How to draw up a vacation schedule - possible mistakes and their solutions. Application for leave and inclusion in the vacation schedule Employee application for the vacation schedule

The need to have a rest schedule for employees is established by Art. 123 Labor Code of the Russian Federation. It reflects information on the procedure for distributing paid annual leave for each employee of the enterprise. Such data is planned for the entire calendar year on a monthly basis. A document is drawn up using the unified form T-7, approved by the State Statistics Committee of the Russian Federation. It specifies the following types of leave:

• paid annually;
• paid additional;
• unused.

If a new employee has been hired

However, the compiled document does not always remain unchanged throughout the entire year. Circumstances may arise that require new data to be entered into the T-7 form (for example, when hiring a new employee).

What to do in this situation? As noted above, according to the law, rest is provided to a worker on the basis of a schedule. And it is compiled two weeks before the end of the year. However, employers often hire new workers after the schedule is approved. Therefore, a person who came to the company, for example, in January, will not be taken into account in the document (since it was drawn up in December). But after six months, an employee hired in January can exercise the right to rest.

Employees who are employed after the approval of the schedule can be given rest on the basis of an application without including them in the plan. Or you can formalize the supplement to it in the form of a separate document, indicating in it information about the release of new work bot-ni-kov. True, this measure is not mandatory.

In this case, when the newcomer becomes eligible for rest (usually after six months of work), it can be added to the plan.

The supplement is drawn up in the same form as the main one. A sample addition to the vacation schedule for new employees is presented at the beginning of the article.

Above the “I approve” requisite, an additional requisite is entered: “Additional vacation schedule for ____ year.”

Since an addition is an appendix to the main document, it should be approved in the same order. First, he is endorsed by the head of the HR department. Then the document is agreed upon with the trade union body (if there is one). After this, the addition is approved by the head of the organization with his visa.

It is advisable to enter the rest time of new employees in the T-7 form. But this procedure is relevant only for those citizens who were employed by the organization in the first half of the year. After all, employees hired later, as a rule, use the right to long rest only after 6 months. This means they will be included in the plan for next year.

Sample of an additional vacation schedule for new employees

Sample addition to the vacation schedule when hiring a new employee

Employer's liability

According to Parts 1 and 2 of Art. 123 of the Labor Code of the Russian Federation, each organization must draw up a vacation plan. When checking an enterprise, Labor Inspectorate employees will probably want to make sure it exists. Therefore, for its absence, the employer may be fined in the amount of 30,000 to 50,000 rubles (Clause 1, Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

Haven't made your vacation schedule yet? Start working on the document on time to meet the deadline. Find out about 4 new rules in 2019 and download a sample form.

In the article:

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Vacation schedule for 2019: who draws up and when

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

A vacation schedule is needed to:

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

Drawing up the vacation schedule for 2019 is entrusted to the personnel officer. You can take as a basis the unified form No. T-7 , approved by Resolution of the State Statistics Committee of the Russian Federation No. 1 of January 5, 2004. You can also develop your own document form for 2019, having it approved by order. The document is certified by the signature of the head of the personnel department and submitted to the director of the company for approval.

Attention! The State Transport Inspectorate controls the deadlines for document approval for 2019 and strictly monitors their compliance. The deadline is December 17, which in 2018 is Monday. You can play it safe and approve the 2019 document on December 14 (Fri) or December 15 (Sat). Consider the length of the work week in your organization.

Information that should be in the sample:

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

2. Resolve the issue of granting vacations for previous years

Now, unused vacations are in any case retained by the employee and do not expire, regardless of how long ago he received the right to them. This decision was made by the Constitutional Court. Considering the number of accrued vacation days the employee has, decide whether to include them in the new vacation schedule.

Compilation procedure for 2019: step-by-step algorithm

Step 1. Find out what employees want

Who to include in the new schedule

Enter all full-time employees, including external and internal part-time employees, into the document template for 2019. You may not include in the general list women on maternity leave who do not plan to return to work in the next calendar year. But for those whose maternity leave ends next year, pay it in immediately.

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

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

Which employees are entitled to take unscheduled leave?

	A document base	Norm
An employee whose wife is on maternity leave	A copy of the certificate of incapacity for work for pregnancy and childbirth	Part 4 art. 123 TK
An employee before or immediately after maternity leave	Certificate of incapacity for work for pregnancy and childbirth	Articles 122, 260 Labor Code
Workers under 18 years of age		Articles 122, 267 Labor Code
Employees who adopted a child under three months of age	Birth certificate	Article 122 Labor Code
Part-timers	Certificate from main place of work	Article 286 Labor Code
Employees of the Far North and equivalent territories, if accompanying a child who enters an educational institution in another area	Birth certificate	Article 322 Labor Code

If the company is large, authorize line managers to draw up preliminary draft schedules for each department, and then combine them into a consolidated vacation schedule in Excel (you can download a standard template online).

Attention! Since October 2018, a new article 262.2 of the Labor Code of the Russian Federation came into force, granting employees with three or more children under the age of 12 the right to take annual paid leave at any convenient time.

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

Advice from the editors of the magazine "Personnel Business"

Discuss leave dates with employees in advance or request information in writing. For example, have department and work group heads create preliminary schedules and then consolidate them into one document. What you need for this, read the article:

Step 2: Create preliminary schedules

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

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

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

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

Step 3: Check preliminary schedules

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

The working year for which leave is granted is from 06/10/2018 to 06/09/2019. Vacation for this period must be planned no earlier than June 11, 2019.

Of course, it's very early. The employee will receive leave in advance after working only 1 day in a given working year. But the law does not prohibit this. Although such situations should not be allowed. After all, if an employee decides to quit immediately after a vacation, then it will be difficult to make deductions for unworked vacation days.

Step. 4. Draw up a draft vacation schedule

A project is a document that has been drawn up, but not yet signed or approved. You can draw up a vacation schedule using the unified T-7 form, or you can develop your own form. A sample completed schedule is below.

Experts from System Personnel have developed a new automated HR tool - . It will help you plan vacations taking into account holidays and see who needs to be notified about the start of the vacation in the near future.

Step 5. Agree and approve the vacation schedule

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

The vacation schedule must be approved 2 weeks before the start of the next calendar year. December 17 (in 2018 this is Monday) is the latest date for approval of the schedule.

1. The vacation schedule can be approved by the head of the organization. To do this, he puts the date and his signature in the upper right corner of the document.
2. The vacation schedule can be approved if you issue an order on the main activities of the company and include in it the item “Approve the vacation schedule for 2019.” The vacation schedule itself will be an appendix to the order.

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

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

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

Step 6. Familiarize employees with the vacation schedule

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

Expert answer from Sistema Personnel

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

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

Position one. Form T-7 does not provide a column for the employee’s signature. In addition, the Labor Code of the Russian Federation does not establish such an obligation.

Position two. There is an opinion that...

To avoid mistakes, use smart vacation schedule for 2019 - a ready-made table with four tabs. All you have to do is enter employee data into Excel and download it.

The editors of the magazine “Personnel Affairs” have prepared. From it you will learn how to use the vacation schedule in practice: enable macros, transfer data, use the “Scheduler” function. Coordinate the finished document with the trade union (if any) and approve it in the manner prescribed by local standards.

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

How to make a vacation schedule? This question is asked by personnel officers and those performing their duties in small organizations. In our article we will tell you how the schedule is drawn up, whether changes can be made to it and how to do this, and we will also touch on other important practical issues.

Form T-7 vacation schedule

Important! The vacation schedule is mandatory for both parties to labor relations (Article 123 of the Labor Code of the Russian Federation). This document is subject to approval on an annual basis in relation to each worker currently in the organization and no later than 2 weeks before the start of the next year.

There is a standardized form for its preparation, T-7, approved. Resolution of the State Statistics Committee of Russia dated January 05, 2004 No. 1. To date, the use of standard forms of primary documentation approved by the said resolution is optional (see information from the Ministry of Finance of Russia No. PZ-10/2012).

Conclusion! Thus, the employer is given the right to create and approve the form of this schedule independently.

However, in practice it is the T-7 form of the vacation schedule that is most often used due to its convenience. An example of a vacation schedule based on it will be posted below.

Note! The information contained in the vacation schedule can be divided into 2 groups:

• information about the employer and agreement with the trade union body (if any);
• information about the employee and the vacation period.

Group 1 includes:

• employer's name;
• the opinion of the trade union body and the date of its adoption;
• document registration data;
• details of the person who approved the schedule and the date of approval.

Group 2 includes:

• name of the structural unit where the employee works;
• Full name of the employee;
• employee position;
• employee personnel number;
• the number of calendar days of vacation, taking into account the right to divide it, provided that one of the parts lasts at least 14 calendar days;
• planned and actual start date of vacation;
• information about transferring vacation;
• notes (in this column you can indicate, for example, the reasons for transferring vacation).

Note! The document may contain a separate column for the signature of each employee confirming familiarization with it. In the absence of such a column, you can record the fact of familiarization in a special journal.

The schedule is signed by the head of the HR department and approved by the head of the organization.

Sample vacation schedule for 2019 (download vacation schedule form in Excel)

The vacation schedule form, we repeat, can be created either by the employing organization or on the basis of the standardized T-7 form.

You can download the vacation schedule in Excel format from the link below: Vacation schedule - sample.

Note! When entering information into a sample vacation schedule, you must consider the following points:

• It must indicate all employees who, by the date of its approval, are working in the organization under employment contracts. If during the next year, for which the schedule is actually drawn up, new employees are hired within the Labor Code of the Russian Federation, there is no need to include them in such a local document - the basis for granting them annual leave will be the corresponding statements from them (Article 122 of the Labor Code of the Russian Federation). If an organization’s internal act provides for a rule to include all new employees in the schedule for the current year, this is done according to the rules for making changes (we will discuss this later).
• The corresponding column indicates the total number of vacation days that a particular employee is entitled to in the coming year (see the article How to calculate the duration of vacation?). In this case, the days of both the main annual and additional annual leave are taken into account. As for unused days for previous years, they can be provided either within the framework of such a schedule, or by agreement between the parties to the employment contract, i.e. they may or may not be included in the schedule (see letter from Rostrud dated 03/01/2007 No. 473-6-0).
• When indicating the expected start date of vacation, you can indicate either the exact date or only the month of the start of vacation, since the Labor Code of the Russian Federation does not regulate how exactly the time of departure of a worker on vacation should be determined. This conclusion is also confirmed by the law enforcer (for example, the ruling of the RF Armed Forces dated 02/06/2014 No. APL13-606).

Speaking about how to correctly draw up a vacation schedule, it is worth noting that it is advisable to register each vacation as accurately as possible for each employee, trying to indicate not only the month, but also the dates.

Important! Labor legislation does not limit the parties to an employment contract in choosing how to determine the vacation period. However, you need to take into account that if only the month is indicated in the schedule, then:

• the employer will have to independently determine the start date of the vacation in advance and notify the employee about it no later than 2 weeks in advance;
• there is a risk of a dispute with the employee when granting leave planned for conditional July at the end of July - beginning of August, etc.

Note! If the date is specified in the schedule, then there will be no need to further coordinate it before the vacation.

Vacation schedule according to the Labor Code of the Russian Federation: how to divide vacation into parts or postpone it to another date

Important! Vacation can be divided into parts (not necessarily into 2, there may be more).

Wherein:

• The employee’s consent to the division of leave is required (Article 125 of the Labor Code of the Russian Federation). Without this, the employer has no legal grounds to split the employee’s vacation (see letter of Rostrud dated July 17, 2009 No. 2143-6-1).
• One of these parts must be no shorter than 14 calendar days, the rest must be of any duration (even 1 day).

If, by the time the document is approved, there is already an agreement with the employee on dividing his vacation into parts, this can immediately be displayed in the schedule (see our example at the link above).

Note! If the need arises for an employee to split his vacation into parts during the year, he must write an application to the employer, and if such an application is satisfied, appropriate changes will be made to the schedule.

The legislator has established the following cases when the employer can agree on the transfer or extension of leave, taking into account the worker’s opinion on this matter (Article 124 of the Labor Code of the Russian Federation):

• due to the latter’s temporary incapacity for work;
• due to the employee performing state duties during vacation, if the law regulates exemption from work for this reason;
• in other cases regulated by law.

The employer is obliged, at the request of the worker, to postpone the vacation for a period of the worker’s choice if:

• the latter was not paid vacation pay on time;
• the latter was notified of the start of the vacation later than 2 weeks before its first day (the form and method of such notification are not regulated by the Labor Code of the Russian Federation, so the employer can determine them independently, see letter of Rostrud dated March 22, 2012 No. 428-6-1).

Is it necessary to coordinate vacation schedules with employees?

Important! According to current legislation, when establishing the priority of vacations, the employer may take into account the opinions of workers, but is not obliged to do so, except in certain cases.

Note! They have the right to independently choose the start date of their vacation and the duration of each part of it:

• workers under 18 years of age (Article 267 of the Labor Code of the Russian Federation);
• an employee whose spouse is on maternity leave - during her stay on such leave and regardless of the duration of the employee’s work with a particular employer (Article 123 of the Labor Code of the Russian Federation);
• part-time workers (since leave from a part-time job is granted at the same time as leave from the main job, Article 286 of the Labor Code of the Russian Federation);
• participants of the Second World War, disabled war veterans, combat veterans, including disabled people, labor veterans (Articles 14-20, 22 of the Law “On Veterans” dated January 12, 1995 No. 5-FZ);
• Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory (clause 3 of Article 8 of the Law of the Russian Federation “On the status of Heroes of the Soviet Union...” dated January 15, 1993 No. 4301-I);
• Heroes of Socialist Labor, Heroes of Labor of the Russian Federation and full holders of the Order of Labor Glory (Article 6 of the Law “On the Provision of Social Guarantees...” dated 01/09/1997 No. 5-FZ);
• persons who received the “Honorary Donor of Russia” badge as an award (Article 23 of the Law “On the Donation of Blood and Its Components” dated July 20, 2012 No. 125-FZ);
• persons who received radiation sickness and other diseases as a result of the accident at the Chernobyl nuclear power plant, who participated in the measures to eliminate the consequences of the said accident, and other persons in accordance with the requirements of the law (Articles 14, 15, etc. of the Law of the Russian Federation “On Social Protection of Citizens...” dated 15.05 .1991 No. 1244-I).

Vacation schedule on form T-7: how to formalize changes

Note! The procedure for making adjustments to the sample vacation schedule is not regulated by law.

If there is a need to change the content of the document, you can use one of the following solutions:

• publish a new edition of such a document;
• publish an addition to it;
• make adjustments to an existing form - if possible.

For example, the T-7 form allows you to do this, for which it contains special columns. Columns 8 and 9 indicate, respectively, the basis document (for example, an employee’s statement, an employer’s order) and the date of the proposed vacation. In column 10 “Notes” it is recommended to record the reasons that served as the basis for changing the vacation period.

This issue is discussed in more detail in our other article - How to make changes to the vacation schedule? , we recommend reading it.

Labor Code: scheduled leave

As we have already mentioned, compliance with the approved vacation schedule is mandatory for both parties to the employment contract.

Important! If an employee plans to go on vacation in strict accordance with the schedule, then he does not need to apply for vacation.

However, an application will be required if:

• the employee is not legally included in the approved schedule;
• the employee plans to go on vacation at a time other than that regulated by the schedule;
• The schedule specifies only the month, but not the specific date of departure on vacation.

We remind you that the employer is obliged to inform the employee at least 2 weeks before the first day of vacation about the start date. The reader will learn how to issue such a notice from our article Notice of scheduled leave - sample.

Employer's liability

For the absence of this document, the employer may incur administrative punishment (clause 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation) in the form of a fine in the amount of:

• from 1,000 to 5,000 rubles. - for officials of the employer;
• from 1,000 to 5,000 rubles. — for the employer himself (a business entity without forming a legal entity);
• from 30,000 to 50,000 rub. - for a legal entity employer.

Responsibility for violating the terms of storage of documents is also assumed. Thus, the duration of storage of the vacation schedule is regulated and equal to 1 year (clause 693 of the order of the Ministry of Culture of Russia dated August 25, 2010 No. 558). This issue is discussed in more detail in the article What is the shelf life of a vacation schedule in an organization? . At the same time, the company’s local documentation may provide for a longer storage period.

For destruction of a document before the regulated period, the employer may be held liable under Art. 13.10 Code of Administrative Offenses of the Russian Federation.

So, the vacation schedule refers to mandatory documentation for an organization where employees work under an employment contract. Such a document can be drawn up either in an approved standardized form or in a custom form developed by the employer himself.

The vacation schedule for the coming year is subject to approval no later than 2 weeks before the end of the current year. The approved schedule can be adjusted if such a need arises. The document must be stored for 1 year. For the absence of this document, administrative penalties may be applied to the employer.

In November, HR officers have a new concern - drawing up a vacation schedule for the next calendar year. A well-designed vacation schedule will ensure not only the smooth operation of all services of the organization, but will also prevent conflicts in the team. In the article you will find a sample of filling out the vacation schedule for 2018.

Vacation schedule for 2019

In the article:

Download this useful document:

How to fill out a vacation schedule

Columns “Position” and “Personnel number”

When filling out the vacation schedule, you enter the employee data yourself. There's nothing complicated about it. The question is which employees should be included in the vacation schedule and which should not.

In the vacation schedule we indicate:

• all employees with whom employment contracts have been concluded, including those who have the right to go on vacation at a convenient time,
• external and internal part-time workers,
• general director and his deputies.

There is no need to indicate in the employee vacation schedule:

• the term of the employment contract with whom ends before December 31 of the current (2018) year,
• who are on maternity leave and do not intend to return to work in the next calendar year.

These employees will not use annual leave, so there is no point in planning for it. HR System experts will explain Do I need to change the vacation schedule when hiring new employees?

Column “Number of calendar days”

When filling out this column, please note:

• The duration of the main vacation cannot be less than 28 calendar days. And there are categories of workers who are entitled to more. In addition to teachers, civil servants and doctors, extended basic leave must be provided to minors (31 calendar days, Article 267 of the Labor Code of the Russian Federation) and disabled people (at least 30 calendar days).
• In the vacation schedule, we plan not only the employee’s main vacation, but also additional (if any). After all, Article 120 of the Labor Code of the Russian Federation provides that these holidays are provided together and are summed up. Therefore, be sure to add additional days to the number of days of main vacation.
• Unused vacations from previous years can also be scheduled.

The vacation schedule does not include:

1. Study holidays.
2. Leave for child care, pregnancy and childbirth.
3. Leave without pay.

Column “Vacation start date (planned)”

In this column you need to indicate the exact date - day and month. If you add only a month, then you will not have a clear plan for employees to go on vacation. You will inevitably encounter overlaps. It is the non-specific dates in vacation schedules that give rise to most disputes and conflicts.

Column "Name"

In what order should employees' names be placed in the vacation schedule? There is no clear answer to this question in the law. The employer can choose it himself and register it in the local act of the organization (Article 8 of the Labor Code). In practice, 2 design options are used:

1. Alphabet order. It is used by small organizations.
2. Chronological order. That is, the first entries in the schedule will be about employees who go on vacation in January, and the last ones will be about those who go on vacation in December.

If the company has structural divisions, then a schedule can be drawn up for each of them. This option is suitable for organizations with a large number of employees.

Important! The vacation schedule is a mandatory document. It should be in any company that has hired employees. If it is not there or the procedure for drawing up the vacation schedule for the next year is violated, the company will be held administratively liable (Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation). In this case, the official will be fined from 1 to 5 thousand rubles, and for the organization from 30 to 50 thousand rubles.

The experts at Sistema Personnel tried to make the HR officer’s job a little easier. To plan employee vacations for the next year, use their development - smart vacation schedule in Excel spreadsheet . It will calculate the end of vacation taking into account holidays, warn when an employee needs to be notified about the start of vacation, show the overlap of employee vacations and generate a unified schedule form.

How to make a vacation schedule: use an electronic assistant

To create a graph, use unified form No. T-7 or a self-developed form. In the schedule, indicate the order in which employees go on annual paid leave.

Take into account the specifics of the organization’s activities and the wishes of certain categories of employees when creating a schedule.

When filling out the vacation schedule, indicate the total number of vacation days for each employee and the specific dates when he plans to go on vacation next year (Article 123 of the Labor Code).

After you draw up a draft vacation schedule: sample, check it carefully. Will help you with this special table , which was developed by HR System experts. It will clearly show all your mistakes.

Question answer

Is it necessary to indicate information about unused vacations for previous years in the vacation schedule?

Days for unused vacation for the previous year can be included in the vacation schedule for the current year or provided by agreement between the employee and the employer, that is, without including it in the current schedule. The validity of this approach is confirmed...

When an employee must write an application for a vacation schedule: sample

If an employee takes another vacation according to the vacation schedule, which indicates the exact start date of the vacation, it is not necessary to write a vacation application. This should only be done in one of 3 situations:

1. An employee wants to go on vacation on days other than those indicated in the vacation schedule.
2. The schedule does not have exact start and end dates for the vacation.
3. The vacation is taken by a new employee who was hired after the schedule was approved.

The employee writes a vacation application in any form.

Application for vacation schedule (sample)

How many days before the leave the employee must submit an application is not specified in the law. The employer can set a minimum period in the company's local act.

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

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

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

Is it possible to divide the vacation period into parts?

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

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

How to reflect last year correctly?

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

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

Is it possible to specify only the month?

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

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

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

Which employees should be included in the document?

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

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

A rest priority plan is drawn up for all workers:

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

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

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

Do I need to flash it?

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

Duration of main rest time

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

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

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

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

Filling procedure

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

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

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

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

Approval procedure

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

Is there a stamp?

There is no need to affix a seal, unless the employer’s internal rules establish a different procedure. The vacation schedule is an internal document of the enterprise. Therefore, there is no need to put a stamp on it.

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

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

Common mistakes and ways to avoid them

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

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

Employee familiarization

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

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

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

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

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

Video on the topic

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

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