The vacation schedule is drawn up no later. Scheduling vacations: rules and common mistakes. What is important to consider when creating a vacation schedule?

17.01.2024

Vacation schedule (Berg O.)

Date of article posting: 07/16/2014

The order of provision of basic annual paid leave is determined by the vacation schedule (form N T-7), approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1. The vacation schedule is drawn up for the coming calendar year, approved by the employer, taking into account the opinion of the elected body of the primary trade union organization no later than 14 days before the start of the calendar year.

When drawing up a vacation schedule, the following should be taken into account:
- labor legislation;
- specifics of the organization’s activities;
- wishes of employees.
The vacation schedule consists of two parts: details and tabular.
The requisite part contains: name of the organization, OKPO code, document number, date of preparation, calendar year for which the vacation schedule is drawn up.
The vacation schedule can be drawn up either only on the basis of the employee’s application for vacation, or upon consideration by management, but taking into account the wishes of the employees. In any case, we should not forget that if the employee does not exercise his right to leave at a convenient time or he does not submit an application and is not granted leave at all, this will entail a violation of his constitutional right. The manager is responsible for observing the procedure for drawing up the vacation schedule and monitoring the timely use of annual leave by employees.
If an employee is hired after the vacation schedule has been approved, it is possible to grant vacation on the basis of an issued order or on the basis of an annex approved to the schedule. Approval of additions and changes made to the vacation schedule, as a rule, is carried out in the same manner as approval of the schedule itself - including taking into account the opinion of the elected body of the primary trade union organization.
The tabular part of the vacation schedule can be compiled either in alphabetical order or in order of subordination. It is possible to create a schedule according to the order of planned vacation dates. The column “Number of calendar days” indicates the total number of calendar days of annual paid leave provided to the employee, summing up the main and additional leave. By agreement of the parties, vacation may be divided into parts, one of which (any in order) cannot be less than 14 calendar days. When arranging the surnames of employees in the order of the planned start dates of vacation, dividing the vacation into parts and providing these parts in different months entails repeating the employee's surname in the schedule several times - according to the number of parts of the vacation provided.

How to correctly draw up a vacation schedule and what documents should be used to guide this?

First of all, it is necessary to take into account the requirements of the Labor Code of the Russian Federation. When drawing up a vacation schedule, you must use Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 “On approval of unified forms of primary accounting documentation for labor accounting and payment”, which approved the standard form of the vacation schedule, and also provided comments on its completion.
The vacation schedule is drawn up for employees of all structural divisions of the organization for the calendar year by month. The vacation schedule is a consolidated schedule. When compiling it, the provisions of the current legislation of the Russian Federation, the specifics of the organization’s activities and the wishes of employees are taken into account. It is important to note that the vacation schedule is mandatory for both the employer and the employee. No later than two weeks before the start of the vacation, the employee must be notified, against signature, of the start time. To do this, the employer is recommended to keep a journal in which employees are notified of the start time of vacation against signature. At the time of approval, columns 1 - 6 must be filled out in the schedule, while column 4 “Personnel number” is filled in if employees of the organization are assigned personnel numbers. The “Notes” column may indicate the reasons for granting a longer leave than 28 calendar days. At the planning stage, the information in parts columns 1 - 6 is entered into the schedule. When filling out the schedule, it should be taken into account that the names of employee positions are entered in accordance with the approved staffing table. When entering the planned date of vacation, the employer should take into account the employee’s wishes to divide the vacation into parts. Columns 7 to 10 are filled in as employees use their vacations. Please note that the actual date of vacation is entered after its actual end. The basis document for sending on leave is an order to grant leave to employees, as well as a notice or notice of the start of the employee’s leave (if such a form of notification is provided by the employer).
In case of vacation transfer, columns 8 and 9 are filled in. Information in these columns is entered based on the employee’s application and the order to transfer vacation.
Column 10 “Note” is filled out by the HR employee if the employee was not granted leave in the current year, if the employee was recalled from leave and part of it is transferred to the next year, if the employee’s leave was extended, in other cases.
Information in the specified column is entered in accordance with the executed supporting documents.
At the request of the employer, Form N T-7 can be changed by entering additional details. Please note that the changes made must be documented in the relevant organizational and distribution documents of the organization. The vacation schedule becomes mandatory for the employee and the employer after its approval.

When should a vacation schedule be drawn up?

The vacation schedule is drawn up no later than two weeks before the start of the calendar year in respect of which it is drawn up. Thus, the vacation schedule for 2015 must be drawn up and approved no later than December 17, 2014.

Does the vacation schedule need to be fixed by regulations?

First of all, fixing the vacation schedule with local regulations is necessary in order to prevent possible disputes. This may be an internal labor rule that describes all stages of drawing up a vacation schedule: from collecting employee wishes regarding vacation time to notifying the employee about the start of the next paid vacation.
The vacation schedule is drawn up by order of the head of the organization (or an authorized person) with the attachment of a tabular form of the schedule approved by this order. In accordance with Art. 123 of the Labor Code of the Russian Federation, the vacation schedule is mandatory for both the employer and the employee.

When approving a vacation schedule, is it necessary to take into account the opinions of employees and in what form should this be done?

The vacation schedule is approved for the year at least two weeks before the start of the calendar year.
The vacation schedule is approved taking into account the opinion of the elected body of the primary trade union organization (if there is one at the enterprise; if there is no trade union cell in the organization, the schedule does not need approval).
In order to take into account the wishes of employees regarding the time of the next vacation, you can draw up a questionnaire in any form. It reflects the name and position of each employee, the start time of the vacation (or each part of the vacation), the date of filling out the questionnaire and the employee’s signature. Such a questionnaire will be a document confirming that the opinion of employees was taken into account when drawing up the vacation schedule.
If the employee’s opinion regarding the timing of his vacation is not taken into account (for example, one of the parts of the vacation is included in the schedule in a different period than indicated in the questionnaire), in order to avoid disputes, it is advisable to obtain written confirmation that the employee does not object to the rest period specified for him in the vacation schedule.

Is it necessary to take into account the wishes of all employees when drawing up a vacation schedule?

The Labor Code provides for a category of workers who should be granted leave at a time convenient for them. These include:
- workers under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
- persons working part-time - they are granted annual paid leave simultaneously with leave for their main job (Article 286 of the Labor Code of the Russian Federation);
- Heroes of Socialist Labor and full holders of the Order of Labor Glory (Article 6 of the Federal Law of January 9, 1997 N 5-FZ “On the provision of social guarantees to the Heroes of Socialist Labor and full holders of the Order of Labor Glory”);
- Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory (Article 8 of the Law of the Russian Federation of January 15, 1993 N 4301-1 “On the status of Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory”);
- disabled war veterans (Article 14 of Federal Law No. 5-FZ of January 12, 1995 “On Veterans” (hereinafter referred to as the Law on Veterans));
- participants of the Great Patriotic War (Article 15 of the Law on Veterans);
- combat veterans (Article 16 of the Law on Veterans);
- military personnel who served in military units that were not part of the active army in the period from June 22, 1941 to September 3, 1945 for at least six months, military personnel awarded orders or medals of the USSR for service during the specified period (Article 17 of the Veterans Law);
- persons awarded the badge “Resident of Siege Leningrad” (Article 18 of the Law on Veterans);
- persons who worked during the Great Patriotic War at air defense facilities, the construction of defensive structures and other military facilities within the rear borders of active fronts (Article 19 of the Law on Veterans);
- spouses of military personnel - they are granted leave at their request simultaneously with the leave of military personnel (Article 11 of the Federal Law of May 27, 1998 N 76-FZ “On the Status of Military Personnel”);
- citizens exposed to radiation as a result of nuclear tests at the Semipalatinsk test site (Article 2 of the Federal Law of January 10, 2002 N 2-FZ “On social guarantees for citizens exposed to radiation as a result of nuclear tests at the Semipalatinsk test site”);
- citizens exposed to radiation as a result of the disaster at the Chernobyl Nuclear Power Plant (Article 14 of the Law of the Russian Federation of May 15, 1991 N 1244-1 “On the social protection of citizens exposed to radiation as a result of the disaster at the Chernobyl Nuclear Power Plant”);
- persons awarded the sign “Honorary Donor of Russia” (Article 11 of the Law of the Russian Federation of June 9, 1993 N 5142-1 “On the donation of blood and its components”);
- women with two or more children under the age of 12 (clause 3 of the Resolution of the CPSU Central Committee, Council of Ministers of the USSR of January 22, 1981 N 235 “On measures to strengthen state assistance to families with children”).
The opinions of the above persons must be taken into account when drawing up the vacation schedule. In addition, if the vacation period is already specified in the schedule, the following categories of employees may request that they be granted vacation in a different period:
- husband while his wife is on maternity leave (Article 123 of the Labor Code of the Russian Federation);
- an employee before maternity leave or immediately after it, or at the end of parental leave (Article 260 of the Labor Code of the Russian Federation);
- a person working part-time when going on annual paid leave at his main place of work (Article 286 of the Labor Code of the Russian Federation);
- an employee who is a parent (guardian, trustee) of a child under the age of 18 to accompany a minor child entering educational institutions of secondary or higher vocational education located in another region.

Does the form of the vacation schedule depend on the legal form of the enterprise?

The standard form of the vacation schedule N T-7 was approved by the above-mentioned Resolution of the State Statistics Committee of Russia dated January 5, 2004 N 1. This unified form is used by all organizations, regardless of their form of ownership, operating in the territory of the Russian Federation.

Who should approve the vacation schedule at the enterprise?

The vacation schedule is signed by the head of the personnel service and approved by the head of the organization or a person authorized by him, taking into account the reasoned opinion of the elected trade union body (if there is one) of this organization on the priority of granting paid vacations.

Can changes be made to the vacation schedule?

Labor legislation does not regulate the procedure for making changes to the vacation schedule. It is possible to make any changes to an already approved schedule if new employees are hired or the vacation is postponed by agreement of the employee and the employer. Based on this, the procedure for making changes should be similar to the procedure for approving the vacation schedule itself: an addition is drawn up in Form N T-7 and approved in the prescribed manner.

Is it necessary to draw up a vacation schedule at the institution?

According to Art. 123 of the Labor Code of the Russian Federation, the priority for granting paid vacations is determined annually in accordance with the vacation schedule, which the employee must be familiarized with upon signature (note: deleted, because the Labor Code does not contain such a period. This period is provided for drawing up a schedule, but not for notifying employees ).
The vacation schedule is mandatory for both the employer and the employee.
Thus, its absence is a violation of labor legislation and must be drawn up annually.
When drawing up a schedule, you must consider:
- norms of labor legislation that oblige the employer to provide certain categories of employees with leave at any time convenient for them;
- wishes of employees;
- the need to ensure uninterrupted operation of the organization;
- motivated opinion of the trade union.

What are the consequences for an employer if there is no vacation schedule or if it is drawn up with violations?

If the employer does not have a vacation schedule or it is drawn up in violation of current rules, the employer may be held administratively liable under Art. 5.27 “Violation of labor and labor protection legislation” of the Code of Administrative Offenses of the Russian Federation. In this case, the employer bears administrative penalties:
- officials - an administrative fine in the amount of 1000 to 5000 rubles;
- persons carrying out entrepreneurial activities without forming a legal entity - an administrative fine from 1000 to 5000 rubles. or administrative suspension of activities for up to 90 days;
- legal entities - administrative fine from 30,000 to 50,000 rubles. or administrative suspension of activities for up to 90 days.

An employee who has two children under the age of 12 cannot decide on leave. Is it possible to set in the vacation schedule the time that is convenient for the organization?

Let us recall that the priority of granting annual leave is determined by the vacation schedule, which is approved by the employer taking into account the opinion of the elected body of the primary trade union organization no later than two weeks before the start of the calendar year in the manner established by Art. 372 of the Labor Code of the Russian Federation for the adoption of local regulations. The vacation schedule is mandatory for both the employer and the employee.
It is also worth noting that when drawing up a schedule, the employer must take into account that there are categories of personnel who are granted leave at their request at a time convenient for them. Such categories are provided for by the provisions of the Labor Code and other federal laws. At the same time, neither labor legislation nor other federal laws stipulate that an employee with two children under 12 years of age has the right to take leave at a time convenient only for her. But we should not forget that Resolution of the Central Committee of the CPSU, the Council of Ministers of the USSR dated January 22, 1981 N 235 “On measures to strengthen state assistance to families with children” is still in force, according to which working women with two or more children aged up to 12 years of age, should be given priority to receive annual leave in the summer or other time convenient for them.
In this regard, the specified Resolution is subject to application and an employee who has two children under 12 years of age has the right to take leave at a time convenient for her.

An employee going on vacation as scheduled can have a negative impact on the organization's activities. Can an organization refuse to provide leave?

The employer has no right to refuse to provide leave. But along with this labor legislation, there are cases when annual paid leave must be extended or postponed to another period determined by the employer taking into account the wishes of the employee. Postponement of leave at the initiative of the employer is allowed only in exceptional cases when the provision of leave to an employee in the current working year will adversely affect the normal course of work of the organization.
This can only be done with the consent of the employee, and the leave must be used no later than 12 months after the end of the working year for which it is granted.
The employer only has the right to offer to postpone the vacation, explaining to the employee the current situation in the institution. If the employee agrees, a corresponding order is issued; if not, the employer pays him vacation pay and the employee goes on vacation.

Should employees of the organization be familiar with the vacation schedule?

The employer in accordance with Art. 123 of the Labor Code of the Russian Federation is obliged to warn the employee about the start time of the vacation no later than two weeks before it starts. But to introduce the vacation schedule - such an obligation of the employer is not established by the labor legislation of the Russian Federation, and such a decision can be made within the organization. To implement it, you can add a column to the vacation schedule under the sign of familiarization.

Should an organization take into account the presence of small children when drawing up a vacation schedule?

Let us remind you once again that the vacation schedule is drawn up taking into account the opinion of the elected trade union body of this organization no later than two weeks before the start of the calendar year. The legislation also provides for certain categories of employees who have the right to annual paid leave at a time convenient for them (women before or immediately after maternity leave, employees under the age of eighteen, employees who have adopted a child (children) under the age of three months, etc.). There are no women with children on this list. Consequently, the law does not oblige the employer to provide working mothers with leave at a time convenient for them.

The organization plans to reduce its workforce. One employee demands the right to leave earlier than determined by the leave schedule. Will the manager's refusal be legal?

In the event that an employee resigns before the start of the vacation specified in the specified vacation schedule, his right to vacation is exercised in accordance with the provisions of Art. 127 of the Labor Code of the Russian Federation - by paying monetary compensation for unused vacation and (or) providing vacation in kind with subsequent dismissal.
An option is possible when leave is granted simultaneously with dismissal based on a written application from the employee and by decision of the employer. In this case, the date of dismissal will be indicated in the work book as the last day of vacation. The employer has the right to refuse to provide an employee with leave followed by dismissal, especially if the employee is dismissed for guilty actions (the employer must definitely refuse to grant the employee leave with subsequent dismissal). In other words, it is the employer who decides whether to provide the resigning employee with vacation followed by dismissal or to pay him monetary compensation for unused vacations. And as a general rule, an employee does not have the right to demand that the employer provide paid leave even during the period of notice of dismissal due to staff reduction. Only if such an obligation of the employer is enshrined in industry (tariff) agreements adopted by the organization in a collective agreement, local regulations or directly in the employment contract with the employee, he has the right to demand leave during the appropriate period to search for a new job or for other reasons. In this regard, the organization must also take into account the provisions of these documents.
If the relevant documents provide for the employee’s right to use annual leave during the period of notice of dismissal, the leave must be granted to him for the full duration and without subsequent deductions for the unworked days of the leave provided in advance.

Should an individual entrepreneur draw up a vacation schedule?

An individual entrepreneur is authorized, just like legal entities, to act as an employer. In this case, he is obliged to draw up and annually approve a schedule for granting regular paid vacations. This must also be done no later than 2 weeks before the start of the calendar year, that is, for 2012, the schedule must be signed by the individual entrepreneur no later than December 17, 2011. An individual entrepreneur also accepts the unified form N T-7, approved by the Resolution of the State Statistics Committee of Russia dated 5 January 2004 N 1.

How should the vacation period be indicated in the vacation column?

The vacation schedule includes the total duration of annual paid leave, which depends on what category the employee belongs to and how much work experience he or she has. The vacation schedule indicates the total number of calendar days of vacation and the start date of the planned vacation. Some insurers, instead of a specific start date for vacation, indicate the month the vacation starts, which can lead to disagreements with the labor inspectorate and with the organization’s employees.
It should be noted that it is not necessary to indicate the end date of the vacation in the schedule, since the availability of information about the start date of the vacation and the number of days of vacation is sufficient to determine the end date of the vacation.
Vacation, in addition to the regular basic and additionally paid vacation, includes calendar days of vacation not used by the employee for the previous period. However, we should not forget that in accordance with Art. 124 of the Labor Code of the Russian Federation, annual paid leave must be used no later than 12 months after the end of the working year for which it is provided, that is, leave cannot be postponed for two years in a row. Please note that the transfer of annual paid leave to employees under the age of 18 is prohibited.
When determining the duration of vacation for the next calendar year, the number of days used for the upcoming vacation by agreement with the employer should be subtracted from the number of vacation days. Dividing the vacation into parts (two or more) is not mandatory and is done by agreement of the parties. At the same time, according to Art. 125 of the Labor Code of the Russian Federation, when dividing vacation into parts, one of its parts must be at least 14 calendar days. If the vacation is divided into parts, the schedule should reflect each part of the vacation on a separate line.

How to document the transfer of annual paid leave?

Based on the norms of Art. 123 of the Labor Code of the Russian Federation, the vacation schedule is mandatory for both the employer and the employee. According to this provision, the employer, having drawn up and approved the vacation schedule, assigns the employee the right to vacation during the period specified in the schedule. For the employee, this means that the employer is obliged to provide him with leave during the period specified in the schedule. But despite this, objective reasons for postponing vacations may arise during the calendar year. However, the obligation of the schedule for execution by the parties prohibits unilaterally changing the established vacation time. When agreeing on changes to the vacation time defined in the vacation schedule between the employee and the employer, a deviation from the provisions of Art. 123 of the Labor Code of the Russian Federation cannot be considered unlawful provided that it is properly executed.
In the event that the initiator of the change is the employee, his application for the transfer of leave and the reasons that led to such a need, as well as the consent of the employer, are required.
Article 124 of the Labor Code of the Russian Federation establishes that annual paid leave must be extended or postponed to another period determined by the employer taking into account the wishes of the employee, in cases of temporary disability of the employee, the employee performs state duties during the annual paid leave, if for this purpose the labor legislation provides for an exemption from work, in other cases provided for by labor legislation and local regulations.
In addition, the employer, upon a written application from the employee, is obliged to postpone the annual paid leave to another period agreed with the employee in cases where:
- the employee was not paid on time for annual paid leave;
- the employee was notified of the start time of this vacation later than two weeks before it began.
If the initiator of the change is the employer, then documents confirming the legality of the employer’s actions to deviate from the vacation schedule are orders (instructions) to transfer vacations, to recall employees from vacations, other orders (instructions), as well as the written consent of employees. The employer may take the initiative to postpone vacation in exceptional cases when granting vacation to an employee in the current working year may adversely affect the normal course of work of the organization.
The execution of the above documents is the basis for making appropriate changes to the vacation schedule.

Is it necessary to make changes to the vacation schedule if employees are fired or new employees are hired?

Labor legislation does not contain norms containing requirements to include changes in the vacation schedule in connection with the hiring of new employees. Such requirements may be established by local regulations regulating the procedure for drawing up a vacation schedule. To plan activities and control the use of vacations, the employer can make changes to the vacation schedule by supplementing it with information about the next paid vacations for newly hired employees.

Is it necessary to include part-time workers in the vacation schedule?

As for the inclusion of part-time workers in the vacation schedule, labor legislation does not contain these requirements. In our opinion, since a part-time worker performs specific work, the employer’s ignorance of the part-time employee’s vacation dates can lead to ineffective vacation planning. It is recommended that part-time workers be included in the vacation schedule based on their written application, which indicates the vacation period. It should be borne in mind that persons working part-time are granted annual paid leave simultaneously with leave for their main job. If an employee has not worked for six months at a part-time job, then leave is granted in advance.
In addition, according to Art. 286 of the Labor Code of the Russian Federation, if in a part-time job the duration of the employee’s annual paid leave is less than the duration of leave at the main place of work, then the employer, at the request of the employee, provides him with leave without pay for the corresponding duration.

Do I need to make changes to the vacation schedule when granting study leave to an employee?

The vacation schedule is drawn up and approved for annual basic and additional vacations. Study leave has nothing to do with them and is considered targeted. Taking advantage of study leave is the right, and not the obligation, of the employee, that is, if he has the opportunity to combine study with work, then he does not have to take out study leave. If this is not possible, then the employee must submit a summons certificate and an application for leave. In this case, the employer does not have the right to refuse, since the procedure for granting study leave is regulated by Art. 173 Labor Code of the Russian Federation. Thus, no changes to the vacation schedule related to employees going on study leave need to be made.

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

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

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

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

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

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

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

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

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

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

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

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

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

Approval procedure

The vacation schedule is approved according to the following scheme:

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

When are changes made?

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

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

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

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

The law establishes cases when the administration has the right to postpone vacation if the absence of an employee from his place may disrupt the normal work of the company. However, in this case, it is imperative to obtain the written consent of the employee himself for this action.

Procedure for making changes

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

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

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

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

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

You can accurately create a vacation schedule using our video instructions:

Vacation schedule for the year: details of registration

Art. 123 of the Labor Code of the Russian Federation obliges the employer to approve the compiled vacation schedule for employees before the start of the next calendar year. Features of this document include:

the need for its approval annually no later than 2 weeks before the start of the next year;
mandatory agreement with the trade union body (if any);
the indispensability of familiarizing each employee with it;
it is binding for both the employee and the employer;
creation taking into account the fact that a number of employees have a preferential right to choose the period of going on vacation.

Since a ready-made schedule is subject to approval, work on its creation begins in advance and can be initiated by an appropriate order from the manager.

When drawing up a schedule, it reflects the following types of paid leave:

annual;
additional;
unused in the previous year;
executed by a part-time worker.

The schedule that has come into force may be subsequently adjusted (for example, in connection with the postponement of vacation or recall from it) and supplemented (by data on newly hired employees).

Read about what needs to be done to recall an employee from vacation. “We are preparing a recall from an employee’s vacation - a sample order” .

The absence of an approved vacation schedule may lead to the employer being punished in the form of a fine (Clause 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation):

from 1,000 to 5,000 rubles. for individual entrepreneurs and officials;
from 30,000 to 50,000 rub. for legal entities.

Do I need an order to approve the schedule?

You can draw up a vacation schedule using a form developed by the employer yourself. However, it is usually convenient for this purpose to use the standard form T-7, approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1. This form contains fields to reflect all the information necessary for this document and allows the introduction of additional columns and lines if the need arises.

The required details of this document are the date of preparation and the approving signature of the manager. Thus, there is no need to additionally approve the vacation schedule. Therefore, a separate order for its approval is not mandatory, but can be drawn up if it is accepted by the current document flow system. Moreover, the date of such an order must fit into the time limits established for the approval of the vacation schedule, Art. 123 Labor Code of the Russian Federation.

The expediency of such a document can be justified by the reflection in it of some additional information related to the approved schedule. For example, by appointing those responsible for its compliance.

Sample order for vacation schedule for 2019

Since the order approving the vacation schedule for the next year is not a mandatory document, there is no approved form for it, and therefore it can be drawn up in any form. It would be wise to include the usual order details, namely:

indication of the originating employer;
number and date;
the essence of the order;
manager's signature;
signatures of the persons listed in the document as executors of the order.

A sample version of the order for approval of the vacation schedule can be seen on our website.

Results

Approval of the vacation schedule for the next year is a mandatory procedure for every employer. And the order for its approval is drawn up in free form and only if this is established by the employer’s document management system.

1. Article 123 of the Labor Code of the Russian Federation states that the order of granting annual paid leave is established by the schedule. The vacation schedule must be drawn up by the employer taking into account the opinion of the elected body of the primary trade union organization for each calendar year and approved by it no later than 2 weeks before the start of the calendar year. For example, the vacation schedule for 2009 must be approved no later than December 18, 2008.

2. Vacations can be granted at any time during the year, but without disrupting the normal functioning of the organization. When drawing up the schedule, the wishes of workers and the features of the production process are taken into account.

An important condition that must be observed when drawing up the schedule is that the vacation should not begin earlier than the working year for which it is granted.

The approved vacation schedule is mandatory for both the employer and employees. This means that neither the employer nor the employee has the right to unilaterally change the scheduled time for going on vacation.

If an employee is not satisfied with the vacation time established in the schedule, he can ask the employer and the relevant elected body of the primary trade union organization to change it. With the consent of the employee, the time for going on vacation can be changed at the initiative of the employer.

3. The approved vacation schedule is brought to the attention of all employees. Typically, vacation schedules are posted in departments or announced to employees against signature. However, this does not exclude the employer’s obligation to notify each employee of the start time of his vacation no later than 2 weeks in advance.

4. When drawing up a vacation schedule, it should be taken into account that for some categories of employees the laws provide for such a benefit as the right to use vacation at a convenient time of year for them (Part 4 of Article 123 of the Labor Code of the Russian Federation). The number of persons entitled to such a benefit is currently quite significant. These include, in particular:

workers under the age of 18 (Article 267 of the Labor Code);
participants of the Great Patriotic War, war invalids, combat veterans, incl. and disabled people (Articles 14 - 19 of the Law on Veterans);
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 N 4301-1 “On the status of Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory” // BBC RF. 1993. N 7. Art. 247);
Heroes of Socialist Labor and full holders of the Order of Labor Glory (Article 6 of the Federal Law of January 9, 1997 N 5-FZ “On the provision of social guarantees to the Heroes of Socialist Labor and full holders of the Order of Labor Glory” // SZ RF. 1997. N 3. Art. 349);
persons awarded the sign “Honorary Donor of Russia” (Article 11 of the Donation Law);
persons who received or suffered radiation sickness and other diseases associated with radiation exposure as a result of the Chernobyl disaster or with work to eliminate its consequences, disabled people as a result of the Chernobyl disaster, participants in the liquidation of the disaster, citizens evacuated from the exclusion zone and resettled (resettled) from the resettlement zone, and some other persons exposed to radiation as a result of the disaster at the Chernobyl nuclear power plant, other accidents at nuclear facilities for military and civilian purposes, tests, exercises and other work related to any types of nuclear installations (Articles 14 - 22 of the Chernobyl Law) .

When drawing up a vacation schedule, one should also take into account the right of a male employee to receive annual leave during the maternity leave of his wife, as well as the right of one of the parents (guardian, trustee) working in the Far North and equivalent areas to receive annual paid leave or part of it (at least 14 calendar days) to accompany a child under the age of 18 entering an educational institution of secondary or higher vocational education located in another area (see commentary to Article 322).

In cases where the employee has the right to choose, when drawing up a vacation schedule, it is advisable to invite him to write a statement about what time he would like to receive his vacation. If there is such an application and the employee’s wishes are taken into account when drawing up the schedule, subsequently changing the time of use of vacation can only be done by mutual agreement of the parties.

If an employer does not comply with the legal requirement to provide leave to certain categories of employees at a time convenient for them or violates the approved leave schedule, employees have the right to seek protection from labor dispute resolution bodies (labor dispute commission, court).

Every working person has the right to receive annual leave with monetary compensation. To ensure the possibility of going on vacation while maintaining the required level of enterprise productivity, it is practiced to create a special vacation schedule.

What is the purpose of the vacation schedule?

At its core, the vacation schedule is document regulating the time for employees of the organization to go on vacation. It is drawn up to form a specific rest queue for workers, so that maintain full functionality the entire structure of the company.

Certain regulations have been developed for drawing up such a schedule. He compiled once a year without the possibility of making any adjustments. The only exception can be considered possibility of making changes in the duration of vacations and only on the basis of an order issued by the head of a commercial organization. Similar document must be agreed upon with the administrative staff the company and the workers' union, if, of course, there is one.

The vacation schedule must be formed taking into account the existing wishes of employees and in accordance with the specifics of the functioning of the organization itself. Various regulations including collective agreements may regulate the maximum number of employees of the same structural unit of the organization that can simultaneously go on vacation. It is important to follow these steps so that the annual monthly rest of employees does not negatively affect the company’s work process.

Often It is recommended to start planning in November. This is due to the fact that it is important to hand it over to management two weeks before the start of the New Year. Such requirements are put forward by the current Labor Code of the Russian Federation.

When new workers are hired during the year, they should not be included in this schedule. Going on vacation for such employees is carried out in agreement with the head of the organization.

Existing rules for drawing up the T-7 form

At its core, the graph is local document specific organization, according to which its employees go on annual leave. It is compiled according to a specific form called T-7. Each individual structural unit of the company has its own schedule. This is how most enterprises act. First, the management of each department creates its own schedule and then transfers it to the personnel department. Further, HR department employees make their own adjustments to these acts, based on the personnel potential of the enterprise and the specifics of his work.

After this happens coordination of adjustments made with employees, whose holidays were corrected. In addition, it is important to get consent from the immediate head of the department, because it is he who knows the needs of production and understands the need for the presence of this or that employee at the enterprise. In addition, it is important to coordinate all possible transfers of vacations, because even changing the date and period of rest of one employee can move the vacation of several employees, which is fraught with internal conflicts in the organization in the absence of approvals.

After all approvals are completed, the final document is transferred again to the human resources department to form a final consolidated schedule for the entire organization.

Certain nuances of document preparation

In addition to the requirements of company employees, when drawing up a vacation schedule, it is extremely it is important to take into account the requirements of current legislation:

Regardless of length of service, certain categories of workers can count on receiving annual rest with financial benefits. Such employees include: citizens under 18 years of age, female representatives before and after going on maternity leave, persons who have adopted children under 3 years of age. For this reason, when drawing up such a schedule, it is necessary to take into account the presence of pregnant women and minors on staff.

Rest is provided to the employee until he reaches six months of work in the organization only with the agreement of the management of the enterprise and the writing of a corresponding application.

Until the employee completes his six-month period of work in the organization, when he is granted leave, he must be paid vacation pay and provided with rest in full.

receiving two vacations are acceptable for those employees who joined the organization at the end of the previous calendar year, for example, in early October. In such situations, the employee has the opportunity to take a vacation in May, and the next one for the previous year at any other time throughout the rest of the year. Such a possibility should be taken into account in the vacation schedule when drawing it up and included in the relevant act;
The priority of employees when going on vacation is established taking into account the presence of people on the staff who belong to a certain category of citizens who have the priority right to receive vacation.

Situations that allow for the possibility of making adjustments to the schedule

In some situations, after drawing up a vacation schedule a new employee is hired to join the organization's staff. In such conditions, a problem arises with the formation of such an act. The current Labor Code of the Russian Federation does not impose an obligation on the employer to make any adjustments into an already established schedule.

In other words, new employees can go on vacation only after writing a corresponding application addressed to the head of the enterprise and with his consent.

However, it is worth noting the fact that the current legislation does not prohibit drawing up an additional document, where information about the vacations of all new employees will be displayed. Such a procedure involves drawing up an additional act in which data will be entered on the dates and timing of the provision of rest to such employees of a commercial structure. Such a document is certified by the signature of the immediate head of the organization.

All changes must be reflected in separate columns 7-10 of the unified form of the T-7 vacation schedule:

V column 7 information is entered on the date of the organization’s employees going on vacation;
V box 8 It is required to indicate the name and number of the document according to which changes will be made to the timing and dates of departure of employees for annual vacation. Such documents include a person’s application to postpone his vacation, which is certified by the signature of the head of the enterprise. This is provided for by Article 124 of the current Labor Code of the Russian Federation;
V 9 column the expected date of sending the citizen on vacation is indicated. This is allowed, for example, when writing an application with a request to postpone the holiday to the date when his wife will be on maternity leave;
V 10th column A variety of comments and notes are made.

Who can check this form?

Regardless of the size of the company's staff, such It is extremely important to create a schedule. According to the Labor Code, this document is a necessary condition for observing the rights and obligations of both the organization’s employees and its management. In addition, this the act regulates the order of going on vacation employees, which makes it possible to eliminate the possibility of various disagreements and internal conflicts within the team. In the event that the parties to the labor relationship directly violate the Labor Code of the Russian Federation by their actions, then the regulatory authorities have the opportunity impose financial penalties as penalties.

This document is one of those that is mandatory undergoes inspection by labor inspectorate. This is due to the fact that in the absence of such a schedule at the enterprise, the rights of workers are violated, and also does not give them the opportunity to plan their well-deserved rest in advance.

If facts of non-compliance with labor legislation are revealed, in addition to a fine against the head of the organization, regulatory authorities may initiate the suspension of its activities.

This video provides detailed information on how to create a vacation schedule without errors. Detailed instructions.