Vacation sheet sample filling. How to create a vacation schedule? Is the vacation schedule a mandatory document?

1. Who needs to draw up a vacation schedule and why.

2. How to prepare a vacation schedule and what information to include in it.

3. What to do if actual vacations do not coincide with those planned in the schedule.

Everyone knows that annual paid leave is an indisputable right of an employee provided for by the Labor Code. But the fact that providing such leave is the responsibility of the employer, and not dependent on the desire of the employee himself, is often forgotten. Indeed, quite often there is a situation where employees, for some reason, are not eager to take their legal vacations, and employers do not attach much importance to this. However, the Labor Code is harsh in this regard: “failure to provide annual paid leave for two years in a row is prohibited” (Part 4 of Part 124 of the Labor Code of the Russian Federation). How can an employer “force” its employees to use their allotted vacations in order to comply with the requirements of labor legislation? The answer is simple: since the responsibility for timely provision of vacations to employees lies with the employer, he must also take care of informing employees about the number of vacation days they are entitled to, as well as ensuring that these days are used. A vacation schedule is ideal for these purposes. Why else do you need a vacation schedule and how to draw it up? Read further in the article.

Why do you need a vacation schedule?

In accordance with the Labor Code of the Russian Federation, the main purpose of the vacation schedule is to establish the order of provision of annual paid vacations to employees. At the same time, the vacation schedule approved by the employer is mandatory for both the employer and the employees (Part 2 of Article 123 of the Labor Code of the Russian Federation).

! Note: Drawing up a vacation schedule is mandatory for all employers-legal entities, regardless of the number of employees. Lack of a vacation schedule is an administrative offense, for the commission of which the following penalties are provided (Article 5.27 of the Code of Administrative Offenses of the Russian Federation):

for officials - a fine from 1000 to 5000 rubles;
for legal entities - a fine from 30,000 to 50,000 rubles. or suspension of activities for up to 90 days.

It should be noted that individual entrepreneurs have the right to do without a vacation schedule, determining the procedure for providing annual paid vacations by agreement with employees (Article 305 of the Labor Code of the Russian Federation, Letter of Rostrud dated December 20, 2011 No. 3683-6-1). However, it would be a good idea for entrepreneurs to draw up a vacation schedule, since they are also responsible for ensuring that their employees use their vacations in a timely manner and to the extent required by law.

So, why is it necessary to draw up a vacation schedule? Let’s outline the main areas of application of this document:

so that the employer does not “forget” to provide the required annual leave to employees, and employees do not “forget” to use them;
to establish the optimal sequence of vacations, taking into account the interchangeability of individual employees, the characteristics of the production process (seasonality), etc.;
to use the information contained in the schedule about the number of employee vacation days planned for the next year to form and;
as well as for other purposes determined by the employer himself.

The procedure for drawing up a vacation schedule

The vacation schedule is drawn up for the calendar year, and it must be approved no later than two weeks before the start of the next year (Article 123 of the Labor Code of the Russian Federation). For example, the schedule for 2016 must be approved before December 17, 2015. However, before approving the vacation schedule, it must be drawn up. Let's consider what stages the process of preparing a vacation schedule includes.

1. Approval of the vacation schedule form

2. Approval of the procedure for drawing up and agreeing on a vacation schedule

Depending on the number of employees, the number of structural divisions and other factors, the process of preparing and agreeing on a vacation schedule for the entire organization can be very lengthy. Therefore, the procedure for its preparation must be fixed in one of the following documents:

in a local regulatory act (internal labor regulations or collective agreement);
in a separate order.

In the document regulating the procedure for preparing a vacation schedule, it is advisable to reflect, in particular, the following information:

the person responsible for preparing the vacation schedule;
the circle of persons responsible for providing information about the planned dates of employees’ vacations (for example, heads of departments);
deadlines for providing information about planned vacations, deadlines for agreeing on vacation dates, deadlines for submitting the schedule for signature by the manager.

3. Including vacations in the schedule

The schedule should include the following vacations due to employees:

annual basic paid leave. The duration of the annual basic paid leave, as a rule, is 28 calendar days (Article 115 of the Labor Code of the Russian Federation). However, it should be borne in mind that some categories of workers are entitled to extended leave (workers under 18 years of age, disabled people, teaching staff, civil servants);
annual additional paid leave. Such leave should be provided, for example, to employees engaged in work with harmful and dangerous working conditions, employees with irregular working hours, working in the Far North and in other cases provided for by law (Article 116 of the Labor Code of the Russian Federation).
vacation not used by the employee in the current year and transferred to the next year.

Thus, in the vacation schedule it is necessary to plan for each employee the total number of days of annual leave due to him (main and additional), including the balance of unused vacation at the end of the year.

! Note: The vacation schedule is drawn up for all employees: both those employed at their main place of work and part-time workers. Persons working under a civil contract are not included in the schedule, since they are not entitled to annual paid leave. The vacation schedule does not reflect administrative leave (without pay), maternity leave, or child care leave.

4. Calculation of vacation days to be included in the schedule

In order to determine how many vacation days should be planned in the schedule for the next year for each employee, you must:

Determine the end date of the employee’s “working year,” that is, the date when the next year expires from the date of entry to work. For example, if an employee was hired on June 24, 2014, then that date will be June 23 of each subsequent year.
Include the employee in the vacation schedule in such a way that as of the end of the “working year” he has no unused vacation (this is required by Article 122 of the Labor Code of the Russian Federation). At the same time, labor legislation does not prohibit providing leave “in advance,” that is, for unworked time. The main thing is that for each year worked, the employee uses no fewer vacation days than he is entitled to.

Example.

Manager Savina O.Yu. hired on June 24, 2014. In the vacation schedule for 2015, her vacation for the working year from 06/24/2014 to 06/23/2015 should be planned in the number of unused vacation days as of 12/31/2014. This leave must be used as scheduled by June 23, 2014. Vacation for the next working year from 06/24/2015 to 06/23/2016 can be included both in the vacation schedule for 2015 and in the schedule for 2016 (or both in parts).

! Note: When dividing an employee’s annual leave (vacation for one working year) into parts, it is necessary (Article 125 of the Labor Code of the Russian Federation):

employee consent (for example, in the form of an application);
so that at least one part of this vacation is at least 14 calendar days.

5. Taking into account the wishes of employees

The order of vacations in the schedule is determined and approved by the employer(Article 123 of the Labor Code of the Russian Federation). At the same time, he can (but is not obliged) to take into account the wishes of employees. That is, the employer has the right, at its discretion, to distribute employee vacations taking into account the needs of the production process or the nature of the activity (seasonality). For example, if the winter period is “not the season” for manufactured products (works, services), then the employer can plan employee vacations for this particular period. However, in order to eliminate conflicts and disagreements with employees, it is better to provide for all such features of the provision of vacations in a local regulatory act (regulations on internal labor regulations or a collective agreement).

In most cases, employers meet their employees halfway and, if possible, take into account their wishes for the dates of the upcoming vacation. This can be done in different ways, for example:

collecting applications from employees to include vacation in the schedule;
by drawing up a questionnaire about planned vacations for the next year.

! Note: some employees receive an annual salary leave should be granted at their request at any time convenient for them(Part 4 of Article 123 of the Labor Code of the Russian Federation). Such employees include, for example:

minors under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
part-time workers (leave is granted simultaneously with leave for the main job) (Article 286 of the Labor Code of the Russian Federation);
employees whose spouses are military personnel (leave is granted simultaneously with the spouse’s leave) (Clause 11, Article 11 of the Federal Law of May 27, 1998 N 76-FZ “On the status of military personnel”);
women before or immediately after maternity leave, as well as at the end of parental leave (Article 260 of the Labor Code of the Russian Federation);
employees whose wives are on maternity leave (Article 123 of the Labor Code of the Russian Federation).

When drawing up a vacation schedule, information about the planned vacation is first requested from such employees, since their wishes must be taken into account without fail. However, even if the vacation of an employee belonging to the listed categories was planned in the schedule, during the year he may change his mind and write an application for vacation from a different date. In this case, the employer will be obliged to accommodate the employee and reschedule his vacation.

6. Notifying employees about vacation

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

! Note: About the start date of vacation specified in the vacation schedule, the employer is obliged to notify each employee against signature no later than two weeks in advance(Part 3 of Article 123 of the Labor Code of the Russian Federation). For this purpose, the corresponding column (“The start date of the vacation has been notified”) can be included in the vacation schedule form (Letter of Rostrud dated July 30, 2014 N 1693-6-1). Other options for notifying employees are also possible, for example, introductory sheets, statements, an introductory visa on a vacation order (Letter of Rostrud dated March 22, 2012 N 428-6-1). The employer independently determines the most appropriate method of notifying employees about leave.

7. Making changes to the vacation schedule

When drawing up a vacation schedule, you need to understand that this is a planning document drawn up for a fairly long period - a year. Therefore, it is most likely impossible to do without adjustments. Changes to the vacation schedule can be made in the following cases:

when postponing vacation with the consent of the employee, for example, in case of temporary disability during vacation, in case of delay in payment of vacation pay, etc. (Article 124 of the Labor Code of the Russian Federation);
when transferring part of the vacation in connection with the employee’s recall from vacation (Part 2 of Article 125 of the Labor Code of the Russian Federation). In this case, the unused part of the vacation must be provided to the employee at any time convenient for him;
when postponing vacation at the request of the employee. If the employee does not belong to the “preferential” categories (see paragraph 5), the employer may, but is not obligated to change the planned vacation dates.

In the listed cases, in order to make changes to the vacation schedule, the employee must write an application to postpone the vacation. Based on the application, an order from the manager is issued to postpone the vacation. Wherein changes are reflected in the vacation schedule:

Column 8 indicates the basis for postponing the vacation - details of the relevant order of the manager;
Column 9 indicates the new vacation period in accordance with the order;
in column 10 “Note” you can indicate the reason for postponing the vacation (for example, recall of an employee from vacation)
Column 7 indicates the date or period of vacation actually used by the employee.

The considered procedure for making changes to the vacation schedule is applicable in the case of postponing the planned vacation of those employees who were originally included in the schedule (that is, working on the date the schedule was drawn up). If the employee was hired after the vacation schedule was approved for the next year, then information about the leave of such an employee can be issued in one of the following ways:

Annex to the approved vacation schedule. The application is compiled in the same form as the schedule itself, and includes only information about the vacation of the new employee (employees). Like the vacation schedule, the application is approved by the manager.
No changes (additions) to the accepted vacation schedule. To do this, the new employee writes a free-form application, indicating the desired start date of the vacation and the number of days, and the employer issues an order to grant the vacation.

It is advisable to reflect the chosen option for reflecting information about vacations of new employees (accepted after the approval of the vacation schedule) in the local regulations of the employer.

And in conclusion, let's highlight Key points regarding vacation scheduling:

The presence of a vacation schedule is mandatory for all employers-legal entities, and administrative liability is provided for its absence;
The employer approves the form of the vacation schedule independently (it is possible to use the unified form No. T-7);
The order of vacations in the schedule is determined by the employer; the wishes of only some employees are necessarily taken into account;
The employer is obliged to notify employees of the start date of vacation in accordance with the schedule.

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Normative base

Labor Code of the Russian Federation
Resolution of the State Statistics Committee of the Russian Federation dated January 05, 2004 N 1 “On approval of unified forms of primary accounting documentation for recording labor and its payment”
Letters from Rostrud

dated July 30, 2014 N 1693-6-1;
dated March 22, 2012 N 428-6-1;
dated December 20, 2011 No. 3683-6-1

Find out how to read the official texts of these documents in the section

The law determines that an employee who works in accordance with a formalized employment agreement must go on vacation at least once during the year. In order to determine when which employee is going to rest, the business entity draws up a special schedule. As a rule, a vacation schedule form in the T-7 form is used for these purposes. It must be issued 2 weeks before the end of the calendar year.

This document is necessary for every enterprise for several reasons. To begin with, this is required by current legislation. In addition, it is necessary to plan the vacation time of key employees so that production does not stop due to their simultaneous absence from the company.

Typically, a HR employee is responsible for creating the document. He interviews the heads of all divisions of the business entity about the desired date, and they, in turn, collect information from their subordinates. The latter must indicate the dates when they want to go on vacation next year.

If the company is large and has many employees, then it is best to start preparing the schedule in the fall. All registered employees, including all administrative personnel, are included in the schedule.

Attention: The completed schedule must be approved 2 weeks before the end of the new year. You can familiarize yourself with employees after this day.

All types of rest provided to employees must be included in the schedule:

Annual leave;
additional leave;
Vacations that have not been used by employees previously.

Lately there has been a lot of debate about whether previously unused vacation time is burned or not. No, it does not burn out, and the employee can use it in full in subsequent years. However, this is not beneficial for the employer. Firstly, he will need to pay substantial vacation payments if the employee requests several years of vacation at once. Secondly, failure to provide leave on time is a violation of the law, and if this fact is revealed, the labor inspectorate may impose a fine of up to 50 thousand rubles.

Is the vacation schedule a mandatory document?

Important: The Labor Code stipulates that business entities of any form of ownership, both companies and entrepreneurs with employees, are required to draw up a vacation schedule. And this must be observed, otherwise a fine may be imposed according to the Code of Administrative Offenses.

If an entrepreneur does not have hired employees, then he may not draw up a vacation schedule. Individuals who are employers are also exempt from drawing up this document.

When is it compiled?

The Labor Code determines that if a business entity, both a company and an entrepreneur, has hired employees, then they must draw up and approve a vacation schedule for the next calendar year no later than two weeks before the end of the current year.

In order to have time to prepare the document on time, it is best to start drafting it in the fall. It should be taken into account that the deadline for the schedule to be approved is December 17 from year to year.

If the deadlines within which the schedule must be drawn up and approved are violated, then the business entity will be held administratively liable in the form of a fine.

For what period

Important: The schedule is drawn up in companies and entrepreneurs for a period of one year. In this case, the preparation and approval of a new document must be carried out annually.

This is due to the fact that the right to receive leave and its duration is determined within one calendar year. In addition, annual scheduling makes it possible to control whether all employees have taken advantage of the right to go on vacation in a given year.

Download the vacation schedule form for 2018

Files for download:

Sample of filling out a vacation schedule using form T-7 in 2018

Let's look at the detailed process of how to create a vacation schedule.

First of all, you need to write down the full or abbreviated name of the organization, or indicate your full name. entrepreneur. To the right of this column there is a table where you need to enter.

A trade union body may be created in an organization. Data about his written opinion must be reflected in the columns located on the left half of the form.

The next step is to write down the schedule number, as well as the date it was compiled. Nearby there is also a field in which you need to reflect the year of validity of the document.

Attention: The vacation schedule is approved by the head of the company or the entrepreneur. For this purpose, on the right side there are special columns in which he puts his full name, signature, and position. Next to it he writes down the date on which the schedule is approved.

The document itself contains a table in which information about employee vacations is entered line by line. The table is filled out in such a way that the name of the department is first written down, and after that there is a list of employees employed in it.

IN column 1 you need to enter the name of the department.

IN column 2 The name of the position is indicated according to the information from the staffing table.

IN columns 3 And 4 indicate full name. employee, as well as his personnel number.

Box 5 must contain the total number of days of rest that are provided to the employee in a given year.

IN column 6 The date on which the employee wishes to receive leave is recorded. And the next column 7 you must enter the day on which it was actually provided.

If the vacation is transferred to another date, then box 8 the details of the order by which such a transfer was agreed are noted. IN column 9 a new vacation start date is entered.

Box 10- a free space in which you can make notes that the vacation was postponed, the employee had to be recalled from the granted vacation, or other similar information.

The fully completed document must be signed by the head of the HR department.

Schedule approval procedure

Let's take a closer look at how to carry out the approval procedure:

If there is a trade union body, the drawn up vacation schedule for the next year must be submitted to it for approval, attaching a covering letter to it.
The trade union body reviews it, and upon completion of this process it must make its reasoned decision on the submitted document.
The opinion that the trade union makes can be either positive or negative. If this body does not agree with the developed schedule, negotiations are held, as a result of which agreement of the parties must be reached.
The vacation schedule for the next year is approved no later than two weeks before the end of the current year, that is, no later than December 17.
The vacation schedule is being approved. It can be approved either by issuing it or by affixing a special stamp on the vacation schedule itself. Compiling an order is a more convenient way of entering. Since the text of this order can indicate the officials who are responsible for its implementation, sources of funding for vacations, as well as how to inform employees about the beginning and end of vacations. Since there is a deadline for the vacation approval schedule, the order for its approval must be issued two weeks before the end of the current year.

When are changes made to the schedule?

Existing provisions of legislative acts provide for the possibility of making changes to the previously approved vacation schedule.

But each party needs to remember that such an event is a measure of necessity. The transfer of leave may be associated with the employer’s obligation to provide leave to new employees of the enterprise within the time limits established by law.

Labor law standards determine cases when changes in the vacation schedule must be made:

When an employee experiences a period of temporary incapacity for work.
An employee of the organization, while on vacation, was involved in the performance of his civil duties, when the law provides for exemption from work for this case.

In addition, existing standards establish the obligation of the employer, at the request of the employee, to reschedule vacation if the administration has not informed him about the beginning of this period two weeks in advance. To do this, a company employee just needs to submit an application to the management with new dates for this period.

Also, the company's management is given the right to reschedule the vacation of its employee if it is determined that his absence will lead to a disruption in the company's business activities. However, in this case the employee must give his consent to this.

Procedure for making changes to the schedule

Changes to the schedule according to which annual paid leave is provided can be made either at the initiative of a company employee or initiated by management.

In the first case, you need to do the following:

The employee draws up a statement reflecting the reason for postponing his vacation.
The application is submitted for consideration to the company management, which, in accordance with the production situation, allows or prohibits the transfer of vacation.
An application containing a positive decision from the director is sent to the personnel service, where an order is generated to make changes to the vacation schedule.
Based on the application, a mark about the transfer is placed in the “Note” column in the vacation schedule - the incoming number and date of the application are reflected.

When changes in the schedule occur due to production needs, the procedure differs from that discussed above:

Informing the employee about the production need that has arisen and discussing the possibility of postponing vacation.
Obtaining written consent to this from the employee whose leave is being postponed.
The signed document is sent to the personnel department so that the responsible specialist prepares an order to postpone the vacation.
In the vacation schedule, in the “Note” column, a mark is reflected that includes the details of the consent to the transfer received from the employee.

Vacation schedule according to Art. 123 of the Labor Code of the Russian Federation is a document that must be executed and provided to employees once a year. By law, approval of the schedule must be carried out 2 weeks before the start of the New Year. Providing leave is an obligation for any organization,

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If the schedule is not drawn up on time, the enterprise may be punished in the form of administrative liability or penalties.

How to make a vacation schedule correctly

If the company is large and has many employees, then it is reasonable to draw up a schedule for each department separately. In small organizations, drawing up one document is quite enough.

Convenient time for rest is drawn up when the employer communicates with employees, however, it is important to prevent downtime in production due to a lack of people, so the schedule must be planned rationally and correctly.

Providing leave at will, regardless of the employee’s length of service, is provided for by the legislation of the Russian Federation for:

Pregnant and postpartum women until the child reaches 3 years of age.
Minors.
Employees whose wives are on leave due to pregnancy and childbirth.
For those working part-time, scheduled rest is provided at the main place of work.
Spouses of military personnel, according to Article 11 of the Federal Law on the status of military personnel, they have the right to take leave simultaneously with the spouse’s leave.
Chernobyl victims according to Art. 14 Law of the Russian Federation.

All other employees according to Art. 121 of the Labor Code of the Russian Federation go on vacation according to a schedule, and in the first year after employment they can go on vacation after 6 months. The schedule is drawn up in a unified form and consists of 10 points.

Paragraph 4 indicates the employee’s personnel number, if assigned to him. The positions of the employees and the name of the enterprise are written down.

Columns 7-10 are left empty and filled in upon expiration of the vacation. After employees have completed their vacation, the actual end date of the vacation is entered.

When rescheduling vacation dates, columns 8-9 must be completed. If an order has been created to postpone vacation at the request of the employee himself, then the entry of data must correspond to the date specified in the application. Art. 123 allows for the transfer of vacation, but the employer must notify about the start date of the vacation in advance, otherwise the terms of payment of vacation pay will be violated; due to the employee’s untimely absence from work, the enterprise may suffer significant losses.

In the “Note” column, it is possible to indicate the reason for not providing leave to the employee, as well as an extension, or vice versa, a reduction. In some cases, vacation may exceed the 28 calendar days established by law or, conversely, be 2 weeks; the second part of the vacation can be taken at any other desired time, that is, go on vacation 2 times a year, but only with prior agreement with the head of the enterprise.

It is possible to add additions and other details and columns to the schedule. The employer must notify the employee about the upcoming vacation no later than 14 days before it begins according to the schedule, that is, when drawing up a schedule for 1 year, its approval must be no later than December 17 of the current year.

The approved document is binding on both the employer and the employee.

1. What needs to be included in the schedule

The schedule includes:

Basic paid leave once a year.
Additional paid leave once a year.
Previously unused vacation, or part of it.
Transferring vacation to next year.

Minors up to 31 days old.
Disabled people up to 31 days.
For teachers up to 42-56 days.
For civil servants up to 30-35 days.

Annualprovided:

Working in hazardous, hazardous industries.
With irregular working hours.
For workers in the Far North.
In other cases provided for by the laws of the Russian Federation.

Taking into account their financial and production capabilities, employers have the right to independently provide additional leave to their employees; the procedure for provision is specified in the contract or regulation. The opinion of the trade union or other elected body operating at a particular enterprise is taken into account.

If an employee has the right to extended leave of 30 days, for long service (8 days), for overtime (3 days), for working in harmful conditions (7 days), then all days are summed up. In total, the employee has the right to rest for 48 days, which is also recorded in the schedule, and the employee has the right to divide the vacation into parts, as many people do today.

Persons who have the right to take leave at any convenient time must also be indicated in the schedule. They can change their decision to grant leave during the year, and the employer cannot refuse them, which means that appropriate changes must be made to the schedule.

2. Employee survey

Interviewing employees is important when creating a schedule. Each employee can express his preference when it is convenient for him to go on vacation and for how many days. The survey is carried out by the personnel service, or by a separate authorized employee available in each division of a large organization.

The shop manager or the HR department can interview employees. After the survey, a preliminary vacation schedule is drawn up in each department, after which all schedules from each department are transferred to the personnel department, where they are adjusted taking into account the entire production process.

The document must be agreed upon with the employees, boss, and department head. The result is the preparation of a single document for the entire organization, or its fragmentation into services, departments and divisions.

3. If there are days left for last year

It often happens that the employee retains unused vacation days for the previous and even the year before. However, according to the Labor Code of the Russian Federation, working without vacation for more than 24 months is prohibited. If there are unused vacation days for previous years, then vacation is first granted for the current year, then days for previous years.

They can be used at any time at the request of the employee, but after agreeing with his employer in advance. Unused days are also recorded in the schedule. If the days are not recorded in the schedule, the employee may simply lose them, not exercise the right, but restore them in agreement with the head of the enterprise. Unused days can be taken not immediately, but in parts, scattered over the whole year.

Form T-7

The T-7 format was approved by the Decree of the State Statistics Committee of the Russian Federation dated January 5, 2004. Until 2013, deleting some columns in a document was prohibited. Today, the form of document development is allowed independently, but the details, according to the primary accounting documentation, must be reflected in full.

The unified form is easier and more convenient to use. Many businesses still use it today. The T-7 format is approved annually by the director of the company (enterprise), by affixing the signatures of all heads of departments and the head of personnel.

Vacation schedule and trade union

Previously, the vacation schedule was agreed upon with the trade union. Today, according to the Labor Code of the Russian Federation, this approval is not required. If the enterprise does not have a trade union body, its absence is indicated in the template. Even when designing a schedule, it must be agreed upon with the trade union before approval by the manager.

First, the project is given to the head of the personnel department for signature, then to the head of the department, and only after that to the trade union for review. Further, after agreement with the trade union, the schedule is signed by the head of the enterprise, enters into legal force and is no longer subject to challenge by employees.

How to transfer vacation to an employee

Often, for personal reasons, or in case of production necessity, it is necessary to reschedule the employee’s vacation. To do this, you need to write a statement and submit it to your manager. If the transfer is not detrimental to the entire enterprise and does not negatively affect labor productivity, then it may well be transferred on the basis of an order issued by the manager.

In this case, notes are made in the schedule in columns 7-9, indicating the reason for canceling the vacation at the scheduled time. In column 10 “Note” a new date is entered after the vacation is postponed.

Errors and examples when drawing up a schedule

If the schedule is drawn up incorrectly, with errors, then this will ultimately lead to:

Difficulties in finding or replacing a person who has gone on vacation.
Problems with calculating vacation pay.
Disruption of the production process.

If the deadlines for drawing up the contract are violated, then the company will be subject to penalties of up to 5,000 rubles, for legal entities. persons - 30-50 thousand rubles, also suspension of the enterprise for a period of up to 3 months.

Drawing up a schedule is considered incorrect if:

The deadlines for drawing up the document were violated.
The right to rest at will is not granted to certain categories of employees by law.
The wishes of the employees were ignored; the vacation date did not correspond to their requests.
In the graph, actually working people are designated as part-time workers.
The vacation dates specified in the document do not correspond to the actual date the employee went on vacation.
The hiring of a new employee is not recorded in the change report.

There are several main rules for drawing up a document:

It is impossible for the head and deputy of a department of the same unit to go on vacation at the same time.
It is impossible to allow many employees to leave at once; the unit must constantly function.
Single-disciplinary specialists cannot all go on vacation at the same time.
It is better to break unworked days into parts rather than provide the employee with all the days at once.
The distribution of vacations must be correct, without compromising the work process.
It is better for employees to conduct a survey with employees in advance and take their opinion into account when drawing up a schedule, rather than redoing the document later, wasting time and nerves.

Sample vacation schedule

A vacation schedule is required for every legal entity to maintain. face. In its absence, labor inspectors impose administrative liability on the enterprise. It is important to draw up a schedule correctly, so that the work of the enterprise will be smooth and uninterrupted.

When drawing up the document, it is important to take into account the interchangeability of employees. The schedule is drawn up by the competent authorities, in particular the HR department, who are able to responsibly and competently approach the preparation of the document, taking into account all the wishes and rights of employees.

The vacation schedule is a document mandatory for both the employer and the employee. It is approved no later than two weeks before the start of the year for which this schedule is drawn up (Article 123 of the Labor Code of the Russian Federation), i.e. no later than December 17. The vacation schedule for 2021 had to be approved no later than December 17, 2020.

Vacation schedule: how to draw it up correctly

Some accountants are wondering: how to create a vacation schedule? In fact, the preparation of this document should not cause any particular difficulties. But when drawing up a vacation schedule, you need to take into account some nuances.

Vacation schedule: registration rules and changes

When preparing a vacation schedule for the next calendar year, it first makes sense to agree on the vacation time of those employees who are entitled to it at a time convenient for them.

husbands whose wives are on maternity leave (Article 123 of the Labor Code of the Russian Federation);
part-timers. The fact is that this category of workers must be granted leave at the same time as leave at their main place of work (Article 286 of the Labor Code of the Russian Federation);
minor workers (Article 267 of the Labor Code of the Russian Federation);
honorary donors of Russia (clause 1, clause 1, article 23 of the Federal Law of July 20, 2012 N 125-FZ);
spouses of military personnel planning a vacation at the same time as their spouse (Clause 11, Article 11 of the Federal Law of May 27, 1998 N 76-FZ);
Chernobyl victims (clause 5 of article 14 of the Law of the Russian Federation of May 15, 1991 N 1244-1).

It is better to collect statements from such employees in which they indicate their wishes regarding vacation dates. These statements will confirm that you have indeed provided these employees with leave at a time convenient for them. But it is worth keeping in mind that the employee may subsequently change his mind and change the desired vacation time. In this case, it also makes sense to obtain a corresponding statement from the employee.

What to include in your vacation schedule

Our table will help you understand how the vacation schedule is drawn up and what is reflected in it:

What to show in graphics	A comment
A list of employees	The schedule reflects absolutely all employees with whom an employment contract has been concluded.
Number of vacation days	The number of vacation days that a particular employee is entitled to claim is indicated. It is best to indicate all vacation days due to the employee. To do this, sum up the days (days for the year for which the vacation schedule is drawn up, and days not taken off for previous years) and days allotted to the employee in accordance with the law and/or on the basis of a collective agreement/local regulation (Article 120 of the Labor Code of the Russian Federation).
Estimated start date of vacation	Here you can reflect either a specific date or simply the month in which the employee will go on vacation. However, if only the month is specified, the employee will then need to write a vacation application indicating a specific date. If the date is indicated in the vacation schedule initially, and the employee goes on vacation strictly according to the schedule, then such a statement will not have to be written. By the way, if only a month of vacation is noted in your schedule, then we recommend that you stipulate in the local regulatory act (LNA) that the employee must submit an application for vacation indicating a specific start date no later than two weeks before going on vacation. Firstly, this is necessary so that the employer has time to notify the employee about the upcoming vacation (Article 123 of the Labor Code of the Russian Federation). And, secondly, so that the accounting department has time to calculate and pay vacation pay in a timely manner (Article 136 of the Labor Code of the Russian Federation).
Possibility of dividing vacation into parts	The schedule can be supplemented with a corresponding column in which employees will sign, giving their consent to leave in parts. It is important to remember that at least one part of the vacation must be at least 14 calendar days (Article 125 of the Labor Code of the Russian Federation)

Vacation schedule:

The employer has the right to develop its own form of vacation schedule. This form must be attached as an annex to the accounting policy. Or you can use the unified form T-7 “Vacation Schedule” (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1).

Vacation schedule: form

If you still decide not to develop your own vacation schedule form, then you can download the unified vacation schedule form.

Order on vacation schedule: sample

It is not necessary to issue an order to approve the vacation schedule as a separate document. After all, the signature of the head of the organization/individual entrepreneur, approving the vacation schedule for the next year, is placed on the schedule itself.

True, an employer can issue, for example, an order obliging department heads to collect and submit data on vacations of employees subordinate to them in order to prepare a unified vacation schedule.

Approval of the vacation schedule

The vacation schedule is approved by the head of the organization or individual entrepreneur. Moreover, if there is a trade union, the employer must take its opinion into account when approving the vacation schedule for the next year (Article 123 of the Labor Code of the Russian Federation).

After the vacation schedule is approved by the manager, employees must be familiarized with this schedule. Otherwise, this document will not be binding for them (Articles 22, 123 of the Labor Code of the Russian Federation). It is better to familiarize employees with the vacation schedule against signature. To do this, the schedule can be supplemented with the column “I have read the schedule (date, signature).”

Sample vacation schedule for 2020

When preparing your vacation schedule, you can use ours.

Making changes to the vacation schedule

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.

Where are changes reflected in the vacation schedule?

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 with the column “I have read the changes,” in which employees will sign after making adjustments to this document. In addition, it is better to register the deadline for submitting an application to postpone the vacation in the LNA. Again, so that the accounting department can calculate and pay vacation pay to the employee on time.

Making additions to the vacation schedule

It happens that after the vacation schedule for the next year has been approved, new employees are hired. What to do with the schedule in this 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.

True, 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.

How long should you keep your vacation schedule?

You need to store this document for a year (clause 693 of the List, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 N 558)

Responsibility for the lack of a vacation schedule

The absence of a vacation schedule threatens the employer with a fine in the amount (Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation):

from 30,000 rub. up to 50,000 rub. for the organization itself, from 1000 rubles. up to 5000 rub. - for its officials;
from 1000 rub. up to 5000 rub. for individual entrepreneurs.

Vacation on the timesheet

The specific vacation code in the working time sheet (form No. T-12 or form No. T-13, approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) is indicated depending on the type of vacation:

Type of vacation	Letter code	Numeric code
Annual basic paid leave	FROM	09
Annual additional paid leave	OD	10
Unpaid leave granted to an employee with the permission of the employer	BEFORE	16
Leave without pay, which the employer is obliged to provide to the employee upon his application by virtue of law	OZ	17
Additional annual leave without pay (for example, provided for by a collective agreement)	DB	18
Maternity leave/adoption leave	R	14
Parental leave until the child reaches the age of three	coolant	15
Paid study leave	U	11
Unpaid study leave	UD	13

The time sheet is marked with either an alphabetic or a numeric code - you do not need to indicate both codes.

Vacation on the time sheet: sample

Let's look at an example of how vacation is reflected in a time sheet.

Example. Worker Petrova E.F. annual basic paid leave was provided for 7 calendar days from April 8, 2019. On page 2 of the timesheet in form T-12 for the first half of the month*, the entries for this employee will look like this:

1 2 3 5 6 48

Number in order	Last name, initials, position (specialty, profession)	Personnel Number	Notes on attendance and absence from work by day of the month
Number in order	Last name, initials, position (specialty, profession)	Personnel Number	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total worked for the first half of the month
4
1	Petrova Elena Fedorovna, accountant	054	I	I	I	I	I	IN	IN	FROM	FROM	FROM	FROM	FROM	FROM	FROM	I
1	Petrova Elena Fedorovna, accountant	054	8	8	8	8	8										8

The nuances of reflecting vacation in the time sheet

Speaking about indicating vacation days on the time sheet, it is important to note that:

non-working holidays falling during the vacation period are marked with the letter code “B” or the digital code “26”. After all, such days are not included in the number of calendar days of vacation (Article 120 of the Labor Code of the Russian Federation);
If an employee falls ill while on vacation, corrections may have to be made to the time sheet. For example, in a situation where an employee did not extend his vacation for sick days, but decided.

For 2019, to avoid complaints and fines from the state labor inspector? In the article, we offer you a practical guide on how to correctly create a vacation schedule, a sample form for 2019, and download a standardized document form.

Vacation schedule: Labor Code of the Russian Federation on mandatory requirements

Issues of providing certain types of leave to employees are considered by the norms of Chapter 19 of the Labor Code of the Russian Federation.

Basic and additional vacations are provided to employees according to the vacation schedule, the maintenance of which is imposed on the employer by the norms of Art. 123 Labor Code of the Russian Federation. According to the provisions of this article:

the presence of a schedule is mandatory for the employer and employee;

the formation of the schedule for the next working year is carried out no later than two weeks before the end of the current year;

the schedule is formed taking into account the wishes and in agreement with the employees and the trade union (if there is one).

Lack of a schedule threatens the employer with a fine under Art. 5.27 Code of Administrative Offenses of the Russian Federation: 1-5 thousand rubles. for individual entrepreneurs and officials, 30-50 thousand rubles. for legal entities.