The summer season is approaching - the busy holiday season, when the work of HR officers consists mostly of counting the remaining vacation days for employees. Our online calculator for personnel officers will make this task easier.

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Vacation days calculator: calculate the duration of annual paid leave

The right to paid leave is provided for everyone employees provisions of Art. 114 Labor Code of the Russian Federation. According to Art. 115 given normative act The duration of standard leave is 28 calendar days. Art. 116 of the Labor Code of the Russian Federation establishes that, therefore, the total duration of paid rest includes not only working days, but also weekends. As a result, the duration of vacation for an ordinary employee is exactly four calendar weeks.

Online vacation days calculator: calculator of working years and vacation balances

At the same time, however, according to Art. 120 of the Labor Code of the Russian Federation, non-working holidays are not included in the number of vacation days. If an employee goes on vacation during which such days fall, his vacation must be extended by the number of days of the holiday. However, such additional days of rest are not subject to payment.

Additional holidays: types and duration

For individual categories For employees, legislation establishes a longer duration of paid rest. Their list is established by the current Labor Code and other regulatory documents. The list of such employees includes:

• specialists engaged in work with harmful or dangerous conditions (Article 116 of the Labor Code of the Russian Federation). According to Art. 117 of the Labor Code of the Russian Federation, the shortest duration of such leave is 7 days. Right to additional leave on this basis have employees for whom, based on the results of a special assessment of working conditions, classes of working conditions were established as 3.2, 3.3, 3.4 or 4;
• workers with a special nature of work activity (Article 116 of the Labor Code of the Russian Federation);
• workers who work in the regions of the Far North and territories equivalent to them in terms of climatic conditions;
• employees who have an irregular working day (Article 116 of the Labor Code of the Russian Federation). Additional leave for this category of specialists must be at least three calendar days (Article 119 of the Labor Code of the Russian Federation);
• workers under eighteen years of age (Article 267 of the Labor Code of the Russian Federation). For them, the duration of the main paid leave is 31 calendar days - three days more than for other employees;
• employees of the pedagogical sphere (Article 334 of the Labor Code of the Russian Federation). The specific duration of vacation for various professional positions in a given field of activity is determined in accordance with the appendix to the Decree of the Government of the Russian Federation of May 14, 2015 N 466 and ranges from 42 to 56 calendar days;
• civil servants, including judges, employees Investigative Committee, Prosecutor's office, as well as municipal employees, rescuers, firefighters and other special categories of workers. The duration of paid leave for them and other conditions are established by special regulatory documents.

A tip to the HR manager. To whom and for how long should annual leave be granted?

The total duration of rest for such employees is calculated as the total duration of the main and additional vacations.

Replacement of vacation with monetary compensation

Employees whose priority is not rest, but a higher amount of earnings, may, at their discretion, replace additional vacation by receiving monetary compensation from the employer. Compensation can be received for all days of additional vacation, that is, vacation exceeding 28 calendar days in duration.

Sistema Personnel experts will advise you Which employees cannot replace vacation with monetary compensation? .

When does an employee have the right to leave?

According to Art. 122 of the Labor Code of the Russian Federation, the right to receive paid rest arises for an employee after six months of continuous work in a given company. In some cases this period may be shortened.

Thus, leave before the end of six months of work with the current employer is granted:

1. pregnant women planning to go on maternity leave or returning from it;
2. employees who have adopted a child or children under three months of age;
3. employees under eighteen years of age;
4. an employee whose spouse is on maternity leave;
5. any categories of employees in agreement with the employer. For information on what conditions must be met in this situation, read

After the expiration of the six-month period of work in this organization, the employee can go on vacation the next time at any time according to the established vacation sequence.

Vacation schedule

The order of granting leave to employees of the enterprise is fixed in the leave schedule. If an organization uses in its work unified forms documents approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1, she should use form No. T-7 for these purposes. Other companies can arrange vacation schedules at their own discretion. Compliance with the schedule is mandatory for both parties - both the employee and the employer. Before sending an employee on a scheduled vacation, the employer must notify him in writing of the start of the rest period, and this must be done no later than two weeks before its start.

Work experience giving the right to vacation

In most cases, the right to leave arises for an employee of an enterprise who has worked fixed time in this company. The period that is taken into account when calculating the “vacation” length of service includes not only the actual periods of work activity, but also other periods of time specified in Art. 121 of the Labor Code of the Russian Federation, including:

1. periods of absence from work, when the employee, according to current legislation, retained his position and place of work, for example, days off, vacation, sick leave, etc.;
2. time of forced absenteeism and downtime, including failure to pass a medical examination through no fault of the employee;
3. vacation time at your own expense, the duration of which does not exceed 14 calendar days in one working year.

Find out which periods of time are not included in the calculation of length of service giving the right to leave from . With a standard vacation duration of 28 calendar days, each month of work in this company provides an employee with an average of 2.33 days of paid vacation. If he is entitled to additional leave, this figure increases.

Compensation for unused vacation

In practice, there are often situations when an employee is forced to leave the company without having time to take his allotted vacation: for example, he received a lucrative offer from another employer, and according to the vacation schedule, he still has several months to rest. For these purposes, the current labor legislation provides for the possibility of receiving compensation for unused vacation.

The procedure for its provision is regulated by the provisions of Art. 127 Labor Code of the Russian Federation. It indicates that upon dismissal, an employee must receive compensation for all days of vacation accumulated by the date of dismissal, including both basic and additional vacation. Another option for using these days is to send the employee on vacation with subsequent dismissal. We talk about how to document this decision in .

Vacation days calculator

Already from the conditions described above, it becomes obvious that calculating the number of vacation days due to each employee is not an easy task; but we only talked about some of the nuances that need to be taken into account during this work. Our vacation days calculator - an online calculator for HR specialists - will help to significantly facilitate this work. It allows you to calculate vacation days online, indicating only the minimum necessary parameters, which are easy to obtain by analyzing the employee’s personal card. To refresh your memory of the main sections of this document, use . Our online vacation calculator will allow you to do without complex calculations, using a production calendar, and so on. Now we will talk in more detail about how it works.

How the online vacation days calculator works

The user interface of the vacation days calculator is a simple form with several fields in which you need to enter the missing data. Based on this information and the algorithms embedded in it, the vacation days calculator will make calculations in accordance with current labor legislation and show how many vacation days a particular employee is entitled to today. The calculator for calculating the number of vacation days is convenient to use not only for providing employees with the next paid vacation, but also for calculating compensation for unused vacation upon dismissal. Our expert talks more about the principles of its calculation in this .

Information required to operate the vacation balance calculator

In order to get the result of calculating the vacation balance, the calculator will require the following data:

1. the duration of paid rest established for this employee. By default, this figure is 28 calendar days, but for certain categories of workers it needs to be changed in accordance with the standards of paid rest provided for by law;
2. the number of vacation days used in the period under review;
3. the start and end dates of periods of time that are and are not included in the length of service in a given company that gives the right to paid leave. To calculate vacation days, the online calculator will prompt you to enter information about the duration of parental leave, personal leave and other periods when the employee was absent from his workplace. The tool provides the ability to add several periods of absence for the same reason - for example, if an employee took unsave leave several times during the year wages.

After entering all necessary information All you have to do is click the “Calculate” button, and the number of vacation days on the online calculator will appear on your screen. Calculating the number of vacation days using an online calculator becomes especially convenient if you need to calculate this parameter for several employees at once. It saves a significant amount of time and effort for HR staff.

To calculate vacation days on an online calculator for certain categories of employees, we have introduced special features. For example, you can set a longer duration of paid vacation or recalculate vacation into calendar days, if its duration is specific normative document set in working days. For employees who continue to work and employees who leave the company, it is possible to make separate calculations. The result of the calculation will show not only the number of vacation days, but also the working years for which it is provided. We have made sure that it is convenient for you to work with our online vacation calculator.

Vacation pay

Let us remind you: to calculate vacation pay, you need to take the amount of earnings accrued to the employee for the previous 12 calendar months. This value must be divided by the number of calendar days corresponding to the time worked in a given period. The result obtained should be multiplied by the number of calendar days of vacation.

Everything is taken into account in the program difficult situations calculation of vacation pay. For example, an adjustment to earnings if an employee’s salary or rate was increased during the pay period. All features of bonus accounting are also taken into account here.

Read additional materials on the topic in the Vacation Leave section.

How to access the Calculator

During the entire subscription period, readers of the Glavbukh magazine can use the Salary Calculator and other assistant services prepared by the editors for free.

We sent all subscribers of the Glavbukh magazine, along with No. 14 (published on July 9), a Gold Card with an access code for the second half of 2013. Please, immediately upon receipt.

If you have subscribed to the electronic “GlavAccountant”, access to the services is provided automatically. Right after

The resigning employee is entitled to financial compensation unused vacation. Moreover, compensation is paid for vacations accumulated over the entire period of work with a particular employer. To determine it, it is important to know the number of vacation days to which the employee was entitled at the time of dismissal and his average earnings.

Pavel Sutulin,
expert of the Legal Consulting Service GARANT

Upon dismissal, the employee is paid monetary compensation for all unused vacations. The amount of this compensation is determined by multiplying the number of vacation days not used by the employee at the time of dismissal by the employee’s average daily earnings. In turn, the number of days of unused vacation is the difference between the number of vacation days to which the employee became entitled at the time of dismissal and the number of vacation days used by the employee.

Determining the number of vacation days earned at the time of dismissal

Proportion in in this case should look like this:

M 0: 12 = K y: K 0,

Where
Mo - the number of months worked by the employee;
12 - number of months in a year;
Ku - the number of vacation days to which the employee became entitled at the time of dismissal;
Ko - the number of days of the employee’s annual paid leave.

Thus, the number of vacation days earned by an employee is determined by the following formula:

K y =(M 0 * K 0) : 12

This formula is also used by courts when calculating the number of days of unused vacation.

Example

The duration of an employee's vacation is 28 days. The employee resigns due to at will having worked 8 months in the current working year. The number of vacation days due to him will be 28 days. x 8 months : 12 months = 18.67 days.

At the same time, there is a slightly different approach to the procedure for determining the number of vacation days to which the employee became entitled at the time of dismissal. This position is based on the explanations of Rostrud, according to which each month worked by an employee gives him the right to 2.33 (28 days: 12 months) days of vacation (with a vacation duration of 28 days). In turn, the final value of the number of vacation days earned by the employee is determined by multiplying given value by the number of months of vacation experience.

Thus, in essence, Rostrud proposes to split the above formula into two separate arithmetic operations:

1. divide the number of vacation days by 12;
2. multiply the resulting value by the number of months worked by the employee.

However, this approach seems to the author to be contradictory common sense and leading to deliberately distorted calculation results. The fact is that the value resulting from dividing 28 by 12 is an infinite decimal fraction 2, (3), and the number 2.33 is obtained as a result of rounding. Consequently, the use of this intermediate approximate value also negatively affects the accuracy of all subsequent calculations, and in the direction of reducing the number of days earned by the employee, that is, worsening his situation.

The application of this calculation procedure leads to the emergence of obviously absurd situations.

Example

The duration of an employee's vacation is 28 days. The employee resigns of his own free will, having worked 6 months in the current working year. It seems obvious that, having worked exactly half of the working year, the employee has the right to exactly half of his vacation, that is, 14 days. However, if you apply the calculation method of Rostrud, you get a slightly different value:

2.33 days x 6 months = 13.98 days.

At the same time, the application of the Rostrud methodology is reflected in judicial practice.
However, even if the employer considers it acceptable to use this approach to calculating the number of vacation days earned by an employee, please note that it is not possible for all employees, without exception, to determine the number of allotted vacation days based on 2.33 calendar days of vacation for each month of service. 2.33 days of vacation per month of service are due only to those employees whose annual paid vacation is 28 calendar days. If the full vacation is more than 28 days, then the number of vacation days per month of service will be more than 2.33. For example, a teacher whose vacation is 56 calendar days is due 4.67 calendar days of vacation per month of vacation experience (56 days: 12 months).

It should also be noted that current legislation does not provide for the possibility of rounding the resulting number of vacation days. The letter from the Russian Ministry of Health and Social Development noted that it is possible to round the number of days of earned leave, including to whole numbers, but not according to the rules of arithmetic, but in favor of the employee. However, this approach is valid only for those cases where rounding is the desire of the employer and is carried out, for example, in order to facilitate further calculations. If rounding is objective necessity, then the employer is obviously forced to carry it out, regardless of the fact that the legislation does not regulate the procedure for such an action. According to the author, generally accepted arithmetic rounding principles can be used in this case.

Example

The duration of an employee's vacation is 28 days. The employee quits with 1 month of vacation experience. The number of days of vacation earned by him in this case will be the result of dividing 28 by 12, that is, 2, (3). However, the periodic fraction cannot be used by the employer in further calculations, and therefore he is forced to resort to rounding the resulting value. In this case, in accordance with established practice, rounding is done to hundredths. That is, the result will be 2.33 days. If the employer wants to round the resulting value to tenths or to a whole number, then in this case he will be forced to round up, that is, to 2.4 and to 3, respectively.

At the same time, the position of the Russian Ministry of Health and Social Development once again proves the illegality of the procedure for calculating the number of vacation days proposed by Rostrud. Since there is no need to use the value 2.33 as an intermediate value for further calculations, in this case the number 2.(3) would have to be rounded up, that is, to 2.34.

Determining the number of months of an employee’s vacation period

Separately, it is necessary to mention the peculiarities of determining the number of months of an employee’s vacation period. When calculating the periods of work that give the right to leave, surpluses amounting to less than half a month are excluded from the calculation, and surpluses over half a month are rounded up to a full month. At the same time, it is not specified what should be understood by half a month. Nevertheless, from the examples given in the Rules, we can conclude that 15 days are always taken as half a month when calculating length of service, regardless of the number of calendar days in the month in which they fall.

It should also be noted that in this paragraph we are talking about working months, not calendar months, and, accordingly, those surpluses that remain after determining the number of full working months are subject to rounding.

Example

The employee was hired on April 14 and fired on May 16, 2014. In this case, his length of service giving him the right to leave is 1 month and 3 days. Surplus amounting to less than half a month is not taken into account in further calculations. Thus, the employee’s vacation period is 1 month.

As mentioned above, paragraph 28 of the Rules establishes a number of cases when an employee has the right to full leave for a working year that has not been fully worked.

Thus, employees dismissed for any reason who have worked for the employer for at least 11 months, which are subject to credit towards the period of work giving the right to leave, receive compensation for full leave.

This legal norm is applicable as long as it is not inconsistent. After all, annual paid leave is included in the vacation period and is provided according to general rule during the working year for which it is due. In other words, 11 months of experience giving the right to vacation is always enough to make a full working year together with a full vacation.

Rostrud confirms this conclusion.

The right of employees to compensation for full vacation with at least 11 months of service is also recognized by the courts.

Since paragraph 28 of the Rules does not say that the right to full compensation is given by 11 months of vacation service only in the first working year, this provision applies to any working year in which the employee resigns. No judicial practice has been found that would refute this conclusion.

The question arises whether employees are entitled to full leave if their service is 11 months only as a result of rounding. For example, an employee worked 10 months and 18 days in the current working year. Based on paragraph 35 of the Rules, the excess of 18 days is rounded up to a full month, the vacation period is equal to 11 months. However, the author believes that the employee actually worked for less than 11 months and does not have the right to full leave on the basis of paragraph 28 of the Rules. He is entitled to compensation for 11/12 of his full vacation.
Obviously, full compensation is due to the employee who has not yet taken vacation for the corresponding working year. Consequently, 11 months of service giving the right to full leave should not include the time spent on the actual leave in question.

Example

The employee has the right to annual paid leave of 28 calendar days. The employee’s next working year began on 04/01/2013. From 08.11.2013 to 21.11.2013 (14 calendar days) he used part of the paid leave for this working year. Date of dismissal - 03/14/2014. There were no periods not included in the vacation period.
Vacation experience without time spent on vacation is exactly 11 months. Therefore, the employee acquired the right to full vacation. Since 14 days of them have already been used, compensation must be paid for the remaining 14 calendar days.

Employees who have worked from 5.5 to 11 months also receive full compensation for unused vacation if they are dismissed due to the liquidation of an enterprise or institution or its individual parts, reduction of staff or work, enlistment in military service, etc.
Judicial practice on the application of this rule is ambiguous.
Often, courts, when considering cases where the grounds for dismissal were the reasons listed in paragraph three of clause 28 of the Rules, recognized the right to full compensation for employees who worked from 5.5 to 11 months.
However, there are judicial acts with the opposite point of view: the rule of paragraph three of paragraph 28 of the Rules on full compensation should not be applied, since it contradicts, which enshrines the principle of proportional calculation of compensation for unused vacation.

Among those who consider paragraph three of paragraph 28 of the Rules to be valid, there is also no unity on all issues related to its application. Thus, Rostrud specialists indicate that the procedure for paying full and proportional compensation for work experience of up to 11 months applies only to employees who have worked in the organization for less than a year; compensation for the second working year is paid in proportion to the time worked. Some courts adhere to a similar position.

However, the author does not agree with the opinion of officials and judges and believes that the rules on full compensation should apply to all employees dismissed on the grounds specified in paragraph three of paragraph 28 of the Rules, regardless of how long they have been working for a given employer, if in the current their work experience is more than 5.5 months in the working year. The arguments in favor of this point of view are as follows. Clause 28 of the Rules exhaustively lists cases of payment of not only full, but also proportional compensation. The Rules do not contain provisions according to which employees who have worked for more than a year are always paid proportional compensation for unused vacation. There is no separate thing in them at all legal regulation issues of payment of compensation for unused vacation to employees who have been working for the employer for several years. Therefore, the choice between full and proportional compensation should not depend on the working year in which the employee quits. A different interpretation violates the principle of equality of rights and opportunities for workers, since with the same length of service in the current working year, it allows compensation for a different number of vacation days for this year. Similar conclusions can be found in judicial practice.

Taking into account the above, the number of vacation days to which an employee will be entitled upon dismissal if the duration of his vacation is 28 calendar days, depending on the length of leave and the basis for dismissal, is equal to the following values ​​(see table below). Also by this issue see the materials in the information block “Encyclopedia of Solutions. Labor Relations, personnel”, presented in the GARANT system.

The number of vacation days to which an employee is entitled upon dismissal, depending on the vacation period (with a vacation duration of 28 calendar days).

Number of months of vacation experience		Grounds for dismissal	The number of vacation days to which an employee is entitled upon dismissal
1		any	2.33
2		any	4.67
3		any	7
4		any	9.33
5		any	11.67
6			28
		other	14
7		for the reasons listed in paragraph. 3 paragraphs 28 of the Rules	28
		other	16.33
8		for the reasons listed in paragraph. 3 paragraphs 28 of the Rules	28
		other	18.67
9		for the reasons listed in paragraph. 3 paragraphs 28 of the Rules	28
		other	21
10		for the reasons listed in paragraph. 3 paragraphs 28 of the Rules	28
		other	23.33
11	The value is obtained by rounding up	for the reasons listed in paragraph. 3 paragraphs 28 of the Rules	28
		other	25,67
	Value obtained by rounding down	any	28
12		any	28

Instructions for using the vacation days calculator

1. Change the data in the Duration field annual leave” if you have a different duration. Also enter the number of days used if you know it.
2. In the Hiring Date and Estimated Date fields, enter your dates. The settlement date is the date on which you want to receive a settlement. These fields are required.
3. The data entered into the fields of the tables “Absence from work without reason” and “Parental leave” will proportionally deduct vacation days.
4. The data entered into the fields of the “Leave without pay” table will also proportionally deduct vacation days with the exception of the first 14 calendar days in each year.
5. Click "CALCULATE". You can save the result as a doc file.

Please also take into account:

• Use the Today button (circle with a dot) to quickly insert the current date.
• Use the appropriate buttons to add, delete and clear required fields for faster and more convenient entry and change of information.

About the calculator for calculating the number of vacation days

The vacation days calculator will easily allow you to find out how many days of vacation the employee has accumulated at one time or another.

Legislative basis for calculating vacation days

The calculation of vacation time is made in accordance with Art. 121 Labor Code Russian Federation.

Why know your vacation record?

The time spent working for one employer, which gives the right to take annual leave, which will be paid, may be needed not only to directly calculate this period, but also to know how many days are subject to compensation upon dismissal.

What is included in the vacation experience?

An employee who works continuously for the same employer will be entitled to annual leave, taking into account the following periods:

• the time when he actually performed his duties;
• periods when the employee was absent from work, but his place was retained (vacation, sick leave, maternity leave, military service, etc.);
• weekends and other non-working days;
• forced absence from work due to illegal dismissal;
• suspension due to untimely completion of a medical examination (if this is not the employee’s fault);
• additional administrative leaves (no more than two weeks per calendar year).

IMPORTANT! Changes were made to the legislation regarding the accrual of length of service during administrative leave:

• from 12/30/2001 to 10/05. 2006, no more than 7 days of vacation at your own expense per year were taken into account;
• from 10/06/2006 this limit increased to 14 days.

What is not included in the vacation experience

Some periods of time will not be taken into account when calculating the length of service required for leave, namely:

• employee absenteeism;
• suspension due to alcohol, drug or toxic intoxication;
• denial of permission to work due to ignorance or failure to pass safety regulations;
• the employee did not undergo a mandatory medical examination due to his own fault;
• inability to perform work according to a medical report;
• termination of a license required for work (for example, a driver’s license, a weapons permit, etc.);
• leave to care for a child over 1.5 years old.

Counting Features

The basis is the duration of annual leave of 28 days, unless otherwise established for special categories of employees.

In the first year of work, the minimum length of service to be able to go on vacation must be at least six months. This is not included in the calculator, just keep it in mind.

In case of dismissal, employees who have worked for at least 11 months will be able to receive 100% compensation for unused vacation days.

If an employee went on vacation before 11 months of continuous work and was then dismissed, then part of the vacation pay received in advance upon dismissal will have to be returned to him.

It is prohibited not to take annual leave for more than 2 years in a row.

It is allowed to break the vacation into parts, but one of the parts should not be shorter than 2 weeks.

Using the calculator is quite simple. The calculation was made in the familiar Excel program.

All you need to calculate vacation is:

1. Indicate the date of employment;
2. Mark your previous vacation days.

Excel will automatically calculate the amount of accrued and compensatory vacation, and also show how many more vacation days are due on the current date.

You can simply download the file (it won’t be difficult to understand) or read the article to the end and understand how to make it yourself.

How to make a calculator yourself

First, you need to remember the date of employment. It can be found in work book or ask the accounting department.

Now let’s calculate the number of vacation days from the start of employment. Since we are entitled to 28 calendar days per year, then Let's calculate the number of days worked and divide by 365. To do this, enter the following formula
=ROUND((C4-C3)/365*28,0). I further rounded the resulting number to whole numbers.

Next, the most difficult thing is to remember how many days have already been taken off. For this I made a "smart" table Vacation log, in which we will celebrate all our holidays. In this table you must fill in the beginning and end of the vacation. Calendar days are counted automatically according to the formula =[@End]-[@Start]+1.

If the vacation includes holidays, then they must be excluded, since they are not taken into account when calculating vacation days. Mark their number in the column Holidays. The number of days off must be calculated using the following formula = [@[Calendar days]]-[@[Holidays]].

We add up all the days off. In cell C6 we use the following formula for this: =SUM(Log[Days off]).

All that remains in cell C8 is to subtract the amount of vacation time taken from the total amount of accrued vacation using the formula =C5-C6. That's all, we have calculated the amount of remaining vacation as of the current date. Now you will always know how much vacation you have left. When you open a file, Excel will automatically update all data.