Vacation schedule 2018: have time to approve no later than December 18

What is a vacation schedule

The schedule is a schedule of annual paid vacations, arranged in accordance with the sequence. This ensures that the required number of employees are at work while the rest of them are on vacation.

You can easily find a vacation schedule with a sample for 2021 on the Internet. But downloading and printing, and then using it at your enterprise, is not enough. This document is drawn up at a certain frequency and frequency established by the Labor Code of the Russian Federation. The vacation schedule is a document that is controlled by the labor inspectorate and, occasionally, by tax authorities.

and a sample of filling out the T-7 form

Vacation schedule for 2021 Excel free download form.

Vacation schedule for 2021 form free download Word.

Download a sample vacation schedule in Pdf format.

Attention! After drawing up the schedule, it is necessary to familiarize all employees with it. To do this, you can use a familiarization sheet.

Annual vacation schedule: registration rules and changes

When creating a vacation schedule, there are certain rules that must be followed. It is approved once a year. And there are certain restrictions on changing it. So, only time adjustments can be made there if there is a need and a documentary basis in the form of an order for the organization, signed directly by the manager. Thus, the order must be agreed upon with the administration of the enterprise and the trade union cell (if there is one).

The collective agreement or other normative act must stipulate the maximum number of people from one unit on vacation at the same time. This is done to avoid downtime and to ensure that the workflow does not suffer.

No later than December of each year, the enterprise draws up a vacation schedule for the next calendar period. In 2017, this document must be approved no later than December 17 - exactly two weeks before the upcoming 2021 year. This procedure is prescribed in the Labor Code.

Keep in mind: when hiring new employees, their rest periods are usually not included in the existing schedule, but they can be approved by agreement with the administration. Also see “First vacation after getting a job.”

Questionnaires

When drawing up a vacation schedule, a sample of which is presented below, company management must take into account the wishes of employees. In this case, the peculiarities of the labor process must be taken into account. To do this, you can create a questionnaire in which employees write when they want to go on vacation in 2021.

Even employees who are planning to quit, go on maternity leave, or go on maternity leave will have to plan annual vacations. If employees find it difficult to choose a vacation period, ask them to write down approximate dates. You cannot leave empty lines in the chart. Later, employees will be able to agree with management on the transfer of vacation days. Explain to employees which vacation days they need to schedule on the questionnaire. .

Sample of filling out a vacation schedule in form T-7 for 2021

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

Filling out the document must begin by indicating the full name of the company or full name. entrepreneur. To the right of this line is a field in which companies are also required to enter the code assigned to them according to the OKPO directory.

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

Next, enter the schedule number, as well as the date on which it was compiled. Next to this is a field in which you need to enter the year the schedule is valid.

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

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

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

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

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

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

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

Why are they made up?

A schedule must be created at any enterprise, regardless of the number of employees. The Labor Code states that such a document is mandatory for workers and their managers, since it provides certain guarantees and forces them to comply with the law. Moreover, it reflects the order of vacations, which prevents further disagreements and disputes. In case of non-compliance with the Labor Code of the Russian Federation in this matter, labor inspectors have the right to impose a fine on the company management.

Typically, the schedule is drawn up by the company's management together with the human resources department.

Can unused vacation expire?

In some sources you can find information that vacation “burns out,” while others say that it does not. The position is not unambiguous - on the one hand, there is Article 124 of the Labor Code of the Russian Federation, which does not say anything about the fact that vacation can be burned, on the other hand, there is the International Convention on Vacations, in force since 2011.

In Art. 9. Clause 1 of the Vacation Convention states that the unused vacation period may be used no later than 18 months after the end of the year for which it was granted. Therefore, after this period, the missed rest time can no longer be used. Arbitration courts, in turn, take an ambiguous position.

To avoid fines, do not make your employees’ vacations overdue by up to two years. It is necessary to include these periods in the vacation schedule, having agreed upon them with the employee. Or, upon written request, replace it with monetary compensation for unused vacation.

Rights of certain categories of citizens

For most employees, the annual main leave lasts 28 calendar days (Article 115 of the Labor Code of the Russian Federation). But some employees, such as disabled people and minors, should be given more days. Thus, the vacation of a minor employee is 31 calendar days (Article 267 of the Labor Code of the Russian Federation), and for a disabled employee - 30 calendar days per year (Article 23 of the Federal Law of November 24, 1995 No. 181-FZ).

Warn employees that they may split their vacation into chunks. But at least one part of the vacation must be at least 14 calendar days (Article 125 of the Labor Code of the Russian Federation).

When figuring out how to draw up a vacation schedule, you should know the features of the law that protects the rights of certain categories of citizens who can receive vacation at any time convenient for them. These include, in particular:

women with two or more children under 12 years of age. This category of workers has the right to demand leave in the summer;
spouses whose wives are on maternity leave;
part-time workers (along with rest for the main job);
employees under 18 years of age;
wives or husbands of military personnel have the right to go on paid leave with their spouse, etc.

Also see “What types of vacations are there?”

Inspectors may report slave labor

GIT always checks the vacation schedule, analyzing whether it is being accurately followed.
The very absence of such a schedule threatens companies with a fine of 50 thousand rubles, but failure to provide leave threatens the same fine for each case (i.e. for each employee). Usually, employees themselves do not go or do not use all their vacation, this is understandable: it is beneficial for them to accumulate days in anticipation of subsequent compensation, and long vacations allow many to get enough rest. But the company pays the fines for this out of its own pocket. In addition, an even more serious danger has arisen due to unused vacations. Based on the results of one of the inspections, the State Tax Inspectorate proposed a new “interpretation” of the violation. The inspectors saw in it signs of Art. 127.2 of the Criminal Code of the Russian Federation, which by the way is “Use of slave labor.” The order was capped by the phrase: “Inspection materials must be sent to the Main Investigative Directorate of the Investigative Committee of the Russian Federation for Moscow.” Possible punishment for this is up to imprisonment for a term of 3 to 10 years.

We have collected the most frequently asked questions regarding the vacation schedule.

Annual vacation schedule: Labor Code of the Russian Federation and rules for drawing up

The schedule is a local act in which information about vacations of employees of structural divisions is entered. Moreover, any department has its own schedule regarding its employees. This scheme is considered optimal for any enterprise: management draws up schedules taking into account the department’s needs for a certain number of employees.

Schedule adjustments are usually handled by the HR department. In addition, he is obliged to take into account the interests of preferential categories of employees. Then an order is issued on the vacation schedule, a sample of which must be presented to the heads of departments.

After the correction has been made, HR officers send the corrected schedules for discussion to the staff whose wishes regarding leave were not initially respected and therefore the deadlines were moved up. Department managers are also reviewing the revision as there may be situations where specific employees may need to be present at certain times of the year.

When rescheduling and adjusting leave for one employee, the schedules of several other people are often shifted. Therefore, the agreement of everyone affected by the changes is necessary.

Taking all this into account, when drawing up a vacation schedule for the next year, it is necessary to foresee the possibility of correction in advance and allocate enough time to this issue in order to have time to approve the schedule on time.

After correction and approval of the new schedule, it is sent again to the personnel department, where a consolidated schedule is drawn up for the entire organization. This work is carried out after the order to draw up a vacation schedule is signed. See “We are issuing an order to draw up a vacation schedule for 2021.”

Features of small firms

Small organizations practice a preliminary survey of employees, where they can express their wishes regarding the time of year of their vacation. But in order to avoid major disagreements, labor inspectors recommend not to be content with a verbal survey, but to document it with the signature of each employee. This will confirm that he does not object to the proposed vacation time. A preliminary form of the vacation schedule for 2021 is available on the Internet, but such a completed document is in any case subject to further agreement with the manager. Below we will also provide an example of a completed schedule for the coming year.

Questions and answers

Is it necessary to take into account the opinions of employees when creating a vacation schedule?

Answer: If an employee does not belong to the category of special employees specified in the section “Employees who have priority in choosing a vacation period,” the employer has the right not to take his opinion into account when drawing up the vacation schedule.

Is it necessary to inform employees about the vacation schedule?

Answer: The employer is strongly recommended to familiarize employees with the vacation schedule, although this point is not clearly described by the legislation of the Russian Federation. But in order to avoid controversial situations, it is still necessary to familiarize employees with their signature.

Are we required to include part-time workers in the vacation schedule?

Answer: The vacation schedule provides for the provision of annual paid leave to absolutely all employees, and therefore it is necessary to include both main employees and part-time workers in the vacation schedule.

Important points and legal requirements

When creating a schedule, only the wishes of employees are not enough. The legislation of the Russian Federation requires the following points to be taken into account.

Work experience

Any company employee who has worked for at least six months has the right to take paid leave. For example, if an employee took unpaid leave for more than 7 days during the period for which regular leave was granted, this time is not included in the length of service that provides the right to use paid leave. In other words, the start of the vacation is being postponed. Even in that situation if it is already planned and included in the schedule. Then the vacation schedule, a sample of which is given below in 2021, is subject to correction. This is due to the employee’s lack of sufficient experience. This situation of changing the schedule has a legal basis. Also see “Procedure for granting annual paid leave”.

Certain categories of employees

They have the right to go on paid leave regardless of their length of service. This category includes employees under 18 years of age, women before or after maternity leave, and adoptive parents of children under 3 months old. When drawing up a schedule, it is easy to take into account minors and pregnant women hired. All other cases require the need to coordinate the situation with the administration when an employee whose work experience has not reached six months wants to go on vacation. The Labor Code will tell you how to correctly draw up a vacation schedule. It states that paid leave is not given to employees as an advance, that is, until the end of 6 months of work at the enterprise.

Additional annual leave

They are available to certain categories of citizens whose work is associated with hazardous production or hazardous working conditions. Such types of vacation must also be included in the vacation schedule, the form of which is given in this article. The length of service that allows you to use such leave includes the actual period worked, so the possibility of receiving such leave in advance is impossible

Two holidays

Those who were hired at the end of the calendar year have the opportunity to receive two vacations. For example, if an employee is registered for work in November, then he has the right to go on vacation in June, but before the end of the year take another vacation for the next year. This possibility must be provided for by drawing up a vacation schedule on a form that can be downloaded on the Internet.

Sequence of vacations

It is established according not only to the wishes of the employees, but, first of all, taking into account the interests of workers who have the right to priority leave at any time of the year. When preparing an order to approve the vacation schedule for 2021, it is necessary to draw up a list of such employees in order to initially take into account their requirements

Part-time employees

They have the right to request leave during the time that is approved at another job. To do this, they must provide a supporting document.

Employees who did not use vacation in the previous year

They have the right to choose any convenient period for their vacation, and their wishes are reflected in the schedule first of all

Workers entering universities and their parents

When entering a university (college school) or being the parent of a 9th or 11th grade student, employees can choose their vacation time at their own discretion. This especially applies to residents of the Far North if their children are planning to go to study in other regions. To accompany a child, a parent can take full or partial leave during exams.

Duration of vacation

A standard vacation in our country lasts 28 days. It may be increased if there are additional holidays. In addition, there are certain professions whose employees are entitled to longer leave. This includes teachers, social workers, state and municipal employees, judges, prosecutors, police officers, customs officials, rescue services, etc.

Vacation schedule: sample 2018

At the moment, the recommended form T-7 is in force, approved by a decree of the State Statistics Committee of Russia back in 2004.

Often, HR officers believe that it is enough to draw up vacation schedules in any form. But this is incorrect, because this document is classified as accounting documentation. Therefore, the unified form T-7 “Vacation Schedule” is more appropriate for enterprises. It should be drawn up strictly, observing the law.

A correctly completed form is also important for the financial component of the enterprise, since vacation pay payments will be made on the basis of this document.

Inconveniences come when you need to break your vacation into parts. The accepted sample for filling out a vacation schedule in Form T-7 does not provide for such actions, and each employer solves this problem individually. For example, he can use additional lines or add a special column for the employee’s signature.

Below is a sample of filling out the vacation schedule for 2018, which you can use.

You can also .

Schedule approval

The completed vacation schedule for 2021 must be signed by the head of the human resources department. And in her absence - another authorized employee, for example, the chief accountant. After which the completed document is finally approved by the head of the organization. From this moment on, the document is mandatory for both the employer and his employees. Therefore, they need to be familiarized with the vacation schedule.

Advice
Familiarize employees with the vacation schedule for 2021 against signature. This way you will protect yourself from the fact that an employee refuses to go on vacation within the period established for him. You can:
ask the employee to sign opposite the date of his intended vacation in the schedule form itself in the “Note” field;
attach an introductory sheet to the vacation schedule, in which each employee will indicate the date of familiarization with the document and sign.

Many people are interested in the question: is it necessary to make a separate sample order for approval of the vacation schedule?

Answer: no, not necessarily, since in the header of the “I approve” section the manager leaves a signature, which serves as an order. Following from this, there is no urgent need for an additional order. Also see “Order on approval of the vacation schedule in the T-7 form.”

You need to keep the vacation schedule for a year (clause 693 of the List, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558).

The employee left on vacation without notifying the employer

Another common situation is when there is a rush at work that never ends, and the employer does not allow you to go on vacation. But the vacation schedule was drawn up last year, so the employee bought vacation tickets in advance. Example. Secretary-referent Maksimova V.A.
I wrote an application for leave from July 15, 2021. However, the head of the company does not sign, because there is no one to replace the secretary and the company is planning to start a serious project. The assistant went on vacation without waiting for permission from management. An employer decides to fire an employee.

However, in this case the employer is wrong, since in accordance with Art.
123 of the Labor Code of the Russian Federation, the order of granting paid vacations is determined annually in accordance with the vacation schedule. The vacation schedule is mandatory for both the employer and the employee. According to Part 4 of Art. 123 of the Labor Code of the Russian Federation, certain categories of employees, in cases provided for by the Labor Code of the Russian Federation and other federal laws, are granted annual paid leave at their request at a time convenient for them. We have collected more vacation situations here.

Alteration

An employer cannot predict all possible personnel movements a year in advance. For example, dismissal of employees, postponement of vacation or recall from it. Therefore, making various changes to the vacation schedule is inevitable.

To reflect changes, columns 7-10 of the unified vacation schedule form (form T-7) are used:

Column 7 reflects the actual date the employee went on vacation;
Column 8 indicates the document on the basis of which the planned start date of the vacation was postponed. Such a document, for example, can be an employee’s application with a request to postpone vacation, endorsed by the manager (Article 124 of the Labor Code of the Russian Federation);
in column 9 you need to indicate the expected date of vacation. For example, if an employee decides to postpone his vacation to the period when his wife is on maternity leave;
Column 10 reflects various notes.

By the way, it makes sense to supplement the vacation schedule for 2021 with the column “I have read the changes,” in which employees will sign after making adjustments to this document.

How to enter the details of a new employee into the vacation schedule?

If the vacation schedule is approved 2 weeks before the start of the next year, and at the beginning of the new year a new employee is hired, the employer is obliged to take into account the employee’s right to receive vacation after 6 months of work (Article 122 of the Labor Code of the Russian Federation).

In this case, there are 2 possible ways to resolve the issue:

draw up an appendix to the vacation schedule, which will indicate the period when the newly hired employee will be on annual paid leave;
issue an order for annual leave based on the employee’s application.

Making additions

It happens that after the vacation schedule for the next year has been approved, new employees are hired. In such a situation, the Labor Code does not oblige the employer to make any additions to the already approved vacation schedule. Those. Newly hired employees may be granted leave only on the basis of their application. However, no one forbids supplementing the approved vacation schedule with information about vacations for new employees. This can be done by approving an additional vacation schedule containing information about the planned start date of vacation for new employees only.