual dates, changes must be made. 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, the start date of the postponed holiday and the reason for the transfer are indicated. Here's what it looks like in the sample.

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 period will adversely affect the normal course of work of the organization.

Cancellation of the schedule after its approval is no longer possible; all additions (for example, for new employees) are drawn up in the form of attachments.

Should staff be familiar with the document?

The 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. The independently developed sample provides a column for familiarization, and if the unified T-7 form is used, then make a separate standard sheet for familiarization with the order.

Shelf life

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 vacation plan for 2020 must be approved in 2020 and stored until 01/01/2021.

The vacation schedule is a document mandatory for both the employer and the employee. It is approved no later than two weeks before the start of the year for which this schedule is drawn up (Article 123 of the Labor Code of the Russian Federation), i.e. no later than December 17. The vacation schedule for 2021 had to be approved no later than December 17, 2020.

Vacation schedule: how to draw it up correctly

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

Vacation schedule: registration rules and changes

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

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

It is better to collect statements from such employees in which they indicate their wishes regarding vacation dates. These statements will confirm that you have indeed provided these employees with leave at a time convenient for them. But it is worth keeping in mind that the employee may subsequently change his mind and change the desired vacation time. In this case, it also makes sense to obtain a corresponding statement from the employee.

What to include in your vacation schedule

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

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

Vacation schedule:

The employer has the right to develop its own form of vacation schedule. This form must be attached as an attachment to accounting policy. Or you can use the unified form T-7 “Vacation Schedule” (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1).

Vacation schedule: form

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

Order on vacation schedule: sample

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

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

Approval of the vacation schedule

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

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

Sample vacation schedule for 2020

When preparing your vacation schedule, you can use ours.

Making changes to the vacation schedule

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

Where are changes reflected in the vacation schedule?

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

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

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

Making additions to the vacation schedule

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

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

How long should you keep your vacation schedule?

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

Responsibility for the lack of a vacation schedule

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

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

Vacation on the time sheet

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

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

The time sheet is marked with either an alphabetic or a numeric code - you do not need to indicate both codes.

Vacation on the time sheet: sample

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

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

1 2 3 5 6 48

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

The nuances of reflecting vacation in the time sheet

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

• non-working holidays, falling during the vacation period, are marked with the letter code “B” or the digital code “26”. After all, such days are not included in the number of calendar days of vacation (Article 120 of the Labor Code of the Russian Federation);
• If an employee falls ill while on vacation, corrections may have to be made to the time sheet. For example, in a situation where an employee did not extend his vacation for sick days, but decided.