Every working person has the right to receive annual leave with monetary compensation. To ensure the possibility of going on vacation while maintaining the required level of productivity of the enterprise, it is practiced to create a special vacation schedule.
What is the purpose of the holiday schedule?
At its core, the vacation schedule is a document regulating the vacation time of employees of the organization. It is compiled to form a certain queue of rest for employees, so that maintain full functionality the entire structure of the company.
A certain regulation was developed for compiling such a schedule. He compiled once a year without the possibility of making any adjustments. The only exception can be considered possibility of making changes in terms of the duration of vacations and only on the basis of an order issued by the head commercial organization. Similar document must be agreed with the administrative staff company and the workers' union, if there is one.
The vacation schedule should be formed taking into account the existing wishes of employees and in accordance with the specifics of the functioning of the organization itself. Various regulations, including collective agreements can regulate the maximum number of employees of the same structural unit of the organization, which can simultaneously go on vacation. It is important to follow these steps so that the annual monthly rest of employees does not negatively affect the workflow of the company.
Often it is recommended to start scheduling as early as November. This is due to the fact that it is important to pass it to the management. two weeks before the New Year. Such requirements are put forward by the current Labor Code RF.
When new employees are employed during the year, they should not be included in this schedule. Vacation of such employees is carried out in agreement with the head of the organization.
Existing rules for compiling the T-7 form
Basically, the graph is local document a specific organization, according to which its employees go on annual leave. It is compiled in a specific form, called T-7. Each individual structural unit of the company has its own schedule. This is how most companies do it. First, the management of each department forms its own schedule, with its subsequent transfer to the personnel department. Further, employees of the personnel department make their own adjustments to these acts, based on personnel potential enterprises and the nature of his work.
After this happens coordinating changes made with employees whose vacations have been corrected. In addition, it is important to get consent from the immediate head of the department, because it is he who knows the needs of production and understands the need for the presence of one or another employee in the enterprise. In addition, it is important to coordinate all possible transfers of vacations, because even a change in the date and period of rest for one employee can move the rest of several employees, which is fraught with internal conflicts in the organization in the absence of approvals.
After all approvals are completed, the final document is submitted again to the personnel department to form the final consolidated schedule for the entire organization.
Certain nuances of drafting a document
In addition to the requirements of the company's employees, when drawing up a vacation schedule, it is extremely it is important to take into account the requirements of the current legislation:
- regardless of the length of service, certain categories of workers can count on receiving annual rest with material payment. Such employees include: citizens under the age of 18, female representatives before and after going on maternity leave, persons who have adopted children under the age of 3 years. For this reason, when drawing up such a schedule, it is required to take into account the presence of pregnant women and minors in the staff.
Rest is provided to the employee until he reaches the six-month term of work in the organization only upon agreement with the management of the enterprise and writing an appropriate application.
Before the employee's six-month term of work in the organization, when granting leave, he needs to pay vacation pay and provide rest in full.
- receiving two vacations are allowed for those employees who joined the organization at the end of the previous calendar year, for example, in early October. In such situations, the employee has the opportunity to take a vacation in May, and the next one for the previous year at any other time throughout the rest of the year. Such an opportunity should be taken into account in the vacation schedule when it is drawn up and included in the relevant act;
- the order of employees on going on vacation is established taking into account the presence in the staff of employees of people belonging to a certain category of citizens who have the primary right to receive rest.
Situations that allow for the possibility of making adjustments to the schedule
In some situations, after scheduling vacations in the staff of the organization is accepted new employee . In such circumstances, there is a problem with the formation of such an act. The current Labor Code of the Russian Federation does not impose an obligation on the employer to make any adjustments in an already established schedule.
In other words, new employees can go on vacation only after writing an appropriate application addressed to the head of the enterprise and with his consent.
However, it should be noted that the current legislation does not prohibit the creation of an additional document, where information about vacations of all new employees will be displayed. Such a procedure is the drawing up of an additional act, in which data will be entered on the dates and timing of the provision of rest to such employees commercial structure. Such a document is certified by the signature of the immediate head of the organization.
All changes should be reflected in separate columns 7-10 of the unified form of the vacation schedule T-7:
- in column 7 information is entered on the date of vacation of employees of the organization;
- in column 8 it is required to indicate the name and number of the document, according to which changes will be made to the dates and dates of departure of employees for annual vacation. Such documents include a person's statement about the transfer of his vacation, which is certified by the signature of the head of the enterprise. This is provided for by Article 124 of the current Labor Code of the Russian Federation;
- in 9 column the expected date of sending the citizen on vacation is indicated. This is allowed, for example, when writing an application with a request to postpone the vacation to the date when his wife will be on maternity leave;
- in 10 column a variety of comments and notes are made.
Who can check this form?
Regardless of the size of the staff of the enterprise, such schedule is extremely important. According to the Labor Code this document is necessary condition to comply with the rights and obligations of both employees of the organization and its management. In addition, this the act regulates the order of going on vacation employees, which makes it possible to eliminate the likelihood of various disagreements and internal conflicts within the team. In the event that the parties labor relations will directly violate the Labor Code of the Russian Federation by their actions, then the regulatory authorities have the opportunity impose financial penalties as penalties.
This document is related to without fail being tested labor inspectorate . This is due to the fact that in the absence of such a schedule at the enterprise, the rights of employees are violated, and it also does not give them the opportunity to plan their well-deserved rest in advance.
When facts of non-compliance are discovered labor law in addition to a fine against the head of the organization, the regulatory authorities may initiate the suspension of its activities.
In this video detailed information about how to schedule vacations without mistakes. Detailed instructions.
The time of its beginning and exit to work is documented by the vacation schedule, which is mandatory for both the employee and the employer. This rule applies not only to large enterprises, where the preliminary planning of employees' rest is determined, first of all, by the need rational organization workflow, but also small companies without a trade union body.
The absence of this document in the enterprise can become a reason for a rather substantial fine: from 30 to 50 thousand rubles, according to Article 5.27 of the Code of Administrative Offenses of the Russian Federation.
Holiday scheduling rules
The schedule is drawn up by the personnel department of the enterprise or by a person performing the functions personnel office work according to the wishes of the employees. It is especially important to comply with the requirement of voluntariness when determining the terms of the next vacation for categories of employees who have the right to use it at any time convenient for them.
- employees under the age of 18 (Article 178 of the Labor Code);
- mothers of two or more children under 12 years of age, regardless of the presence of a father and his participation in the upbringing of children, fathers, guardians or trustees involved in the upbringing of 2 or more children under 12 years of age without the participation of the mother (Article 1721 of the Labor Code);
- husbands during the stay of his wife (Article 123 of the Labor Code of the Russian Federation);
- honorary donors of Russia (Law No. 5142-I of 06/09/1993);
- persons injured as a result of the Chernobyl accident or who received a total radiation dose of more than 25 cSv (Law No. 1244-I of May 15, 1991 and Law No. 2-FZ of January 10, 2002, respectively);
- labor and war veterans (including war invalids);
- veterans of hostilities that took place on the territory of other countries (including those who received a disability as a result of their participation in hostilities);
- persons who received the honorary title of Hero of War or Labor both in the USSR and in the Russian Federation, full cavaliers of the Orders of Glory and Labor Glory.
This does not mean that the employee is free to dictate the terms when choosing a vacation period. The management of the enterprise has the right to establish rest time for employees in such a way as to ensure the fulfillment production tasks. Thus, restrictions on the number of employees who are simultaneously absent from work should be taken into account in the vacation schedule.
Responsibilities for scheduling the personnel service are assigned by a separate order of the head. By the same order, in the absence of personnel officers, their function can be performed by any employee with the necessary qualifications and access to information.
In the summary table on holidays, all employees from payroll organization at the time of its approval. Thus, a person hired before the order approving the schedule must be included in it, even if he was absent from the state during the period of determining the order of annual rest.
Timing
Vacation schedule: the deadlines for compiling for all employees in accordance with the current norms of the Labor Code of the Russian Federation (part 1 of article 123) must be approved no later than December 16 of the previous year. The larger the enterprise, the earlier this process should be started.
Make preliminary tables for vacations for large enterprises starting from the end of September - beginning of October. Small organizations with up to 20-30 employees, they can start allocating rest days two to three weeks before the approval deadline.
What are the features of scheduling?
Order
First you need to issue an order on the scheduling of vacations, its preparation and assign this responsibility to a specific person responsible for personnel records management. The next step is to analyze the number of days of unused vacation for previous years, days of rest and the right to receive them at a convenient time for the employee. It is important that the schedule includes all vacation days for the year for which it is compiled, including unused days for the current and previous years.
To find out the wishes of the employees themselves, you can use the questionnaire (term agreement sheet). In the event of disputable situations (when several employees apply for vacation at the same time, or the absence of a member of the labor collective during the period of active work of the enterprise may threaten to reduce the required level of production) deadlines may be set by the administration. In this case, a written notice or consent of the employee is required.
To document the vacation schedule, form No. T-7, approved by the Decree of the Civil Code of the Russian Federation No. 26 of 04/06/2001, can be used, however, from January 1, 2013, its use is not mandatory. It is important that the following details are indicated in the pivot table-graphic:
- Full name of the employee;
- his position, structural unit (at large enterprises, schedules can be formed for each unit);
- the number of vacation days in the planned year;
- the approximate duration of the employee's vacation;
- actual rest period.
The planned duration can be specified both in exact dates and in months. And all the time for rest provided for by law, at the request of the employee, can be divided into several parts, but taking into account the fact that one of them must be at least 14 days.
After drawing up a draft vacation schedule, this document is endorsed by the head of the personnel department and the heads of the relevant departments, after which it is approved by the head of the organization.
Is a separate order required?
The question is whether a separate order should be issued in this regard has not yet been unequivocally settled. The stamp “I approve” on a document is sometimes considered as a self-sufficient confirmation of agreement with the management.
However, in order to avoid disputes with inspectors, although the procedure for drawing up a vacation schedule will be observed even without this, it is desirable to include such an order (in any form, “On approval of the vacation schedule for xxxx year”) in the document flow.
The document may be amended due to various circumstances. It:
- hiring or firing employees;
- the employee's request for leave due to personal circumstances (usually for a later period);
- the possibility that the absence of an employee will negatively affect the work of the organization (production necessity);
- monetary compensation for several unused days as agreed with the employee.
Any changes in the schedule are made on the basis of a separate order. leader. Newly arrived employees can be entered both in the main list (based on the order on changes in the order of providing rest), and in the additional one, which is attached to the main one.
The rules for compiling are also described in the video below.
Common Mistakes
Holiday scheduling: typical mistakes are:
- incorrect calculation of the duration of the main and;
- inconsistency in the terms of vacation for a part-time job with the main place of work;
- when the employee's right to leave at a convenient time for him (preferential categories) is not taken into account, or there are no documents confirming the right to this benefit;
- lack of consent of the employee with the terms specified in the schedule in writing.
As a rule, if an error is discovered on its own, it can be corrected in agreement with the administration of the enterprise.
Vacation schedule- it's local normative act, which determines the procedure for granting vacations.
The vacation schedule is approved by the head of the enterprise.
The vacation schedule indicates information on the time of granting paid vacations to employees of all departments of the organization for the coming calendar year, broken down by months.
The vacation schedule is mandatory for both the employer and the employee (part 2 of article 123 of the Labor Code of the Russian Federation).
The vacation schedule gives employees the right to annual rest and helps the employer:
arrange a vacation in advance and pay it in full in a timely manner, which are issued at least three days before the start of the vacation in accordance with Part 9 of Art. 136 of the Labor Code of the Russian Federation;
if necessary, find a suitable replacement for the departing employee;
monitor the timeliness of the provision of vacations to employees and prevent the accumulation of unused vacation days.
If an employee has unused annual leave for previous periods of work, then the employee retains the right to use these holidays.
The employer must include such vacations in the vacation schedule for the next calendar year or provide them by agreement with the employee.
The approved vacation schedule is brought to the attention of all employees against signature.
In addition, the employer must notify each employee of the start time of his vacation no later than two weeks in advance (part 3 of article 123 of the Labor Code of the Russian Federation).
The procedure for drawing up and approving a vacation schedule
The vacation schedule is drawn up according to the unified form N T-7 (approved by the Decree of the State Statistics Committee of the Russian Federation of 01/05/2004 N 1).
The vacation schedule must be approved no later than two weeks before the start of the calendar year (part 1 of article 123 of the Labor Code of the Russian Federation).
As a rule, the employer receives from employees necessary information about planned vacation dates.
Taking into account the information received from employees, a vacation schedule is drawn up.
The vacation schedule is signed by the head of the personnel service and approved by the head of the organization or an authorized person by signature on the vacation schedule.
In addition to the main annual paid holidays, the schedule also indicates additional holidays and holidays that were not used by employees during the current year and therefore were transferred to next year.
If during the calendar year the organization accepts new employee, then such an employee must also be included in the vacation schedule for the current or next calendar year. This can be done by issuing an addendum to Form No. T-7.
At the same time, vacations in which employees leave without saving wages, are not indicated in the vacation schedule, since form N T-7 is used to reflect information about the time of distribution of only annual paid vacations for employees of all structural divisions of the organization for a calendar year, broken down by months.
The schedule may also indicate the vacation of external part-time workers.
To do this, the employer needs to receive information from the external part-time job about the dates of vacation at the main place of work.
The vacation schedule is arranged as follows.
column 1 - the name of the structural unit should be indicated here.
column 2 - the position (specialty, profession) of the employee must be indicated here according to the staffing table.
In columns 1 and 2, information is indicated in accordance with the staffing table.
column 3 - the full name of the employee must be indicated here.
column 4 - personnel number should be indicated here. This column is filled in if personnel numbers are assigned to employees in the organization.
column 5 - the quantity must be indicated here calendar days vacation due to the employee.
column 6, the planned date of the vacation should be indicated here.
At the time of approval of the schedule, columns 1 - 6 of Form N T-7 must be completed.
Columns 7, 8 and 9 are filled in by hand.
During the year, column 7 indicates the date of the actual start of the vacation.
Columns 8 and 9 are filled in if the vacation is postponed to another period, indicating its expected date.
In column 8, you must indicate the document on the basis of which the vacation was postponed (for example, it may be an order from the head, if the vacation is postponed due to production needs, the employee's statement).
And in column 9 you need to indicate the expected date of vacation.
Column 10 is filled in if:
in the current year, the employee was not granted leave (part 3 of article 124 of the Labor Code of the Russian Federation);
the employee was recalled from vacation, and part of it will be transferred to the next year (part 2 of article 125 of the Labor Code of the Russian Federation);
the vacation was extended (part 1 of article 124 of the Labor Code of the Russian Federation).
This column also indicates the grounds for recall from vacation, extension or postponement of vacation.
In the column "I approve" the signature of the head of the organization is put.
Vacation schedule is approved for the year.
In the column "Document number" its serial number is indicated in accordance with the numbering accepted in the organization for such documents.
The vacation schedule must be drawn up in accordance with Part 1 of Art. 123 of the Labor Code of the Russian Federation on time, no later than two weeks before the onset of the calendar year, i.e. mid-December this year.
The date of drawing up the vacation schedule must be indicated in the column "Date of drawing up".
The vacation schedule is signed by the head of the personnel service and certified by the head of the employer organization.
All employees of the organization must be familiarized with the approved vacation schedule. This can be done in two ways:
supplement form No. T-7 with column 11 “Familiarized with the schedule (date, signature)” or “Notified about the start time of the vacation (date, signature)”;
attach a familiarization sheet to the vacation schedule, in which each employee indicates the date of familiarization with the document and signs.
In addition, the employer must once again individually inform each employee about the start time of the vacation no later than two weeks in advance.
For these purposes, you can keep a journal of notifying employees about the start time of the vacation.
The employee notification log is compiled, as a rule, for one month.
The vacation schedule is the document that always checks, since the absence of a vacation schedule violates the rights of employees and does not allow employees of the organization to plan their vacation.
If the organization does not have a vacation schedule, then in this case the employer may be fined or suspend the company for non-compliance with labor laws.
Still have questions about accounting and taxes? Ask them on the forum "Salary and personnel".
Vacation schedule: details for an accountant
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Approved vacation schedule Additional paid or unused vacations for employees. Recall that the vacation schedule contains ... changes are made to the vacation schedule. The need to make changes to the vacation schedule may be due to ... signature. Upon receipt of extracts from vacation schedules, the immediate supervisor acquaints subordinate employees ... days. * * * In conclusion, we repeat that the vacation schedule is a document that determines the order of provision ...
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Number and personnel documents. For example, vacation schedules are planned to be stored for 3 years (now ... agreed by the parties, given that the claimant was not included in the vacation schedule. Reason ... vacations at the same time. "Should an employee who is on vacation ... worker time must be included in the vacation schedule if it is reliable ...
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Not provided for by the vacation schedule (the employer has not made changes to the vacation schedule with respect to ... not provided for by the vacation schedule (the employer has not made changes to the vacation schedule with respect to ... additions to the vacation schedule. In practice, when it becomes necessary to supplement the vacation schedule with data. .. this employee to the vacation schedule - in the event of a dispute, the vacation schedule can be used ... by the employee during the time not provided for by the vacation schedule (see Rostrud clarifications with ...
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Does it need to be included in the vacation schedule, is it written in the regulation and ... provided to the employee or as part of the vacation schedule for the next calendar year, ... is determined annually in accordance with the vacation schedule approved by the employer, taking into account ... can be provided either as part of vacation schedule for the next calendar year, ..., the meaning of the letter is somewhat different. The vacation schedule is a plan of who ... that the employer is obliged to include in the vacation schedule when it is drawn up unused ...
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Consider how to correctly draw up, fill out and approve the vacation schedule according to the new rules. In the article you will also find a sample and form of this document for 2019, which can be downloaded in excel format.
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Download vacation schedule
Labor legislation provides for employers the obligation to annually draw up a vacation schedule (Article 123 of the Labor Code of the Russian Federation). The document must be prepared no later than two weeks before the corresponding calendar year.
The value of the vacation schedule for the company and the employee
The document is a local regulatory act that establishes the priority for personnel to go on annual paid leave. It contains information about vacation periods with a monthly breakdown.
The vacation schedule allows the company to notify its employees in advance about the start time of the vacation. The notice is made against signature no later than two weeks before the start of the holiday.
In addition, with the help of the document, the company can:
- timely pay the employee vacation pay (at least three days before the start of the vacation);
- find a replacement for the employee during his absence;
- monitor compliance with vacation periods and unused vacation days.
Days unused in previous periods are taken into account when drawing up a new schedule. The employee has the right to use the accumulated unused days by agreeing the rest time with the management.
In November, personnel officers have a new concern - scheduling vacations for the next calendar year. A well-designed vacation schedule will ensure not only the smooth operation of all services of the organization, but also prevent conflicts in the team. In the article you will find a sample of filling out the vacation schedule for 2018.
Column "Number of calendar days"
When completing this box, please note:
- The duration of the main vacation cannot be less than 28 calendar days. And there are categories of workers who are entitled to more. In addition to teachers, civil servants and doctors, extended basic leave must be provided to minors (31 calendar days, Article 267 of the Labor Code of the Russian Federation) and disabled people (at least 30 calendar days).
- In the vacation schedule, we plan not only the main vacation of the employee, but also additional (if any). After all, article 120 of the Labor Code of the Russian Federation provides that these holidays are provided together, are summarized. Therefore, be sure to add additional days to the number of days of the main vacation.
- Unused vacations in previous years can also be scheduled in the schedule.
Vacation schedule does not include:
- Study holidays.
- Leave for childcare, pregnancy and childbirth.
- Leave without pay.
Column "Start date of vacation (planned)"
In this column you need to specify the exact date - day and month. If you contribute only a month, then you will not have a clear plan for leaving employees on vacation. You will inevitably encounter overlays. It is the non-specific dates in vacation schedules that give rise to most disputes and conflicts.
Count "Name"
In what order should the names of employees be placed in the vacation schedule? There is no clear answer to this question in the law. The employer can choose it himself and register in local act organizations (Article 8 of the Labor Code). In practice, 2 design options are used:
- Alphabet order. It is used by small organizations.
- Chronological order. That is, the first entries in the schedule will be about employees who go on vacation in January, and the last ones will be about those who go on vacation in December.
If the company has structural units, then a graph can be drawn for each of them. This option is suitable for organizations with a large number of employees.
Important! Vacation schedule is a must. It should be in any company where there are employees. If it is not there or the procedure for scheduling holidays for the next year is violated, the company will be held administratively liable (part 1 of article 5.27 of the Code of Administrative Offenses of the Russian Federation). In this case, executive will be fined from 1 to 5 thousand rubles, and for an organization from 30 to 50 thousand rubles.
The experts of Sistema Kadra tried to make the work of a personnel officer a little easier. To plan employee vacations for the next year, use their development - smart vacation schedule in Excel spreadsheet . It will calculate the end of the vacation taking into account the holidays, warn when the employee needs to be notified about the start of the vacation, show the intersection of employee vacations and generate unified form graphic arts.
How to make a vacation schedule: use an electronic assistant
To draw a chart, use unified form No. T-7 or self-designed form. In the schedule, indicate the order in which employees go on annual paid leave.
Consider the specifics of the organization's activities and the wishes of certain categories of employees when making a schedule.
When filling out the vacation schedule, indicate the total number of vacation days for each employee and the specific dates when he plans to go on vacation next year (Article 123 of the Labor Code).
After you draw up a draft vacation schedule: a sample, carefully check it. Help you with this special table , which was developed by the experts of the System Personnel. It will clearly show all your mistakes.
Question answer
Do I need to include information about vacation in the vacation schedule? unused vacations over the past years
Days for unused vacation last year can be included in the vacation schedule for the current year or provided by agreement between the employee and the employer, that is, without including it in the current schedule. The legitimacy of this approach is confirmed ...
When an employee must write an application for a vacation schedule: sample
If an employee takes another vacation according to the vacation schedule, where the exact start date of the vacation is indicated, it is not necessary to write an application for vacation. You only need to do this in one of 3 situations:
- The employee wants to go on vacation not on the days indicated in the vacation schedule.
- There are no exact start and end dates in the schedule.
- A vacation is taken by a new employee who was hired after the approval of the schedule.
An employee writes an application for leave in any form.
Application for vacation schedule (sample)How many days before the vacation the employee must submit an application is not specified in the law. The employer can set a minimum period in the local act of the company.