Vacation schedule for 2021: procedure for drawing up, filling out and approving, download a sample

What is a vacation schedule

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

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

Annual vacation schedule: registration rules and changes

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

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

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

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

If a new employee has been hired

However, the compiled document does not always remain unchanged throughout the year. Circumstances may arise that require new data to be entered into Form T-7 (for example, when hiring a new employee).

What to do in this situation? As noted above, according to the law, rest is provided to a worker on the basis of a schedule. And it is compiled two weeks before the end of the year. However, employers often hire new workers after the schedule is approved. Therefore, a person who came to the company, for example, in January, will not be taken into account in the document (since it was drawn up in December). But after six months, an employee hired in January can exercise the right to rest.

Employees who are employed after the approval of the schedule can be given rest on the basis of an application without including them in the plan. Or you can draw up an addition to it in the form of a separate document, indicating in it information about the vacations of new employees. True, this measure is not mandatory.

In this case, when the newcomer becomes eligible for rest (usually after six months of work), it can be added to the plan.

The supplement is drawn up in the same form as the main one. A sample addition to the vacation schedule for new employees is presented at the beginning of the article.

Above the “I approve” requisite, an additional requisite is entered: “Additional vacation schedule for ____ year.”

The table below reflects the vacations of newly hired employees.

Since an addition is an appendix to the main document, it should be approved in the same order. First, he is endorsed by the head of the HR department. Then the document is agreed upon with the trade union body (if there is one). After this, the addition is approved by the head of the organization with his visa.

It is advisable to enter the rest time of new employees in the T-7 form. But this procedure is relevant only for those citizens who were employed by the organization in the first half of the year. After all, employees hired later, as a rule, use the right to long rest only after 6 months. This means they will be included in the plan for next year.

Sample of an additional vacation schedule for new employees

Sample addition to the vacation schedule when hiring a new employee

Questionnaires

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

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

Why are they made up?

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

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

Rights of certain categories of citizens

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

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

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

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

Also see “What types of vacations are there?”

Employees who have priority in choosing their vacation period

When drawing up a vacation schedule, it is necessary to take into account the rights of certain categories of employees to be granted annual vacations:

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

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

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

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

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

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

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

Features of small firms

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

Important points and legal requirements

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

Work experience

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

Certain categories of employees

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

Additional annual leave

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

Two holidays

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

Sequence of vacations

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

Part-time employees

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

Employees who did not use vacation in the previous year

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

Workers entering universities and their parents

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

Duration of vacation

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

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

Let's look at an example of how to create a vacation schedule.

Entering data into this form begins with indicating the full name of the company or personal data of the entrepreneur (full name). In the tabular part on the right for the organization you must also enter the corresponding OKPO code.

On the left side there are columns where it is necessary to reflect the expressed opinion of the trade union body. If it is not formed, then these lines should be left empty.

The next step is to indicate the schedule number and the date when it was compiled. There is also a field nearby in which you must indicate the year for which the document contains information.

The document is put into effect by the head of the company or directly by the entrepreneur. To do this, on the right side, the responsible person puts his signature, position, and personal information. Here you must record the date on which the schedule was approved.

The document is provided in the form of a large table, where it is necessary to record information about planned vacations line by line. It is drawn up in such a way that first the designation of the department is entered into it, after which the employees who perform their job duties are indicated.

Column 1 contains the name of the department or division. Column 2 contains the designation of the position exactly as its name is included in the staffing table.

Columns 3 and 4 reflect the employee’s personal data (full name) and the number assigned to him on the timesheet.

Column 5 shows the total number of days that an employee can take as vacation.

Column 6 reflects the planned date of going on vacation. But column 7 records the date on which the vacation actually began.

Attention! If the procedure for transferring vacation from the day indicated in the schedule to another was carried out, then in column 8 the data of the order that secured this action is entered. In column 9 it is additionally necessary to reflect the new date to which the vacation was moved.

Column 10 is intended to indicate various auxiliary information related to the provision of vacation to the employee - that a transfer was made, about recall from vacation, etc.

It is necessary that the fully completed document be signed by the head of the personnel department.

Vacation schedule: sample 2018

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

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

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

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

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

You can also .

When is it compiled and for what period?

A business entity often starts preparing a vacation schedule in advance. Typically, HR specialists begin to deal with this in the fall, since this procedure requires time to coordinate vacation periods for each person. After all, it is necessary to take into account the interests of each employee, and also, if necessary, provide him with a benefit when choosing a rest period.

First, its project is developed, which is transferred to the departments for adjustments and establishment of exact dates.

However, the legislation establishes a strictly final deadline for the implementation of the vacation schedule. It should be approved by the manager fourteen days before the start of the next year. This means that the final day on which the document can be put into effect is December 17.

The vacation schedule introduced in the organization is designed for the entire calendar year. It must show both primary and additional leave.

Attention! Based on this, this local act must be drawn up every year. This requirement is based on the fact that the right to rest for a person working under a contract arises annually.

It also allows you to check whether the employee is using it or not. This is important for the company, since it may be punished if its employees do not go on vacation.

Schedule approval

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

Advice

Familiarize employees with the vacation schedule for 2021 against signature. This way you will protect yourself from the fact that an employee refuses to go on vacation within the period established for him. You can:

• ask the employee to sign opposite the date of his intended vacation in the schedule form itself in the “Note” field;
• attach an introductory sheet to the vacation schedule, in which each employee will indicate the date of familiarization with the document and sign.

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

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

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

How the vacation schedule for 2021 is approved

Before the procedure for approving the vacation schedule, the director of the company should take into account the provisions prescribed by Art. 123 of the Labor Code of the Russian Federation, which include:

• the need, when developing a schedule, to take into account the wishes of employees regarding the time of their rest, as well as the preferential rights to choose the period of departure for vacation of certain categories of employees;
• obligation to familiarize each employee with the schedule (under signature);
• the need to coordinate the schedule with the employee representative body (if there is one);
• approval of the schedule no later than 2 weeks before the start of the next year. By the way, the presence of an approved document is in the interests of the employer: for the entire period, the time for granting annual paid leave to employees for the next year is established, the implementation of which is mandatory for the employer and for employees. A document signed by employees will help avoid disputes about who will go on vacation and when; it is always better to record agreements.

When drawing up a vacation schedule for the new year 2021, follow the rules that will allow you to avoid disagreements in the team and claims from the Labor Inspectorate.

1. Reflect the period, without fixing exact dates, reflect the estimated ones.
2. If the employee subsequently takes vacation at a different time, reflect the actual dates in a special column.
3. Some categories of employees can take leave at a time convenient for them, for example, minors and parents of a disabled child.
4. Provide part-time workers with rest during the vacation period at their main place of work.
5. It is more logical to provide “non-vacation” vacation days for previous periods at a different time with the consent of the manager.

If you use your own form, include a special column in it to clarify information about the review. Familiarize each worker with the finished schedule and sign it.

How to include newly hired employees in the vacation schedule for 2018?

There is no information in the charts about new employees who started work this year and did not work for 6 months. A person who has worked for six months negotiates a rest period with his immediate superiors. Before leave, he writes a statement, and the director issues an order to provide it.

Something else important:

1. How long should you keep your vacation schedule? – 12 months from the date of signing.
2. If an employee goes on vacation in December of this year, then what month should he take vacation next year? – Focus on the wishes of the employee.
3. Tell me how to maintain the document? Should I print the main columns and then fill in the additional columns with a pen? - Yes.

Alteration

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

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

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

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

Mistake #4: Changes are not made to the vacation schedule.

The need to make changes to the vacation schedule may be due to several reasons. However, personnel workers do not always do this - they “forget”, do not have time, or even think that this is not necessary.

However, the schedule is being adjusted:

1. When rescheduling a vacation. The reasons for the transfer are stated in Art. 124 of the Labor Code of the Russian Federation, in part 9.2 of Law No. 79-FZ (for example, production necessity). In this case, appropriate changes are made to the vacation schedule with the permission of the person who approved the schedule or the person authorized by the latter to do so.

Similar explanations are given in the Letter of the Ministry of Labor of the Russian Federation dated March 21, 2016 No. 18-4/10/B-1771 “On sending updated information on the provision of annual paid leave to state civil servants in connection with the adoption of Federal Law dated December 30, 2015 No. 418-FZ “On amendments to Article 46 of the Federal Law “On the State Civil Service of the Russian Federation” (hereinafter referred to as Letter of the Ministry of Labor No. 18-4/10/B-1771).

1. When an employee is recalled from vacation. Let us remind you that according to Art. 125 of the Labor Code of the Russian Federation, recall of an employee (civil servant, employee) from vacation is allowed only with his consent. A similar norm is established in Part 9.2 of Art. 46 of Law No. 79-FZ, clause 15.13 of Instruction No. 76, clause 1.6 of Instruction No. 79. The part of the vacation not used in this regard is provided at the employee’s choice at a time convenient for him during the current working year or is added to the vacation for the next working year year.
2. When hiring new employees. The obligation to adjust the vacation schedule in this case is not directly established by law. Therefore, two options are possible:

• fill out an annex to the current vacation schedule and enter into it information about vacations for new employees (employees). Before approving the application, it must be agreed upon with the trade union (if any);
• do not include newcomers in the current vacation schedule. If an employee wishes to go on vacation, he will write a corresponding application (submit a report). If an agreement is reached on the start date of the vacation, the employer will issue an order to grant the vacation and draw up a calculation note. Information about vacation must be entered into the employee’s personal card.

Making additions

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