How to draw up a vacation policy in an organization

Vacation regulations: sample and acceptance

The acceptance procedure includes the following steps:

• development;
• coordination;
• statement;
• putting into effect.

Let's briefly look at each of them.

Development

The head issues an order to develop a local regulatory act, and also appoints persons responsible for this.

Coordination

The document developers must agree on the contents of the document with specialists from the human resources department, accounting department and other services at their discretion. The visa staff express their suggestions, comments and agreement on a special approval sheet.

Statement

After approval, the document is submitted to the manager for approval. At this stage, the manager submits the draft act to the trade union elected body, which must provide a reasoned opinion on the content of the draft within five days.

Introduction

The LNA is put into effect by an appropriate order.

After this, employees must be familiarized with the new document by signature. When hiring new employees, they must be familiarized with the act before signing the employment contract.

Vacation Regulations 2021 (sample)

Instructions for drawing up a vacation order

We will tell you in more detail how to issue a vacation order, using the T-6 form as an example.

Step 1. Indicate the number of the vacation administrative document and the date of its formation.

Step 2. Indicate the name of the institution that issues the document.

Step 3. After the words “Grant leave,” indicate your full name. employee completely.

Step 4. Record the name of the structural unit and the position of the employee in the appropriate lines.

Step 5. The provided line must indicate the working period for which the employee is granted leave. The working period is the length of a particular person's working year.

Step 6. Complete lines A, B, C depending on what type of leave is being issued.

Step 7. In the required section (A, B, C) you should indicate the number of calendar days of rest, as well as the specific dates of its start and end.

IMPORTANT!

If vacations of different types are issued, in section B of the form you need to enter data on the total duration of all vacations. When applying for a main vacation without an additional one, section B is not filled out. But a sample order for leave without pay requires the completion of this section.

Step 8. Sign the leave document with the head of the institution.

Step 9. Familiarize the employee with the leave document in writing.

IMPORTANT!

If the employee refuses to read the leave paperwork in writing, draw up an act. You can familiarize a remote employee with information on leave through the exchange of documents in electronic form with electronic signatures (Parts 4, 5 of Article 312 of the Labor Code of the Russian Federation).

The deadline for preparing and issuing a vacation document is not established by law.

Order on granting leave (form T-6 and T-6a)

Home / Personnel documents

Any leave granted to an employee must be properly documented in the form of an order. Only in this case will all the rules of personnel records be observed.

This document also serves as the basis for calculating vacation pay and entering data into the time sheet.

To issue a leave order, two unified forms are most often used: T-6 and T-6a. Their main difference is that the first form is intended for registration of leave for one person, and the second, designated by the letter “a”, for registration of several employees at once.

Using the T-6a form, you can apply for only one person, there will be no mistakes here.

Download form T-6 or form T-6a

Download a sample of filling out form T-6 or form T-6a

Is it necessary to use these forms?

Starting from 2013, it is not necessary to use unified forms of personnel orders; accordingly, the employer has the right not to use forms T-6 and T-6a when registering vacations. You can develop your own form, or add or shorten the above. The main thing is that the use of the new form and its form must be approved by order of the organization.

But, despite this, most organizations continue to use unified forms as the most convenient and optimal.

Vacation registration

An order for granting leave is drawn up on the basis of one of two documents:

1. Vacation schedule for the current year;
2. Employee's application for leave.

As a rule, a leave order is issued by an employee of the HR department. Then a copy is sent to the accounting department for accrual of vacation pay. The original order is filed in the order book.

The period for issuing a vacation order is not defined by law, so when issuing it, you can focus on two periods:

• 3 days before the start of vacation is the deadline for paying vacation pay to the employee. Accordingly, the order must be issued 1-2 days earlier, that is, 4-5 days before the start of the employee’s vacation, so that the accounting department has time to calculate and transfer funds to the employee;
• 14 days before the start of vacation - the period within which the employee must be notified that he is going on vacation. In this situation, the order can be used as a written warning to the employee, familiarizing him with signature. This deadline cannot always be met, especially if the employee goes on vacation unscheduled.

This means that each organization can determine the deadline for issuing an order independently, the main thing is to comply with the deadlines established by law, indicated above.

Instructions for filling out form T-6

Form T-6 is used when only one employee needs to be sent on vacation. It is filled out in the following order:

Name of company

It should be included here in full, without abbreviations. This procedure is established by Decree of the State Standard of the Russian Federation dated March 3, 2003 No. 65-Art. It also clarifies that if the constituent documents contain an abbreviated name of the company, it may be indicated below the full name (or next to it in parentheses).

The above document is valid only until 07/01/2018, and then GOST R 7.0.97-2016 will come into force, but it also contains the same requirement regarding the name as a document requisite.

All the above rules fully apply to individual entrepreneurs.

OKPO code

Next to the name there is a small field reserved for OKPO; the data for filling it out is taken from the list of codes issued by statistical authorities when registering a company. But leaving this field empty will not be a serious mistake.

If personnel records are maintained in specialized programs, then the OKPO code can be entered into the company details, and it will be automatically entered in each order.

Structural unit where the employee works

If the organization does not have such a division, then this line can be left blank.

Employee position

Its name is entered exactly as it is indicated in the staffing table and employment contract.

Line “During the period of work with...”

This line is intended to enter information about for what working period vacation is granted. It can be left empty if the type of leave on which the employee is sent does not depend on periods of work, for example, study leave.

On the other hand, this period must be indicated when a person goes on annual paid leave and all other leaves, the duration of which is regulated for a year, that is, when a certain number of days of rest are due in one working year (main, additional, for irregular working days , for special working conditions).

Letter "A"

This line is intended for entering information about the number of days of annual basic paid leave. The number of days and the period during which this leave is granted is indicated.

Letter "B"

The line is intended to reflect the duration of all other leaves (without pay, additional, educational). The type of leave, number of days and period are indicated.

Letter "B"

The line is intended to reflect the total number of vacation days. All vacation days are summed up, and the period is marked with the start date of the first vacation and the end date of the second vacation. If only line “A” or line “B” is completed, then it will coincide with line “C”.

The final stage of placing an order is signatures. The completed form is signed by the head of the organization, and then the personnel officer introduces it to the employee against signature.

The following features of the T-6 form can be distinguished:

• With its help, you can only take two vacations. If an employee is granted more vacations in a row, then another form will need to be filled out;
• If there is at least one working day between the employee’s vacations, then it is necessary to issue two orders, since in this case the final vacation line (line “B”) will reflect incorrect information.

Sample of filling out form T-6

Instructions for filling out form T-6a

Form T-6a is taken when leave is issued for several employees at once.

Basic details of the order: name of the organization, date and number are filled out in the same way as in the previous form. The further part of the order is presented in tabular form:

1. Last name, first name, patronymic of employees going on vacation;
2. Personnel number – indicated if available;
3. Structural unit – indicated if available;
4. Name of the employee's position;
5. How many days of basic paid leave did the employee receive;
6. Number of days of other types of vacation. The days are put, and next to it, in brackets, the type of rest is indicated;
7. Start date of the working year for which leave is granted;
8. End date of the work period;
9. The total amount of calendar days of all vacations;
10. Vacation start date – set the start date of the first vacation;
11. Vacation end date – indicates the last day of the last vacation;
12. The employee’s signature confirms that he has read the order.

After drawing up, the order is signed by the head of the organization.

The main difference in filling out the T-6a form from the previous one is that vacation periods are entered once and immediately cover all vacations, that is, there is no allocation of periods for each of the vacations.

As in the T-6 form, this form can reflect no more than two types of leave per employee, but it is possible to enter it several times in one order. You can also enter one employee several times if he goes on continuous main leave, but it is provided for different periods of work.

Sample of filling out form T-6a

Read in more detail: Vacation order (form T-6 and T-6a, sample + instructions)

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Vacation payment procedure

This procedure should be especially detailed if the employer is located in the Far North or an equivalent area. If there is no separate document regulating the procedure for compensation for travel to and from vacation, this should be stated in the Regulations.

The procedure for paying for vacation is payment of vacation pay 3 days before the start of the vacation. If this deadline is not met, the employee has the right to cancel his vacation.