The scheduling of employee vacations for the coming calendar year with the signature of the head is carried out in each organization no later than two weeks before January 1. This rule is laid down in the 123rd article Labor Code. That is, for example, 12/17/2016 is the last date of its approval when drawing up a vacation schedule for 2017.

What does it contain

Its purpose is to reflect information on the distribution of paid annual leave for each of the employees. Such data are planned for the entire calendar year on a monthly basis. The personnel service is engaged in the development of the schedule, which takes a lot of time from its specialists.

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

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

Vacation schedule order: sample and main content

The procedure for filling out such a schedule must be described in detail in the instructions relating to personnel records management. If she is not there, work should begin with the issuance of an appropriate order - on drawing up a vacation schedule. What does it have to contain?

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

2. Terms of coordination with employees of their specific wishes regarding the dates of the start of the vacation of each.

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

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

Below we offer a look at a sample of scheduling vacations in the form of an appropriate order.

Main principles of work

What requirements must be taken into account when scheduling vacations? He is obliged to imply the features of production, compliance with the technology of work and the principle of interchangeability of employees. The possibilities for this are laid down by the Labor Code of the Russian Federation. In order to avoid disagreements and disputes, the order of vacations with the procedure for determining it is mandatory prescribed in a collective agreement or other regulatory local act. For example, it is mandatory to indicate the impossibility of simultaneously leaving the head of the unit and his deputy on vacation.

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

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

Where to begin?

What are the basic rules for scheduling vacations? The personnel service usually deals with the preparation of its project in organizations. For convenience, special forms are used. IN modern conditions generally accepted computer programs for scheduling holidays. At the preliminary stage, information on the use of them by employees for the past period is analyzed with the determination of the possible number of days of rest for the current year. The presence of employees belonging to preferential categories and entitled to priority in the queue is specified.

Then the data on employees is transferred to the management of individual departments. Their task is to clarify the opinion of the employee when drawing up the vacation schedule (each personally) regarding the date of departure or the possibility of division into parts. Such wishes should be reasonably coordinated with the work plans of the unit during the year, on the basis of which the optimal sequence is developed. Thus, all departments settle their own projects.

Having collected the results together, the personnel department is preparing, on their basis, a consolidated vacation schedule for the entire organization, which is then submitted for approval to management.

What is required to be included

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

Minor (under 18 years old) employees, according to Article 267 of the Labor Code, enjoy the right to leave for 31 calendar days. Disabled leave, according to the 23rd article of the Federal Law No. 181, concerning issues social protection this category must not be shorter than 30 days. and other teachers - from 42 to 56 days (in all cases we are talking about calendar days) depending on the type of educational institution ( kindergarten, school) and positions. This provision is regulated by Article 334 of the Labor Code of the Russian Federation, as well as by special Government Decree No. 724, adopted in 2002.

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

About additional holidays

Above we talked about the main annual paid holidays. In addition, according to Article 116 of the Labor Code of the Russian Federation, there are also additional holidays. Those who are engaged in dangerous and hazardous work (or those of a special nature), work in abnormal conditions, in the Far North, etc., as well as in some other specific cases specified by law, have the right to them.

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

About preferential categories

When compiling it, one should not forget that the organization may have employees who have the right to leave at a time that is convenient for them. You should start scheduling directly with these people. To whom does such a privilege shine?

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

2. Part-time workers (leaves at the main job and additional work must coincide in time - article 286 TK).

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

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

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

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

The procedure for scheduling vacations in individual cases

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

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

1. When the initiative to share a vacation is the work of an employee, an application is submitted to him asking for it. This is done before the date the schedule is to be approved. If the employer agrees, a resolution "permit" is affixed to the application with a date and signature.

2. In a situation of initiative on the part of management when developing a vacation schedule, the employer may offer the employee the division of the main vacation into right amount parts with the start and end dates for each. If the initiative meets with understanding, the subordinate will have to confirm - "I have read and agree" - in the same way, with his own signature, its transcript and the current date. This form of reaching agreements is in line with legally accepted norms. But this way requires some time.

3. In the form of the schedule, an additional column is introduced - "I have read and agree" - and the lines provided for the signatures of employees with decoding. By signing, the employee confirms the absence of claims on vacation dates and the facts of his possible division into "pieces". Thus, working time is saved.

note

This method is ubiquitous, but there are some nuances. It cannot be called completely correct. Let's say the signatures of all employees except one have been received. With a categorical refusal to force his leadership has no right. We will either have to draw up a new schedule, or take care of collecting the signatures of all the rest again. That is, this method is rather doubtful from the point of view of the law.

In some organizations, the internal regulations already contain a clause on granting vacations twice a year (each equal to 14 calendar days). By default, the employee's signature is assumed when reading this document as consent to such a separation. But Article 8 of the Labor Code of the Russian Federation regards this as a deterioration in the position of the worker. The fact is that the PWTR is an organization, and expresses only the will of the leader, but is not an agreement between the parties to labor relations. This status does not change and taking into account the opinion of the representatives of the trade union.

About newcomers, part-timers and mothers with children

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

How to plan It's not that easy. Sometimes there is no information about the time of departure of such an employee on vacation at the main place. Most often this happens if the procedure for developing schedules in both organizations is carried out simultaneously. Since the obligation of simultaneous provision is strictly regulated, the timing of the vacation schedule will have to be planned, focusing on the words of the employee. And you should be prepared for a possible postponement of the date.

Should the schedule contain the names of employees on parental leave? In many organizations, it includes the names of all Women sitting with babies, the law does not oblige to include it, but it does not prohibit it either. In fact, it is unrealistic to plan the next vacations of this category in advance. After all, each of the workers enjoys the right to interrupt the leave of absence and return to official duties at any convenient moment.

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

What about past years?

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

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

It is forbidden to refuse to grant vacations for two years in a row, and privileged categories (minors and those working in dangerous, harmful conditions) are supposed to rest annually. "Burn" vacation can not. The rights of the employee to it are preserved, but the manager, if the fact of such savings is checked by the labor inspectorate, can be seriously punished.

Written in pen...

At the end of the procedure for approving the vacation schedule, it is mandatory for execution. This means that the authorities do not have the right to postpone the deadlines specified in the document without a particularly good reason. And the employee undertakes to use the days assigned to him according to what is written. If there is a need for any deviations, any of them is drawn up by an appropriate order with a note on the reason in the schedule.

If an employee is accepted after the approval of the document, he is sent to rest on the basis of an additional order on scheduling vacations or on a personal application.

Design - what are the features?

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

The name of the organization, each structural unit, all positions, full names of employees are given in full, without abbreviations. In the case of granting holidays in parts, a separate line is allocated for each of them. The document is signed by the chief personnel officer and approved by the management of the organization. The date of scheduling is required. The opinion of the trade union body is taken into account if it is available at the enterprise.

Let's take care of people

Is it necessary for each employee to become familiar with the schedule? In this case, there is no consensus among labor law experts. Some of them refer such a schedule to local acts with the need to familiarize everyone under signature. Others agree that this is not necessary.

In practice, in most organizations, drawing up a vacation schedule still involves the collection of signatures of employees under it - in order to inform the latter. The schedule is usually placed in a public place on the information stand.

Notes to it may contain any information necessary personnel workers. For example - the reasons for the postponement of vacations, etc. It is customary to store the original document in the personnel department. A copy is usually provided to financial services for the purposes of accounting for the assessment and planning of material reserves for the payment of vacation pay. The rest of the structural units, as a rule, are given extracts from the schedule for the convenience of organizing production activities.

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

Last modified: January 2020

Two weeks before the end of the calendar year, each organization is required to prepare a vacation schedule for all employed employees, coordinate and approve it with management. This norm is enshrined in labor legislation and is mandatory. Employees personnel department it is necessary to carefully study the question of how to draw up a vacation schedule based on the requirements of the law, as well as organize the coordination of deadlines for the divisions of the enterprise so that the departure of an employee does not lead to disruptions in work.

The vacation schedule is understood as a local regulatory act that determines the order in which annual paid rest is provided to personnel in the organization. It is mandatory for both the employee and the head of the enterprise. The thoughtless preparation of a document can lead to a disruption in the production process or to violations that entail administrative liability. Therefore, the question - how to properly schedule vacations - should be approached very seriously.

General provisions

The basic rule that prescribes to approve the vacation schedule at the enterprise in advance is given in Art. 123 of the Labor Code of the Russian Federation. It is equally important to know when the vacation schedule for the next year is drawn up. Every year, no later than 2 weeks before the next year, this document must be prepared and approved.

In the process of preparation it is necessary:

1. Develop and approve the form of the document.
2. Coordinate the duration and vacation periods for departments.
3. Make records of all vacations of hired personnel in a single document.
4. Sign it with management.

Since when compiling a document, all the norms of the Labor Code regarding the provision of paid days must be observed, a responsible employee is allocated at the enterprise who draws up and coordinates the course of vacations at the enterprise.

Compilation rules

If the experience is not enough, the responsible employees have difficulties how to properly organize the process, how to draw up a vacation schedule so that the rights of workers and the requirements of the law are observed. Before you start preparing, you should familiarize yourself with the features of compilation. Vacation planning should begin with collecting information about the desires of employees to provide them with paid vacations in a given period. As a rule, a significant part of the company's employees tend to take vacations in the summer. First of all, it is necessary to organize vacation periods in such a way that priority is given to the right of certain categories of employees to go on vacation at their own discretion.

First, the issue of the duration of rest and dates will have to be resolved with the following employees:

• spouses whose wives are in late pregnancy and have already gone to maternity leave;
• part-time workers who must take time off during the rest period for their main job in accordance with Article 286 of the Labor Code of the Russian Federation, if there is a supporting document from the main place of work about the planned vacation for the next year;
• citizens under 18;
• employees with the status of "honorary donor of the Russian Federation" (based on subparagraph 1, clause 1, article 23 of Law No. 125-FZ of July 20, 2012);
• legal spouses of persons in military service have the right to rest in the same period of time, in accordance with Federal Law No. 76 of May 27, 1998, with documentary evidence that the other half is taking leave in the same period;
• citizens affected by the consequences of the Chernobyl accident (according to law No. 1244-1 of May 15, 1991), beneficiaries defined by the Law on the Chernobyl disaster;
• Participants in the fighting in Afghanistan and Chechnya.
• Citizens who received a significant dose of radiation during tests at the Semipalatinsk test site.
• One of the parents (custodians, guardians) raising a disabled child under 18 years of age, upon providing a certificate that the other parent does not use this benefit.
• Parents with many children, provided that their children have not reached the age of twelve ( See more : ).
• Other persons in accordance with the current legislation of the Russian Federation.

The process of how a plan for the vacation period is drawn up, it is recommended to start with the above categories of citizens. In order to avoid misunderstandings, it is better to ask them to write a statement with the exact time of the planned rest. Even if difficulties later arise with the coordination of dates, it is easier for responsible employees to confirm that the right to leave at the request of an employee of a privileged category is observed.

Preparatory work

For the normal functioning of the enterprise, it is recommended to simultaneously provide leave for no more than 10% of employees of the payroll. Therefore, it is necessary to analyze the data obtained and proceed to the next planning step - identifying employees whose absence is subject to mandatory replacement.

Regulation of vacation periods for employees and persons entitled to perform their duties will help to avoid disruptions production processes.

The last stage is the uniform distribution of employee rest periods by month of the calendar year. In order to avoid conflict situations, it is recommended to coordinate with employees on unwanted months, to offer a separation of periods. Moreover, in order for the provision of paid rest in parts to be legally valid, the written consent of the employees is required.

Particular attention is required to the procedure for compiling the table, determining its main content. Each chart should include the following information:

1. List of all hired personnel (indicate citizens with whom the enterprise has a signed and valid contract).
2. Duration in days (determined on the basis of the Labor Code of the Russian Federation and other legislative norms in the total amount due for the past period, including for past unused vacations). It is important to remember that in addition to allocating paid days in general order, there are circumstances for the appointment of an additional period. An employer can allocate additional days in excess of the established by federal law on the basis of internal regulations in force at the enterprise.
3. The beginning of the holiday period. It is indicated either by the exact date or by the month (in this case, an additional application will be required from the employee, and the regulations indicating the warning of the employer 2 weeks before the holiday are made in the local act of the organization.
4. Separation of paid days. An additional column in which employees sign, agreeing to split the days required by law into parts, one of which must be at least 14 days.

The enterprise can develop its own forms for coordinating the vacation periods of employees with the approval of a sample for filling out the vacation schedule. The form of the enterprise according to the new rules is approved in the form of an appendix to the accounting policy of the company.

Preparation for drafting

The development of a schedule, as a separate mandatory procedure, is described in the internal acts of the company (this may also be a collective agreement). The rules and examples of filling are approved within the enterprise, based on general requirements personnel management. It is recommended to issue a separate provision indicating the procedure for planning vacations and specific persons who sign and approve the document on planned vacation at the enterprise.

In addition to determining who is responsible for developing the form, determine who will maintain the vacation schedule during the year, determine the approval format and whether a seal is needed.

If the work on compiling the table is not defined within the framework of other enterprise standards, a separate order will have to be prepared to determine:

1. A person authorized to fill out and prepare an extract from the vacation schedule. You can allocate responsibility to the head of the personnel department and his employee.
2. The period of preliminary coordination of dates with employees within departments.
3. The period during which the manager approves the table prepared by the personnel department.
4. Document readiness date (drawn up no later than 2 weeks before the end of the current year).

TO common mistakes include inconsistency in the sequence of employee departure, which leads to production failures due to the lack of interchangeability of personnel. It is important to take into account the rest periods of each employee before approval, because, ultimately, the manager signs the vacation schedule.

IN educational institution it is allowed to indicate specific months for the rest of teachers (based on the academic year and vacations of students). In connection with the production need, it is allowed to allocate a specific period of the year for vacationers, if this time is characterized by a decrease in the volume of work. Thus, the employer has the right to determine the periods when it is better to organize a paid annual rest personnel.

In the process of compilation, authorized employees face difficulties.

How to agree on rest time for a newly hired employee

When drawing up a schedule for the next year, there are difficulties with the distribution of vacations, taking into account a newly admitted person to the state. According to Art. 122 labor law, employee the right to ask for leave after six months of work. With the consent of the management, paid days may be provided earlier.

For certain categories, the question of whether a vacation is mandatory or not at the first request of an employee is not worth it, since the enterprise is obliged to provide the required days by law (employees under 18, part-time workers, etc.)

part-time

In order to arrange a vacation period for a part-time worker, it is necessary to clarify the days of paid rest at another job.

According to Art. 286 of the Labor Code, an enterprise where a person works as a part-time worker is obliged to allocate days according to the vacation schedule for employees approved by another organization.

Difficulties may arise if an employee who combines duties at an enterprise asks to reschedule days, since the vacation period in another company has shifted.

Decree

When keeping records of hired personnel and their vacations, special attention is paid to the inclusion of entries about women in the decree. In fact, there are no clear instructions in the law to include women workers on leave to care for young children in the main list of vacations. There are situations when an employee suddenly interrupts the decree and goes to work, having previously taken advantage of the right to paid leave.

If there is a possibility of exiting the decree next year, it is recommended to coordinate vacation plans with the employee.

Procedure for registration and approval

The planned vacation of all employees of the enterprise, drawn up on paper, must be approved no later than 14 days before the end of the outgoing year. Until 2013, the vacation schedule was drawn up in the legally established form (T-7). Currently, this form is not mandatory, but, for convenience, you can use it by deleting the extra ones and adding the necessary columns.

It is allowed to make adjustments to the proposed table - the exclusion and addition of new columns. Optional is information on OKUD, OKPO, mark of trade unions (if not available). Often cells are supplemented with graphs for coordination with departments and lawyers.

It is also allowed to enter columns with the employee's signature on familiarization with the start date holiday period.

So, the following information is usually entered in the vacation schedule:

• Name of the organization;
• document number, date of issue and for what year it is drawn up;
• information about the motivated opinion of the trade union (if any);
• a place to fix the approval of the document;
• information about employees (name, position, number of rest days, expected start date of absence);
• columns for entering information about the actual date of leaving on vacation, its postponement and recall;
• cells for fixing the familiarization of employees;
• information about the developer of the document, his signature.

All employees, including those on parental leave and part-time workers, must be included in the local regulation. If the employee plans, then information about this is drawn up in two lines.

Moreover, it should be remembered that one part of the continuous absence should be 14 days or more. The document fixes both , and .

Do not underestimate the importance of why a vacation schedule is needed, since the document regulates an important part of labor relations and confirms compliance with the company's standards labor law.

1. Registration columns 1-6. First of all, you will have to enter all the initial information about the company, the name of the structural unit, position and full name of the personnel employed in the organization. The fifth column contains information on the number of paid days provided. In the case of breaking the vacation into parts, the information is filled in separate lines for each case of using the right to rest. The sixth column is filled in with information about the day the rest begins, but it is not forbidden to indicate the entire period for convenience.
2. Further, during the year, corrective entries will be made in columns 7-10. They are filled in by hand, in the process of using the right to rest by employees. If a person uses days outside the schedule, in the 8th column reflect a footnote to the number and date of the internal document on the basis of which the adjustment is made (internal order). When entering information in this column, it should be borne in mind that the employee’s application in itself is not a sufficient basis for the transfer - the application is subject to agreement with the management and is drawn up by an internal order. The 9th column describes the intended vacation (date in the current or next calendar period). The 7th column includes information about the actual use of the days.
3. The last column is the 10th, contains notes that responsible worker personnel service. It reflects any useful information associated with the vacation of a particular employee (reason for shifting dates, recall from vacation for specific reasons specified in the Labor Code of the Russian Federation).

Scheduled leave guarantees the normal operation of the company, without overlaps and failures, however, it is rarely possible to comply with the planned periods, since various unforeseen situations arise over time that require adjustment. Information from the document allows you to track the use of the right to paid days by employees and regulate vacations.

The next step in drawing up the schedule is to obtain a reasoned opinion of the trade union (if any). According to the law, the representative public organization 5 working days are given for approval. Then the document, no later than two weeks from the beginning of the year for which it was drawn up, is approved by the head of the enterprise.

The final stage is the acquaintance of employees with the local normative act under the signature.

How is the vacation schedule stored?

The place of storage of the document is the personnel service of the enterprise, however, for the convenience of work, copies may be required for the work of accountants. Also, the document is often needed for financial services enterprises under the management management accounting. The information helps to reserve funds for vacation pay in a timely manner and organize the smooth functioning of the organization.

Other services and structural divisions do not need a detailed report on vacation planning. Separate statements are prepared at their request.

In addition to the correct execution and timing of the preparation of the document, the retention period in the organization is also important. According to the established rules, clause 693 (List of typical archival papers of the enterprise, approved in 2010 by Order of the Ministry of Culture of the Russian Federation No. 558), the vacation schedule must be kept for at least a year, i.e. until the end of the year following the reporting year.

When determining how many years the schedules are stored, they proceed from the need of the enterprise, but not less than the period approved by the above List.

Liability for non-compliance

In addition to the responsible employees of the departments identified internal regulations organizations, the heads of organizations and legal entities. The employer is obliged to agree in advance and correctly execute the document, taking into account the rights of hired personnel to rest, guaranteed by the Labor Code of the Russian Federation. In the process of approving the schedule, it must be taken into account that there are certain categories of employees for whom annual leave is mandatory.

In case of violation of the procedure for compiling a document, managers and responsible persons faces a fine in accordance with clause 5.27 of the Code of Administrative Offenses of the Russian Federation, since such an offense entails an administrative penalty. For employees, the amount of the fine does not exceed 5,000 rubles, and for an employing organization that has not prepared the required report by the required date, the penalty will be a fine of 50,000 rubles or suspension of work for 90 days.

As already mentioned, the vacation schedule is mandatory for both parties, but there are situations that cannot be planned. legal grounds for violation of this document will be: pregnancy of an employee or spouse of an employee, adoption of a three-month-old baby and younger, recall of an employee from vacation and hiring a new employee after the approval of the schedule.

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Magazine: Directory of personnel officer
Year: 2009
Author: Batura Anna Vladimirovna, Potapova Lidia Alexandrovna
Topic: HR Documents, Paid Annual Leave
Rubric: Routine of actions: step by step…

Summer is the time for vacations, and November and early December is the time for planning them for the next calendar year. Vacation schedule must be approved by the employer no later than two weeks before the start of the calendar year. Drawing up a vacation schedule and taking into account the opinion of the elected body of the primary trade union organization (if any) take certain time, therefore, the preparation of this document must be started in advance.

Vacation schedule signed by the head of the personnel service, which means that it is the employees of the personnel department who are responsible for its preparation and execution. Let us dwell on the procedure for developing and approving the vacation schedule in more detail.

Based on Art. 123 of the Labor Code of the Russian Federation, the order in which paid holidays are granted is determined annually in accordance with the vacation schedule 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 prescribed by Art. 372 of the Labor Code of the Russian Federation for the adoption of local regulations.

NA No. 6 ‘2004 To reflect information on the time of distribution of annual paid holidays of employees for a calendar year by months, apply unified form No. T-7, approved. Decree of the State Statistics Committee of Russia dated 05.01.04 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment."

The Instructions for the Application and Completion of the Forms of Primary Records for Recording Labor and Its Remuneration, approved by the aforementioned resolution, contain the rule that when drawing up the vacation schedule, the provisions of the current legislation, the specifics of the organization's activities and the wishes of employees are taken into account.

The provisions of the current legislation include: general rules providing and calculating the duration of vacations; peculiarities of the use of leave by certain categories of employees (for example, employees under the age of 18 have the right to use leave at a time convenient for them); special duration of leave (for example, individual employees may be granted extended basic leave, as well as additional leaves); features of the use of vacation individual workers(for example, an employee may not use all or part of the vacation for the previous working year).

The specifics of the employer's activities when drawing up the vacation schedule are taken into account in such a way that the use of vacation by employees does not affect the normal course of the organization's work (taken into account, for example, the interchangeability of employees, work plans for the next calendar year).

As for taking into account the wishes of employees, the labor legislation does not provide for a rule that the order of vacations is determined by agreement of the parties. In accordance with Part 1 of Art. 123 of the Labor Code of the Russian Federation, the vacation schedule is approved by the employer, taking into account the opinion of the elected body of the primary trade union organization, and in fact the vacation schedule can be drawn up and approved by the employer. However, in order to balance the interests of the parties employment contract it is desirable that employees have the opportunity to participate in vacation planning. In practice, most often everyone participates in the preparation of vacation schedules. interested people, including employees, their immediate supervisors, heads of structural divisions, personnel department.

The employer organizes the preparation of the vacation schedule at its discretion. It is desirable that the procedure, deadlines for compiling and persons responsible for preparing the schedule are determined by the employer in local regulations, for example, in the Instructions for personnel office work. In this case, the employer will not need to annually organize the work of scheduling vacations.

Stage 1. Obtaining information about the planned time for using vacations

In practice, information about the time of use of vacations by employees is received in personnel service different ways.

In many organizations, the heads of structural divisions compile a list of planned vacation dates for employees of the division. Such information for transfer to the personnel service can be drawn up, for example, in the form of a memorandum.

For some employers, the employees of the personnel service take into account the wishes of employees and the recommendations of the heads of structural divisions about the time for using vacations. At the same time, separate documents in any form can be drawn up, for example, questionnaires, questionnaires, statements.

All preliminary information about planned vacations is analyzed by HR employees and adjusted taking into account the provisions of the current legislation, which were mentioned above. At the same time, for each employee, individual characteristics granting vacations: the duration of the vacation that should be granted to the employee, his current working year, the duration of the holidays used in the previous working year, the reasons why the vacation was not used in the previous working year, and other features.

Stage 2. Drawing up a vacation schedule

The vacation schedule is consolidated, it reflects information about the time of distribution of annual paid vacations for employees of all structural divisions for a calendar year by months.

Such a schedule is compiled in the form of a table consisting of ten columns. When drawing up a vacation schedule, only columns 1–6 of the table are filled in.

Stage 3. Consideration of the opinion of the elected body of the primary trade union organization

The vacation schedule is approved by the employer, taking into account the opinion of the elected body of the primary trade union organization in accordance with the procedure established in Art. 372 of the Labor Code of the Russian Federation.

Step 1. We send the draft vacation schedule to the elected body of the primary trade union organization

Note!

The procedure for taking into account the opinion of the elected body of the primary trade union organization is not carried out if the organization does not have a trade union

Part 1 Art. 372 of the Labor Code of the Russian Federation provides that, before making a decision, the employer sends the draft document and the rationale for it to the elected body of the primary trade union organization representing the interests of all or the majority of employees.

It is advisable to send the draft vacation schedule and the documents that are the basis for its preparation to the elected body of the primary trade union organization with a cover letter indicating: the names of the documents, the number of sheets and the number of copies of each document.

A cover letter can be issued, for example, in the form of a notification, which is signed by the head of the organization or other authorized person and registered in a special accounting form.

Step 2. We get a reasoned opinion of the elected body of the primary trade union organization

The elected body of the primary trade union organization during the established part 2 of Art. 372 of the Labor Code of the Russian Federation within the period (no later than five working days from the date of receipt of the draft) sends a reasoned opinion on the draft vacation schedule in writing.

Option 1. Reasoned opinion reflects consent to the approval of the vacation schedule in the form presented Option 2. The reasoned opinion does not contain agreement with the draft vacation schedule. The employer agrees with the amendments made to the project

The draft vacation schedule is finalized based on comments and approved in the wording proposed by the elected body of the primary trade union organization.

Option 3. Reasoned opinion does not contain agreement with the draft vacation schedule. The employer does not agree with the amendments made to the project

Note!

If the elected body of the primary trade union organization in fixed time did not send a reasoned opinion to the employer in writing, the employer has the right to approve the vacation schedule in the form in which the draft is prepared

Within three days after receiving a reasoned opinion, the employer must conduct additional consultations. To do this, he should notify the elected body of the primary trade union organization of the time and place of consultations.

The results of consultations (negotiations) are documented in a protocol that can record:

new dates for granting vacations to employees agreed by the parties; the fact that the parties failed to reach an agreement on the disagreements that arose regarding the planned dates for the use of vacations.

The employer has the right to approve the vacation schedule in the edition that he considers appropriate.

Step 3. We draw up a mark on taking into account the opinion of the elected body of the primary trade union organization

After receiving a written reasoned opinion of the elected body of the primary trade union organization, a note is made on the vacation schedule that this opinion is taken into account when planning vacations.

Stage 4. Registration and approval of the vacation schedule Step 1. We draw up the details of a unified form

After drawing up the vacation schedule and taking into account the opinion of the elected body of the primary trade union organization, the following details are drawn up.

1. Name of the organization.

It is indicated in the corresponding line of the unified form No. T-7 in full accordance with the name enshrined in founding documents, including the abbreviated name and the name in a foreign language. If there is an abbreviated name, the full name is indicated first, and then, below or after it, the abbreviated name (in brackets).

2. Organization code.

The code, which includes eight characters, is affixed in the coding zone of the unified form No. T-7 according to the All-Russian Classifier of Enterprises and Organizations (OKPO).

3. Date of compilation.

It is issued digitally in the appropriate column. Date elements are written in Arabic numerals in one line in the sequence: day, month, year. The day and month are represented by two pairs of Arabic numerals separated by a dot, and the year is indicated by four digits.

In addition to the date of compilation, the corresponding column of the unified form No. T-7 indicates for which calendar year the schedule was drawn up.

Step 2. We sign the vacation schedule

The vacation schedule must be signed by the head of the personnel service. The requisite "Signature" contains the name of the position, personal signature and its transcript.

Step 3. We approve the vacation schedule

The vacation schedule is approved by the head of the organization or a person authorized by him. The requisite "Approval stamp" contains the word I APPROVE, the name of the position of the person who approved the document, a personal signature, its transcript and the date of approval.

Step 4. Register a vacation schedule

The unified form No. T-7 contains the column "Document number". The vacation schedule is drawn up in one copy and is valid throughout the calendar year, therefore, in practice, this document is assigned the number 1 during registration.

Stage 5. Familiarization of employees with the vacation schedule

Part 2 Art. 22 of the Labor Code of the Russian Federation provides for the obligation of the employer to acquaint employees against signature with accepted local regulations directly related to their work activities. The legislation does not provide for a form for familiarizing employees with the schedule; the unified form No. T-7 does not contain a special column for issuing visas for familiarizing employees with the vacation schedule.

The employer can use different options for familiarizing employees with this document.

Option 1. Supplementing the table of the unified form No. T-7 with column 11

The procedure for the application of unified forms of primary accounting documentation, approved. Decree of the State Statistics Committee of Russia dated March 24, 1999 No. 20 allows the employer, if necessary, to enter additional details in unified forms. The changes made must be formalized by an appropriate organizational and administrative document - an order or order of the employer.

From the article you will learn how to correctly draw up, change, supplement the vacation schedule. Tip one: remember the categories of workers who are entitled to annual leave at a convenient time for them

Why you need a vacation schedule

Some organizations do not draw up vacation schedules or draw them up formally. But this document is mandatory for the employer and for the employee (Article 123 of the Labor Code of the Russian Federation).

Prepare a vacation schedule by December, approve - no later than two weeks before the start of the calendar year (part 1 Art. 123 of the Labor Code of the Russian Federation).

Example: The vacation schedule for 2020 must be approved no later than December 17, 2019. The schedule is approved by order of the head of the organization. If the organization has a trade union, then the schedule is approved taking into account its opinion.

What is the use of a chart?

1. The employer will be able to pay vacation pay within the period specified by labor legislation: no later than three days before the start of the vacation (Article 136 of the Labor Code of the Russian Federation).
2. The employer has the opportunity to find in advance an employee who can perform official duties absent during his vacation.
3. The employer can track the number of vacation days used by employees, see information about the transfer of unused vacation days.
4. The vacation schedule marks the dates of annual paid holidays, which will allow the employer not to take an application from employees about.

What to consider when scheduling vacations

• Tip number 1. Remember that there are categories of employees who have the right to use annual leave at a convenient time for them. For example, such categories include employees under the age of 18 or part-time workers (persons working part-time are granted annual paid leave simultaneously with leave at their main place of work).
• Tip number 2. When scheduling vacations, take into account the wishes of employees, while not forgetting about the production process.
• Tip number 3. Use the unified form No. T-7, approved. Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1, or develop the form of the form yourself.

The vacation schedule reflects not only the annual basic paid holidays, but also additional paid holidays and holidays not used in the current year, which were transferred to another year.

• Tip #4 Familiarize employees under signature with the approved vacation schedule, despite the fact that the Labor Code of the Russian Federation does not directly oblige you to do this. You can familiarize yourself as follows: add an additional column “Signature of the employee and date of familiarization” to the schedule form. Some organizations start a special journal to familiarize employees with all the local regulations of the organization and other internal documents of the organization.

Changing the vacation schedule

In practice, it is difficult to strictly follow the schedule. After all, there are cases when the employer not only can, but is obliged to postpone the employee's vacation for another period: for example, if he fell ill on annual paid leave.

• Tip #5 Information related to the postponement of vacation for another period, be sure to reflect in the schedule. If the organization uses the unified form No. T-7, then in column 8 indicate on the basis of which document the vacation is transferred. The basis may be the statement of the employee, in which he indicates his request to postpone the vacation. The date to which the vacation is postponed is reflected in column 9 of form No. T-7.
• Tip #6 If necessary, make changes to the schedule. Grounds - consent to the recall from the employee, as well as an order to recall.

Not every employee can be recalled from vacation, even if the employee does not mind returning to work early. For example, labor law prohibits the recall of pregnant women from vacation. In general, recall is possible only with the consent of the employee.

• Tip number 7. Reflect in the schedule information about dividing the vacation into parts, if this possibility was not taken into account earlier when drawing up. Grounds for making changes to the vacation schedule: an application received from an employee with a request to provide him with only part of the vacation, and an order to provide this part. Remember that when dividing a vacation into parts, one of these parts cannot be less than 14 calendar days.
• Tip #8 Make changes to the schedule even if employees want to go on vacation at a different time from the schedule. In this case, the grounds will be the employee's statement and the order for leave.
• Tip #9 Supplement the vacation schedule with the column “I am aware of the changes”, in which employees will sign after making adjustments to this document. The deadline for submitting an application for the postponement of vacation is best prescribed in local regulations.
• Tip number 10. For new employees, make an additional vacation schedule or provide vacation only on the basis of their application. How to proceed in this situation is at the discretion of the employer. The Labor Code does not oblige to make additions to the already approved vacation schedule, but it does not prohibit supplementing the schedule with information about the vacations of new employees.

Lack of vacation schedule: responsibility

1. If non-compliance with the schedule does not worsen the situation of workers, then the employer will not bear any responsibility. For example, if employees go on vacation outside the schedule and it suits them.
2. If non-compliance with the schedule worsens the situation of workers, the responsibility of the employer cannot be avoided. For example, if the employer does not comply with the schedule and employees are not provided with annual paid leave for two consecutive years, then this is a direct violation of labor legislation (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

For the absence of a vacation schedule, the employer may be fined

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

In the article:

Download useful document:

Vacation schedule for 2020: who makes up and when

The vacation schedule is a mandatory document that is drawn up annually. It prescribes how the company's 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 defined dates.

A vacation schedule is needed to:

1. Prepare a notice in advance, pay vacation pay and fulfill all other obligations in relation to the vacationer.
2. Find a replacement for a specialist who goes on vacation in time.
3. Prevent employees from accumulating unused vacation days - the company can 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 a vacation schedule for 2020 is entrusted to a personnel officer. Can be taken as a basis unified form No. T-7 , approved by the Decree of the State Statistics Committee of the Russian Federation No. 1 dated January 5, 2004. You can also develop your own document form by approving it with an order. The document is certified by the signature of the head of the personnel service and submitted for approval to the director of the company.

Attention! The GIT controls the deadlines for approving the document for 2020 and strictly monitors compliance with them. The deadline is December 17, which is Tuesday in 2019. You can play it safe and approve the 2020 document in advance. Consider duration working week in your organization.

Information to be included in the sample:

1. Employer details.
2. Employee information: structural subdivision, position or profession, personnel number, surname, name and patronymic.
3. Holiday start dates.
4. The number of calendar days of vacation.
5. Transfer data and notes indicating the reason for the transfer.

How to get rid of vacation debt for 2019

The personnel officer needs to calculate the vacation days that employees have accumulated over past periods of work in the company. The correct number of days that an employee is entitled to use in 2020 must be indicated in the vacation schedule, or a separate vacation debt repayment schedule should be drawn up.

Vacation repayment schedule

There are several ways to pay off vacation debts if the employee does not mind getting paid for them. monetary compensation, and you do not want to pull such debts for the next year. Each of them has its pros and cons.

Crib. How to get rid of accumulated vacation debts

Compilation procedure for 2020: step by step algorithm

Step 1. Find out the desires of employees

Who to include in the new schedule

Enter in the document template for 2020 all full-time employees, including external and internal part-timers. You may not reflect in the general list of maternity leavers who do not plan to return to work in the next calendar year. But those whose decree ends next year, make it right away.

Newcomers who have settled in the company after the approval of the document, leave for the first year is provided on the basis of applications, and not according to the schedule.

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

If the company is large, authorize line managers to create preliminary draft schedules for each department, and then combine them into a master vacation schedule in Excel (a template can be downloaded online). Doing it quickly and without errors will help smart Excel spreadsheet from the experts of the magazine Personnel business. It will help you figure out the end dates of vacations, taking into account the holidays, warn who will start vacation in the near future and form a unified form of the schedule.

Smart Vacation Schedule: Updated Version for 2020

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

Taking into account the opinions of employees will avoid grievances and conflicts when scheduling vacations. It is advisable to entrust the heads of departments to collect the wishes of subordinates. They will take into account the interchangeability of employees, seasonal workload. If the organization is small, then a personnel worker can collect the wishes of all employees.

Advice from the editors of the magazine "Kadrovoe delo"

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

Step 2: Make Preliminary Schedules

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

Many employees want to go on vacation in the summer. To ensure this, you can plan holidays in parts. In this case, the employee will be indicated in the vacation schedule in two lines. In doing so, keep in mind:

1. Written confirmation will be required that the employee agrees to the division of the vacation into parts.
2. One part of the vacation must be 14 or more calendar days.

If the employees fail to agree, then the heads of departments can schedule a vacation for them at a time when it is convenient for the organization. By the way, some months can be made “closed for holidays” altogether. The employer has the right to do this if, due to the peculiarities of production, the absence of an employee during this period may adversely affect the normal course of the organization's work.

Step 3: Check Preview Charts

Heads of departments transfer pre-compiled schedules to the personnel service for verification. The personnel officer will check whether the vacation begins earlier than the period for which it is provided.

Step. 4. Design a vacation schedule

A project is a formalized but not yet signed or approved document. To reduce employee conflict over vacations, collect statements from them with wishes for when and for how long they plan to go on annual paid vacation next year. Make a draft vacation schedule - 2020. This way you will save your nerves and save time - you won’t have to explain to a forgetful employee why his vacation was scheduled for November, although he wanted to relax in the summer.

Crib. How to draft a vacation schedule

Step 5. Agree and approve the vacation schedule

The vacation schedule must be agreed with the trade union, but only if it is in the company. The draft document in the trade union committee must consider within 5 working days. Did not wait for a motivated opinion - you assert without consent.

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

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 for the company's core business and include the item "Approve the vacation schedule for 2020" in it. The vacation schedule itself will be an appendix to the order.

Attention! The law does not specify how the vacation schedule should be approved. The leader does this at his own discretion.

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

Common scheduling mistakes

Experts advise to approve the document in the first way. Firstly, in the unified form T-7, a stamp of approval is provided personally by the head. Secondly, the period of storage of the vacation schedule is very short - only one year from the moment they expire, and it is not advisable to approve such documents with orders that are stored permanently.

The law does not require the seal of the organization to be put 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 introduced to 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 about the start of the vacation 2 weeks before it starts. But Rostrud (letter dated 08/01/2012 No. PG / 5883-6-1) believes that the vacation schedule is local act organizations, so the employer is obliged to acquaint employees with it under signature.

Expert response from the Kadra System

Do employees need to be aware of vacation schedules?
Nina Kovyazina, Deputy Director of the Department of the Ministry of Health of Russia, tells

There is no single answer to this question in the law. There are currently two opposing positions on this issue.

Amount of fines:

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

Where to download a sample chart for 2020

An example of filling out a vacation schedule for 2020

Use a "smart" excel document to meet legal deadlines and avoid mistakes when working on a document. A ready-made template for printing is attached to the table - a unified form No. T-7 with all the necessary details. When compiling a document, try to take into account the wishes of 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 vacations at any convenient time.