Convenient vacation schedule. Vacation scheduling: rules and common mistakes. HR manager

The vacation schedule (Labor Code of the Russian Federation, article 123) establishes the sequence of vacations for employees in the organization. The document is approved by the head for a calendar year two weeks before its occurrence and is mandatory for both the employer and the employee. The employer takes into account the opinion of all employees, but there are categories whose opinion is taken into account. These include:

women with three or more children under the age of 12 and other employees (including guardians) raising such children (Article 262.2 of the Labor Code of the Russian Federation);
employees under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
parents (including adoptive parents, guardians or trustees) who are raising a disabled child under the age of 18 (Article 262.1 of the Labor Code of the Russian Federation);
Heroes of Socialist Labor and Full Cavaliers of the Order of Labor Glory, participants in the Great Patriotic War invalids of war, veterans of military operations, including those who have received disabilities (Articles 6, 14-19 of the Law of 12.01.1995 No. 5-FZ);
Heroes of the Soviet Union, Heroes Russian Federation and full holders of the Order of Glory (clause 3 of article 8 of the Law of the Russian Federation of January 15, 1993 No. 4301-1);
honorary donors of the USSR and Russia (parts 1, 2, article 23 of the Law of 20.07.2012 No. 125-FZ);
victims of the Chernobyl disaster and other accidents associated with any kind nuclear installations(sub. 1 part 3 of article 15 of the RF Law of 15.05.1991 No. 1244-1).

Graph shape

What to show in the chart

In the template for a vacation schedule for 2020 in Excel, the positions of employees in structural divisions, their personnel numbers, and the duration of vacation in calendar days must be indicated. The number of days for employees is different, since it consists of:

the main vacation, which, according to the Labor Code of the Russian Federation, is, as a rule, 28 days, but for some categories of citizens (disabled people, civil servants, teaching staff) this figure is usually higher;
(for example, for employees engaged in work with harmful and dangerous conditions labor working in the Far North, etc.);
days that are not used by the employee and are carried over to the next working year.

Registration rules

Instructions on how to draw up, fill out and approve the vacation schedule for 2020:

Step 1. Collect the wishes of employees.

Step 2. Sequentially fill in all the cells of the form.

Step 3. Draw up an order and familiarize the team with it.

Changes and cancellation

The compiled sample for filling out the vacation schedule in the unified T-7 form is a plan that often does not coincide with the real progress of work in the organization. If the planned dates do not end up coinciding with the actual ones, you need to make changes. To do this, it is required to receive from the employee an application for transfer, on the basis of which an order is issued. When making changes, the date of the beginning of the transferred rest and the reason for the transfer are indicated. This is how it looks in the sample.

Changes are made if:

temporary disability of an employee during rest;
recall from it;
if the provision of rest to the employee in the current working period adversely affects the normal course of the organization.

Cancellation of the schedule after its approval is no longer possible, all additions (for example, for new employees) are made out in the form of attachments.

Whether to acquaint the staff with the document

The document is binding on both parties labor relations, it is desirable that all employees familiarize themselves with it under their signature, despite the fact that this is not provided for by law. A self-developed sample provides for a column for familiarization, and if the unified form T-7 is used, then make a separate standard sheet of familiarization with the order.

Storage period

P. 693 "The list of standard administrative archival documents generated in the course of the activities of state bodies, bodies local government and organizations, indicating the storage time ", approved by the Order of the Ministry of Culture of 25.08.2010 No. 558, says that such a document is stored for one year. This period is counted from January 1 of the year for which it is approved. That is, the vacation plan for 2020 must be approved in 2020, and stored until 01/01/2021.

Get started on your document on time to meet your deadline. Find out how to create a safe vacation schedule 2020. The experts have put together a complete guide to action.

In the article:

Download this helpful document:

Vacation schedule for 2020: who draws up and when

The vacation schedule is a mandatory document that is drawn up annually. It prescribes how the company's employees will rest in the next calendar year. Both employees and the employer are obliged to comply with the document. The latter needs to draw up a document with clearly defined dates.

A vacation schedule is needed to:

Prepare a notice in advance, pay vacation pay and fulfill all other obligations in relation to the vacationer.
Find a replacement in time for a specialist who goes on vacation.
Prevent employees from accumulating unused vacation days - the company can be fined for this.
Distribute vacation days among work groups, teams and departments so that no department is idle due to the simultaneous absence of several employees.

The scheduling of vacations for 2020 is entrusted to the personnel officer. You can take as a basis unified form No. T-7 approved by the decree of the State Statistics Committee of the Russian Federation No. 1 dated 5.01.2004. You can also develop your own document form by approving it by order. The document is certified by the signature of the head personnel service and submitted to the director of the company for approval.

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

Information that should be in the sample:

Employer details.
Information about the employee: structural unit, position or profession, personnel number, last name, first name and patronymic.
Vacation start dates.
Quantity calendar days vacation.
Information about the transfer and notes indicating the reason for it.

How to Get Rid of Vacation Debts in 2019

The personnel officer needs to calculate the vacation days that employees have accumulated over the past periods of work in the company. The correct number of days that the employee is entitled to use in 2020 must be indicated in the vacation schedule, or draw up a separate schedule for paying off vacation arrears.

Vacation debt repayment schedule

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

Crib. How to get rid of accumulated vacation arrears

Compilation procedure for 2020: step by step algorithm

Step 1. Find out what employees want

Who to add to the new schedule

Add all full-time employees, including external and internal part-time workers, to the 2020 document template. You may not include in the general list maternity women who do not plan to return to work in the next calendar year. But those whose decree ends next year, bring in immediately.

Newcomers who get a job in the company after the approval of the document, vacation for the first year is granted on application, and not according to the schedule.

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

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

Smart Vacation Schedule: Updated Version for 2020

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

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

Advice from the editorial board of the journal "Personnel business"

Discuss the timing of the vacation with employees in advance or request information in writing. For example, instruct department and team leaders to draw up preliminary schedules and then consolidate them into one document. What you need for this, read the article:

Step 2. Make preliminary schedules

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

Many workers want to go on vacation in the summer. To ensure this, vacation breaks can be scheduled. In this case, the employee will be indicated in the vacation schedule in two lines. Please note:

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

If the employees cannot agree, then the heads of departments can schedule them a vacation at a time when it is convenient for the organization. By the way, some months can be made "closed for vacations" altogether. The employer has the right to do this if, due to the peculiarities of production, the absence of an employee during this period may adversely affect the normal course of work of the organization.

Step 3. Check preliminary schedules

The heads of departments submit the pre-drawn up schedules to the personnel department for verification. The recruiter will check if the vacation starts earlier than the period for which it is granted.

Step. 4. Draw up a draft vacation schedule

A project is a formalized, but not yet signed and not approved document. To help employees less conflict over vacations, collect statements from them with the wishes of when and for how much they plan to take annual paid vacation next year. Draw up a draft vacation schedule - 2020. This will save your nerves and save time - you will not have to explain to a forgetful employee why his vacation schedule was set for November, although he wanted to rest in the summer.

Crib. How to draft a vacation schedule

Step 5. Agree and approve a vacation schedule

The vacation schedule must be agreed with the trade union, but only if the company has one. The draft document in the trade union committee must be considered within 5 working days. If you didn’t wait for a reasoned opinion, you approve without consent.

You need to approve the vacation schedule 2 weeks before the next calendar year. December 17 is the latest schedule to be approved.

The vacation schedule can be approved by the head of the organization. To do this, he puts the date and his signature in the upper right corner of the document.
The vacation schedule can be approved by issuing an order on the main activities of the company and including the item "Approve the vacation schedule for 2020". The vacation schedule itself will be an annex to the order.

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

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

Typical mistakes in the vacation schedule

Experts advise to approve the document in the first way. Firstly, in the unified form T-7, a stamp of approval is provided by the head personally. Secondly, the shelf life of the vacation schedule is very short - only one year from the date of their expiration, and it is impractical to approve such documents by orders that are kept permanently.

The law does not require an organization to be stamped on a chart. This document is for internal use only.

Step 6. Familiarize employees with the vacation schedule

Labor Code does not explicitly stipulate that employees need to be introduced to the vacation schedule against receipt. Article 123 of the Labor Code of the Russian Federation only says that you need to notify the employee about the start of the vacation 2 weeks before it starts. But Rostrud (letter dated 01.08.2012 No. PG / 5883-6-1) believes that the vacation schedule is a local act of the organization, so the employer is obliged to acquaint workers with it under their signature.

Expert answer from "System Kadry"

Do I need to introduce employees to the vacation schedule?
By Nina Kovyazina, Deputy Director of the Department of the Ministry of Health of Russia

The law does not contain an unequivocal answer to this question. Currently, there are two opposite positions on this issue.

Amount of fines:

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

Where to download a sample schedule for 2020

An example of filling out the vacation schedule for 2020

Use a smart excel document to meet legal deadlines and avoid mistakes while working on your document. A ready-made template for printing is attached to the table - unified form No. T-7 with all the necessary details. When drawing up a document, try to take into account the wishes of employees and respect the rights of parents with many children and other beneficiaries who are allowed by the Labor Code of the Russian Federation to take a vacation at any convenient time.

Managers and personnel officers in some companies still do not consider it necessary to draw up vacation schedules or treat the process formally. But on this issue, there are strict legal requirements, there is a need for a schedule for employees of the HR department, and personnel management with this order becomes easier. We will figure out how to competently, taking into account all the nuances, draw up a schedule for the sequence of workers' leave, how to correct it, and make additions.

Do I have to make a vacation schedule

Let's turn to specific sections for a solution to the issue. labor law... So, article 122 of the Labor Code of the Russian Federation regulates that the worker is obliged to rest annually for twenty-eight days for each year worked at the enterprise (from the moment of his employment). The only thing that can limit a person in this right is work in the company for less than six months.

The next article of the code is directly related to the preparation and approval of a vacation schedule for all employees of the company. Article 123 of the Labor Code of the Russian Federation indicates that all employees must go on vacation strictly according to a certain sequence, which is precisely established in the corresponding document.

Vacation schedule is an order that is binding on both the employer and the employee. The above article strictly regulates the period in which the order is approved by the management of the organization - 2 working weeks before the end of the year. Accordingly, the schedule for 2019 must be prepared and ratified by December 17, 2018. This order should be drawn up at the beginning of December.

One more point must be taken into account: if a trade union organization works in the company, then the vacation schedule must be approved taking into account its opinion. Note that a coordinated and approved document, where specific dates of leave are determined for each employee of the organization, must be with each employer. This law is the same for everyone.

An exception was granted to micro-enterprises, which, since 2017, have the right not to use the vacation schedule in their work. It is worth recalling that according to the classification, private enterprises are classified as microbusiness, and the staff of individual entrepreneurs should not exceed 15 people.

Going on vacation on a schedule is beneficial for both the employee and the employer

What is a vacation schedule for?

Having a schedule will provide the company with a number of significant advantages, which include:

Compliance with formal requirements of regulatory authorities. Failure to comply with the law, the employer runs the risk of being fined (30-50 thousand rubles for legal entities, 1-5 thousand rubles for individual entrepreneurs).
Systematization of the workflow at the enterprise. Having prepared such a document, the company partially insures itself against unauthorized leave on vacation. Since the employee does not have the right to violate the established sequence of his own free will (with a few exceptions for certain categories of employees). Both the employee and the employer must understand that serious reasons are needed to change the planned vacation period. When a person simply refuses to go to rest according to the established order, the employer has the right to assess this step as a violation. labor discipline with all the ensuing consequences.
Simplification of current control, as well as planning of vacation compensation for employees. Since a person must receive vacation pay no later than 3 days before going on vacation (article 136 of the Labor Code of the Russian Federation), annual schedule will help to do everything in a timely manner. In addition, the organization can quietly prepare and notify the employee who will replace the resting employee.
Opportunities to clearly track the number of vacations and days off the employee, to have information about the transfers of unused vacation, etc., and also not to collect applications for granting leave from employees.

Tracking the vacation schedule, the employer must notify the employee in writing 14 days before the vacation period. This requirement is governed by part 3 of article 123 of the Labor Code of the Russian Federation. The employee must endorse the notice, even if he does not want to go to rest within the time frame established in the schedule. Legislation allows you to postpone vacation only with the consent of both parties to the employment relationship. When the HR department has not warned the employee about the upcoming vacation, he may demand to shift the vacation period by the number of days of overdue notice. This is established in article 124 of the Labor Code of the Russian Federation. And the employer has no right to prevent this.

After agreeing on the schedule, the employer does not have the right to unilaterally amend the document. This can only be done with the consent of the employee. And then in the event that last year's vacation has already been taken off by the employee.

All the moments reflected in the vacation schedule are strictly controlled by the inspectorate that regulates labor relations. When the legality of the employer's actions in relation to the observance of the priority in the holidays at the enterprise is suspicious, you need to wait for an official commission. First of all, it will be checked how the vacation schedule is being maintained (and whether the document is being maintained), whether there are proper orders in the personnel workflow, whether the rights of employees on this issue have been violated.

If the facts of disruptions to the schedule are confirmed, the management will respond according to Article 5.27 of the Administrative Code of the Russian Federation. And only a fine is not enough here. The regulator, relying on the norms of the legislation, will oblige the negligent employer to immediately send on vacation all employees to whom the rest time should have been provided according to the schedule. If the employer did not violate the rights of his employees, on the contrary, they go on vacation earlier than the schedule and everyone is happy, there will be no sanctions.

During the inspection carried out by specialists Labor Inspection, the question of compliance with the vacation schedule will surely arise

Nuances to consider

When developing a vacation schedule, there are several pitfalls that can be taken into account in mandatory(otherwise, you can seriously harm the production process of the enterprise).

The first thing you need to pay attention to when drawing up the order of leaving on vacation is the preferential categories of employees who have the full right to rest at any time convenient for them. Therefore, before starting to draw up the document, it is recommended to interview all beneficiaries, clarifying their intentions. True, this will not protect the employer from unplanned leave of such employees on vacation, they still have every right to dispose of their vacation time, but it partly systematizes the process. Legislative acts classify the following categories of employees as beneficiaries:

minors (Article 267 of the Labor Code of the Russian Federation);
pregnant workers before their departure on maternity leave, as well as immediately after it (Article 260 of the Labor Code of the Russian Federation);
part-time workers - the employer must give them leave at a time when they go to rest from their main place of work (Article 286 of the Labor Code of the Russian Federation);
workers who have adopted a baby up to three months old (Article 122 of the Labor Code of the Russian Federation);
husbands whose spouse is on maternity leave (Article 123 of the Labor Code of the Russian Federation);
parents whose minor child enters a college or university located in another area. And at the same time, leave is taken to accompany the applicant (Article 322 of the Labor Code of the Russian Federation);
persons who have received a disability in the performance of military duty, and veterans;
wives of military personnel - this category is entitled to leave at the same time as the leave of husbands (Article 11 of Law No. 76-FZ);
honorary donors of the Russian Federation (Article 23 of Law No. 125-FZ);
Chernobyl victims and persons exposed to radiation during the liquidation of similar disasters.

The vacation order should take into account not only the days of the main paid vacations, but also additional paid vacations, as well as the rest time unused in the past years, should be recorded here. Accordingly, such vacation periods should be moved to the next year. It is logical that vacations on application, providing for a time of rest without pay, are not indicated in the order.

Experienced personnel officers recommend that you always familiarize employees with the approved schedule and at the same time take a signature from them about the familiarization. Yes, the Labor Code of the Russian Federation does not regulate this step, but without indicating to the employee the time of his rest and not fixing this moment, it is difficult to demand that employees perform it. Familiarization can be done in two standard ways:

ask to put a visa on the back of the approved schedule;
create a separate register in which to record the procedures for familiarizing employees with the main internal documents of the company, where to enter the vacation schedule.

Familiarization of employees with the vacation schedule on receipt will help to avoid violation of the terms of leaving on vacation.

We make the right vacation schedule

The best option when preparing the schedule is to use the unified form No. T-7. Yes, the legislation does not oblige you to use this template when drawing up a schedule, you can develop a form yourself (the main thing is that it exists). But why reinvent the wheel if there is a convenient universal document that has been used by almost all employers since its approval by the State Statistics Committee of the Russian Federation at number 1 in January 2004.

The vacation schedule should reflect:

List of all employees with whom the company has employment contracts.
The number of vacation days for each employee. Everything needs to be summed up here assigned to the employee types of vacations: basic, non-holiday for the previous period, additional, extended. And also those that are approved by internal local acts or a collective agreement.
Month, start date of vacation - regulations do not regulate that a specific date is indicated in the block, but in this option the employee is obliged to write a statement where the exact day will be indicated. If the date is stamped, you won't have to. If the HR schedule uses only a month (no date), it is recommended that a local document (for example, the "Regulations on Vacations") fix the requirement for the employee to submit an application to the HR department no later than 14 days before the vacation date. In this case, the employer will be able, firstly, to properly notify the employee, and secondly, calmly, without rush work, prepare an order, calculate and pay the required compensation.
Dividing the vacation period into parts. The employer's refusal to agree on the minimum guaranteed by labor law continuous leave equal to fourteen days, as well as the compulsion to divide the rest period into several parts or the requirement to write an application for granting vacation days weekends are unauthorized. Therefore, it is better to play it safe and, if the schedule does not have a specific division into several parts, get the employee's signature that he agrees to split the vacation period.

In addition, from the general data in the document, the following should be noted:

full name of the organization (as in the constituent documents);
number (first or correction);
the year for which the schedule is drawn up;
block "Approve" indicating who approved the document and on what date.

Horizontally / for each employee should be affixed:

Video: how to schedule vacations

Schedule approval algorithm

There is no need to issue a separate order approving the vacation schedule. This is due to the fact that the visa of the head of a legal entity or entrepreneur, ratifying the document, is affixed directly on the chart.

But in order to prepare for the development of such a schedule, the director of the company can:

Issue an order obliging the heads of structural divisions to prepare and send information about the vacations of their subordinates to the personnel department in order to quickly prepare a consolidated vacation schedule.
Vacation scheduling order - optional document
Agree the prepared schedule with the trade union body (if there is one at the enterprise).
Approve the document by signing the paper by the head of the company.
When approving the schedule, there must be an approval date, and the document must be dated no later than December 17

After that, all employees need to be familiarized with the schedule, the reasons and necessity for this step have already been mentioned above.

You can collect signatures of employees about familiarization with the vacation schedule both on a separate sheet and directly on reverse side document

Change in vacation schedule

In theory, everything sounds pretty smooth, but in practice, only 5-7% of employers manage to strictly adhere to the schedule. The options for the need to make adjustments are common.

Let's consider the most common:

Before the start of the vacation or during it, the employee takes sick leave... In this case, the employer must reschedule the employee's vacation to another time. The experts' recommendations state that it is imperative to reflect the transfer of vacation, using documented grounds, for example, an employee's statement.
The employer is forced to recall the employee for production reasons. Here you will need not only the consent of the person to break away from the rest, but also the corresponding order to withdraw. There are categories of workers who, under no circumstances can be recalled from vacation, even if the employee himself does not refuse to workplace... These categories include, for example, pregnant employees.
When a person changes the full period (28 days) shown in the chart into parts. Then you need to fix in the schedule the data on the division of the vacation into several parts. The grounds here can also be 2 documents: a statement from the employee, where he asks to give him an incomplete rest period, as well as an order to agree on a certain part, which should be reflected in the vacation schedule. The main thing is not to violate the requirements of the Labor Code of the Russian Federation, which regulate the moment that at least one part of the vacation cannot be less than fourteen calendar days.
Adjustments are made to the schedule and when a person wants to take a vacation at another time (outside the schedule). Here, too, the basis must be the employee's statement and order.
Sometimes you have to replace part of your vacation monetary compensation, then all the data must be reflected in the vacation schedule. To do this, in the notes of the schedule, you need to put a mark on how much of the annual paid leave is compensated for in money, and give a link to the details of the order. This is important, since the employer does not have the right to compensate for the obligatory 28 days of rest, some can only be taken from additional or extended leave, and this must be noted in the document.
If a part-time worker asks to reschedule a planned vacation, the employer has no right to refuse him. You should also clarify this point in the schedule.

A little advice that concerns newly recruited employees: if several people come to the company after agreeing on the schedule, write number 2 additional schedule vacations. This will make it easier to control newbies. Note that the Labor Code of the Russian Federation does not force to change or correct the already approved schedule, but does not prohibit supplementing the document with data on the vacations of people who have entered work.

To get a visual idea of who and when goes to rest, heads of structural divisions of the company can use a vacation schedule template in a format convenient for them.

Procedure and terms of storage of charts

The answer to the common question of how long to keep the vacation schedule is pretty simple - 1 year. This is established in clause 693 of the register approved by Order of the Ministry of Culture of the Russian Federation No. 558. That is, the vacation schedule approved in December 2017 (for 2018) is kept at the enterprise until the end of 2019. Then it must be destroyed. Moreover, this must be done according to a special act according to the protocol of Rosarkhiv dated 06.02.2002.

Video: Common Vacation Schedule Questions

Not all employers are 100% aware of the role of vacation scheduling for staff. But if in a company where 2-3 people work, during the year it is somehow possible to control the process of going on vacation and keep records on this issue, doing without a schedule. In organizations where the number of employees reaches at least twenty-five, it is unrealistic to do this fully, without systematically maintaining a specific document. And given the constant checks of the inspection and considerable fines for each formality, you need to tune in and begin to fully work with the vacation schedule.

December 17 is the last day of approval of the vacation schedule, because it must be signed by the head of the organization no later than two weeks before the onset of the calendar year (Article 123 of the Labor Code of the Russian Federation). There is very little time left to have time to correctly compose it.

We organize work on scheduling

The schedule reflects information on the distribution of annual paid leaves of the organization's employees for a calendar year by months. Developing a vacation schedule takes a lot of HR department's time. The collection and processing of the necessary data can be organized in different ways. It is convenient for someone to entrust this to a separate HR specialist who will be busy with the schedule "from and to". For others, it is more convenient to distribute responsibilities: to assign one or several structural divisions to each employee of the personnel department.

Scheduling is a responsible business, it needs to take into account a lot: both the wishes of employees about the dates of leave, and the needs production process, and labor law norms. It is advisable to reflect the procedure for developing a schedule, conditions and rules for granting vacations in the organization's local regulations (internal labor regulations or a collective agreement). In the instructions for HR administration you can describe in detail the procedure for filling out the vacation schedule both at the stage of its creation and in the process of maintaining it throughout the year. If the procedure for developing a vacation schedule is not spelled out in the organization's local regulations, it is worth starting its preparation with the issuance of an order, in which you need to indicate:

who is entrusted with the responsibility for preparing a vacation schedule (the schedule is signed by the head of the HR department, but a personnel specialist can carry out the preparation work);
when employees must provide their wishes regarding vacations;
the deadline by which the heads of structural divisions must coordinate the wishes of the workers with the production plans of the departments;
the deadline by which the draft schedule must be submitted for approval to the manager.

The vacation schedule should take into account the peculiarities of the organization's production process, ensure its continuity and interchangeability of workers. The Labor Code gives all the possibilities for this, because the order of granting leave is determined by the employer (Article 123 of the Labor Code of the Russian Federation). In order to avoid disputes and disagreements with employees, the procedure for determining the priority of vacations should be prescribed in a local regulatory act (PVTP or collective agreement). So, for example, it should provide that the heads of structural divisions should not be on vacation at the same time as their deputies. In some organizations it may be established that annual leave provided to employees only in certain months (for example, in an educational institution, the provision of leave in the autumn-winter-spring period will negatively affect the learning process). It is possible for an employer to send a large group of employees on vacation at the same time (for example, a manufacturer of window structures, due to low demand for products, may schedule a vacation for all employees production department for the period from January 12 to February 8). For most organizations, the best option is to evenly distribute employee vacations throughout the year.

The draft vacation schedule is prepared by the HR department of the organization. The most convenient way to do this is using the modified form of the vacation schedule (Appendix 1). First of all, it is necessary to analyze the "vacation history" and determine how many vacation days in the next year each employee has the right to count, whether there are employees of preferential categories who enjoy advantages when setting the sequence of vacations. After that, the data on employees is transferred to the heads of structural divisions, who must find out the wishes of employees about the time of going on vacation and dividing the vacation into parts, and also coordinate these wishes with the plans of the division for the year, setting the optimal sequence of vacations. On the basis of the projects of the structural divisions, the personnel service prepares a consolidated vacation schedule for the organization and submits it for approval to the head.

What to include in the schedule

The vacation schedule should include:

annual basic paid leave;
annual additional paid leave;
leave that was not used by the employee during the current year and was carried over to the next year.

The duration of the main annual paid leave, as a rule, is 28 calendar days (Article 115 of the Labor Code of the Russian Federation). For some categories of workers, the legislation provides for longer leave - an extended main leave. These categories include, in particular:

workers under the age of 18. They are entitled to leave of 31 calendar days (Article 267 of the Labor Code of the Russian Federation);
disabled people. They are given leave of at least 30 calendar days (Article 23 Federal law dated 24.11.1995 No. 181-FZ "O social protection disabled people in the Russian Federation ");
teaching staff. The length of their leave depends on the position and type educational institution and ranges from 42 to 56 calendar days (Article 334 of the Labor Code of the Russian Federation; Resolution of the Government of the Russian Federation dated 01.10.2002 No. 724 "On the duration of the main annual paid leave provided to pedagogical workers");
civil servants have the right to leave from 30 to 35 calendar days, depending on the position (Article 46 of the Federal Law of 27.07.2004 No. 79-FZ "On the State Civil Service of the Russian Federation").

In addition to the main one, some employees may be provided with additional annual paid leaves (Article 116 of the Labor Code of the Russian Federation). Such vacations are provided to employees:

employed in work with harmful and (or) hazardous working conditions;
having a special character of work;
with irregular working hours;
working in the regions of the Far North and equivalent areas;
in other cases provided for by the Labor Code of the Russian Federation and other federal laws.

In addition to the holidays provided for by legislative acts, employers, taking into account their production and financial capabilities, can independently establish additional vacations for employees by approving the procedure for their provision in a collective agreement or other local normative act, which are adopted taking into account the opinion of the elected body of the primary trade union organization(part 2 of article 116 of the Labor Code of the Russian Federation).

When calculating the total duration of annual paid leave, additional leave is added to the main one (Article 120 of the Labor Code of the Russian Federation).

Example. Civil servant V.V. Tropinin has the right to:

extended vacation (30 calendar days);
additional leave for seniority (8 calendar days);
additional leave for irregular working days (3 calendar days);
additional leave for work during harmful conditions labor (7 calendar days).

This means that in the schedule you need to plan a vacation of 48 calendar days (in full or, by agreement with the employee, dividing the vacation into parts).

When drawing up a schedule, you need to check if there are employees in the organization who are entitled to the provision of annual paid leave at a convenient time for them - their vacation is planned in the schedule in the first place. These workers include, in particular:

minors under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
part-time workers (leave is provided 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 provided simultaneously with the leave of the spouse) (paragraph 11 of article 11 of the Federal Law of 27.05.1998 No. 76-FZ "On the status of military personnel");
women before maternity leave or immediately after it, 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).

However, it should be remembered that even if the vacation was planned in the vacation schedule strictly in accordance with the wishes of an employee belonging to the above category, he has the right at any time of the year to change his mind and write an application to the employer requesting leave from a different date ... Such an employee cannot be denied the transfer of vacation.

Vacation schedule is a summary document. And although it is drawn up for a calendar year (in this case for 2015), the planned vacation period for each employee refers to his individual working year.

Example. Secretary Petrova I.V. hired on June 19, 2014. The vacation schedule should include her vacation for the period from 06/19/2014 to 06/18/2015. Leave for the next working year (from 06/19/2015 to 06/18/2016) can be provided at any time of the working year (Article 122 of the Labor Code of the Russian Federation). It can be scheduled:

in the vacation schedule for 2015 (after 06/19/2015);
part of the vacation, by agreement with the employee, can be included in the schedule for 2015 (after 06/19/2015), and part can be left for 2016;
in the vacation schedule for 2016 (until 06/18/2016).

As you can see, an employee's vacation can be planned either in full or in parts. When dividing the vacation into parts, it is necessary to comply with the requirements of Article 125 of the Labor Code of the Russian Federation. First, at least one part of the vacation must be at least 14 calendar days. This requirement is due to medical reasons: in order to recover from labor achievements, a person needs a good long rest. Secondly, the division of leave into parts is possible only upon reaching an agreement between the employee and the employer. If one of the parties to the labor relationship is against this, then it is impossible to split the vacation. The employer's consent to the division of vacations is confirmed by the signature of the manager in the schedule (or in the vacation order, if the vacation is not provided according to the schedule). In which document the consent of the employee should be reflected is not established by law. In practice, organizations use different methods to obtain confirmation of employee consent:

Method 1. Before the approval of the vacation schedule, the employee writes a statement with a request to divide the vacation into parts, indicates the start dates and duration of the vacation parts, and the employer puts the resolution “Allow. Signature. Date". Good way if the initiative to share the leave comes from the employee. Otherwise it comes about coercion, which is unacceptable.

Method 2. When developing a vacation schedule, the employer sends the employee a proposal to divide the vacation into parts, indicates the dates of the vacation parts and their duration, and the employee ticks “I have read and agree. Signature. Full name. Date". This option is preferable when the initiative to share the leave comes from the employer and fully complies with the spirit of the law: there is a proposal, there is an answer to it, the parties have an agreement. Unfortunately, this method is the most time consuming.

Method 3. The form of the vacation schedule is supplemented by the column “I have read and agree. Signature. Full name". It is assumed that with one signature, the employee agrees both with the dates of the start of the vacation, and with the very fact of dividing the vacation into parts. This is a fairly common method that requires a minimum of time. However, it is not entirely correct. Imagine: ten employees of the department signed the column, and one flatly refuses, does not want to divide the vacation into parts. You have no right to force him. What to do? Make a new schedule? Collect employee signatures again? Moreover, the schedule has already been approved by the head (after all, they are acquainting with the document that has come into force). And how can a document be approved if the legal requirement to reach an agreement between the employee and the employer has not been fulfilled?

Some organizations prescribe clauses in the Internal Labor Regulations stating that employees are granted leave twice a year for 14 calendar days. It is assumed that the signature of the employee on familiarization with the PVTP and there is his consent to the division of the vacation into parts. However, this worsens the position of the employee in comparison with labor legislation, which means that it cannot be applied in accordance with Article 8 of the Labor Code of the Russian Federation. Do not forget that the PVTP is a document containing the rules established by the employer and expressing his will, and not at all an agreement between the parties to an employment relationship. The fact that it is adopted taking into account the opinion of the representative body of workers does not change the situation, because, for example, dismissal orders issued taking into account the opinion of the trade union still remain administrative documents of the employer, and do not become agreements on termination of the employment contract.

Question. Savelyev A.V. hired 12.12.2014. Should I include it in my 2015 vacation schedule?

Answer. The employee's right to paid leave arises after 6 months of his continuous work in the organization (Article 122 of the Labor Code of the Russian Federation). By agreement of the parties, the employer can provide annual leave even before the expiration of this period. For some categories of employees, the employer is obliged, upon their application, to provide annual leave, regardless of the length of service in the organization (minors, part-time workers, etc.). In this case, the employee will have the right to vacation from 12.06.2015. In the 2015 vacation schedule, you need to schedule his vacation after the above date. The vacation can be planned in full (28 calendar days) or, by agreement with the employee, divided into parts (for example, 14 calendar days can be planned in 2015, and the remaining days in 2016).

Question. How to plan a part-time vacation?

Answer. It can be difficult to plan a vacation for a part-time employee, because the exact date of his leaving on vacation at the main place of work is not always known (for example, if the development of vacation schedules is carried out in organizations in parallel or at the main job they formally approach the issue of vacations). In this case, the Labor Code is categorical: leave must be provided simultaneously with leave for the main job (Article 286 of the Labor Code of the Russian Federation). Schedule the start of the vacation as the employee says, but be prepared for the fact that it may have to be rescheduled, and take this into account when scheduling vacations for other employees in the same department.

Question. Is it obligatory to include in the vacation schedule women who are on parental leave?

Answer. Many organizations include vacation schedules for all employees, including women on parental leave. This is not prohibited by law, but it is not obligatory. In fact, it is not possible to realistically schedule their leave as they may interrupt their care leave at any time and it is not known when they will want to take annual leave. If such a woman goes to work, it is more convenient to give her leave on request.

Question. How to deal with unused vacations? For example, engineer-technologist Petrov V.G. haven't gone on vacation for two years. Can these vacations be included in the schedule? And is it true that the vacation that has not been used for two years "burns out"?

Answer. Vacations not previously used can be included in the vacation schedule or provided by agreement with the employee at his request (Rostrud letter dated 01.03.2007 No. 473-6-0). Inclusion in the schedule is more convenient, as it allows you to visually assess how many such vacations have accumulated in the organization. Leave should be provided to the employee annually (Article 122 of the Labor Code of the Russian Federation), in exceptional cases of postponing the vacation to the next working year, it must be used no later than 12 months after the end of the working year for which it is granted (part 3 of Article 124 of the Labor Code of the Russian Federation). For example, if the employee was hired on 02/01/2014, he must be granted leave (and the employee must use it) no later than 01/31/2016. Failure to provide annual paid leave for two consecutive years is prohibited, and employees under the age of 18 and workers employed in work with harmful and (or) hazardous working conditions must use the vacation annually (part 4 of article 124 of the Labor Code of the Russian Federation). Of course, if leave for some reason was not granted, it will not "burn out" at all, the employee will retain the right to it, but the employer in this case may be punished when checking the GIT or in court.

After the vacation schedule is approved, it becomes mandatory (part 2 of article 123 of the Labor Code of the Russian Federation). This means that the employer is obliged to provide the employee with vacation within the period specified in the schedule, and the employee is obliged to use this vacation. Any deviations from the schedule must be documented in an appropriate organizational and administrative document and a note in the schedule. Employees hired after the approval of the schedule can be included in the vacation schedule on the basis of an order, or they can be granted leave on request.

We draw up a document

The organization can develop the form of the vacation schedule independently, while it is necessary to comply with the requirements of Article 9 of the Federal Law dated 06.12.2011 No. 402-FZ "On Accounting". This article contains a list of the required details of the primary accounting document. When developing your own schedule form, it is advisable to take the unified form No. T-7, approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1, as a basis, if necessary, remove unnecessary information from it and supplement it with the necessary columns. For example, you can remove codes for OKUD, for OKPO and the requisite for taking into account the opinion of the trade union body (if it is absent) from the vacation schedule form. You can supplement the schedule with a visa for approval of the document with the legal service or other structural divisions of the organization. Rostrud's letter dated July 30, 2014 No. 1693-6-1 states that it is permissible to supplement form No. T-7 with columns 11, 12. In one of them, the employee will be able to sign that he knows the start date of the vacation, and in the other, indicate the date notice of the beginning of the vacation (a sample of filling out such a form is given in Appendix 2). The developed form must be approved by the head of the organization as advised by the accountant (clause 4 of article 9 of the Federal Law dated 06.12.2011 No. 402-FZ "On accounting").

At the stage of scheduling, the personnel worker fills in columns 1-6. The name of the organization, structural divisions, positions, surnames, names and patronymics of employees are indicated without abbreviations. Column 5 reflects the duration of the vacation in calendar days. If leave is provided in parts, information about each part of the leave is issued on a separate line. Column 6 sets the start date of the vacation. In some organizations, it is customary to indicate not the start date of the vacation, but its entire period, for example, 04/01/2015 - 04/28/2015. This is not a violation.

The vacation schedule is signed by the head of the personnel department, and approved by the head of the organization. If there is a trade union, it is necessary to take into account the reasoned opinion of the elected trade union body (part 1 of article 123 of the Labor Code of the Russian Federation). The procedure for taking into account the opinions of the elected body of employees is established in article 372 of the Labor Code of the Russian Federation.

The Labor Code does not directly oblige the employer to familiarize employees with the vacation schedule. Experts differ on this issue. Some experts consider the vacation schedule to be a local normative act, and therefore, it is necessary to familiarize employees with it. Others believe that a local regulatory act establishes norms of a general nature for an indefinite circle of people, and in the vacation schedule we indicate the names of specific employees, therefore, the schedule cannot be attributed to local regulations and it is not necessary to introduce employees to it. In practice, most organizations still collect the signatures of employees, because this has a practical meaning: familiarization with the approved schedule gives the employee the opportunity to find out if his opinion on the date of the vacation was taken into account and, if this is not the case, to plan the vacation differently. You can familiarize employees in different ways: by including an additional column in the schedule, collecting signatures in a separate acquaintance sheet, or by placing the schedule on information stand organizations.

Columns 7-10 are filled in by hand throughout the year as vacations are granted. In case of granting leave not according to the schedule, in column 8 indicate the name and date of the order on the basis of which the leave is postponed. In some organizations, it is customary to indicate as the basis for the transfer of leave at the initiative of the employee, his application. This is not true, in order to make changes to the approved schedule, an administrative document is required, that is, an order. Column 9 indicate the date of the proposed vacation (in the current year or next). Column 7 is filled in as the employees actually use the leaves (after all, in different situations, vacations can be provided earlier than the schedule, according to the schedule or later than the deadline set by the schedule).

Column 10 "Note" can contain any information, as long as it is understandable personnel worker... Here, in particular, you can indicate the reason for the postponement of vacation (for example, at the request of an employee; part 2 of article 125 of the Labor Code of the Russian Federation - recall from vacation; part 3 of article 124 of the Labor Code of the Russian Federation - if vacation is not granted, because this will adversely affect the normal course of the organization).

The original of the vacation schedule is kept, as a rule, in the personnel department. A copy of the schedule may be required by the accounting department or the finance department for the needs of an accounting or management accounting(to estimate how much money needs to be reserved for vacation pay in different periods of the year). For the rest of the organization's structural divisions, you can prepare extracts from the schedule - so it will be more convenient for them to organize their activities throughout the year.

The storage period for the vacation schedule is one year (clause 693 of the "List of standard administrative archival documents generated in the course of the activities of state bodies, local authorities and organizations, indicating the storage periods", approved by order of the Ministry of Culture of Russia dated 25.08.2010 No. 558). This period is calculated from January 1 of the year following the year of the end of his office work, that is, the vacation schedule for 2015 must be kept until 12/31/2016.

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Vacation schedule is a table that contains information on the dates of granting annual paid leave to employees of structural divisions of the organization.

How to schedule vacations

When scheduling vacations, it must be borne in mind that according to labor law RF the duration of the annual paid leave is 28 calendar days. An employee has the right to use it after 6 months of continuous work in this organization. The length of paid annual leave may be increased by unused vacation days in the past year or by additional paid leave for certain categories of workers.

The vacation schedule is drawn up by an employee of the personnel service annually no later than two weeks before the onset of a new calendar year and approved by the director of the enterprise or an authorized person, certified by the signature of the head of the personnel service, taking into account the opinion of the elected trade union body (if any). So, the vacation schedule for 2013 must be approved no later than December 17, 2012.

The unified form No. T-7, approved by the Resolution of the State Statistics Committee of the Russian Federation of 05.01.2004 No. 1, is used as a blank for the vacation schedule.

At the planning stage, before the beginning of the calendar year, only 1-6 columns of the vacation schedule table are filled in: the structural unit in which the employee works, his position in staffing table, Full name, personnel number of the employee (if any), the number of calendar days of vacation and the planned start date of the vacation.

The employee must be familiarized with the vacation schedule against signature no later than two weeks before its start. You can add column 11 to the table for the lists of employees, or draw up an acquaintance sheet in any form and attach it to the vacation schedule.

If the employee is not satisfied with the start date of the vacation or he wants to break it up into parts, the employee can write an application for the postponement of the vacation and sign it with the manager. On its basis, an order is issued and adjustments are made to the vacation schedule. Also, the vacation date can be changed at the initiative of the manager in connection with production needs. In this case, an order is issued to postpone the vacation and changes in the vacation schedule are also displayed.

Columns 7-10 are filled in as employees go on vacation during the year.
The 7th column indicates the actual start date of the vacation (it may coincide with the planned one or differ if circumstances change and the vacation is postponed).
The 8th column contains information about the document - the basis for the transfer of leave (statement or order of the head).
The 9th column indicates the date of the alleged postponed vacation.
The 10th column of the vacation schedule contains a description of the reason for not providing, postponing or extending the vacation.