We are sending you on vacation - we need an order
When granting leave to an employee, you must remember to make an order. This is the job of HR officers, and such an order must be made in advance, two weeks before the employee’s vacation begins. The vacationer must sign the order, thereby confirming that he was informed about the vacation (for more information, see “Order for vacation: sample 2017”).
To fill out an order, forms No. T-6 or No. T-6a are usually used, depending on how many workers go on vacation at the same time: one or several.
Fill in the column “for the period of work”
Sometimes, when drawing up a vacation order, HR specialists have difficulty filling out the column “for the period of work.” The work period means the working year for which the employee is granted leave.
It is important to understand that the working year usually has nothing to do with the calendar year. Since the employee has the right to vacation for each year of work in the organization, in this column of the order it is necessary to indicate the working year, vacation for which it is used (Article 122 of the Labor Code of the Russian Federation, letter of Rostrud dated June 14, 2012 No. 854-6-1).
So, for example, if an employee has not gone on vacation since he was hired, and he has accumulated vacations, then in the column “during the period of work” the employee’s first working year in the company should be indicated.
The employee started working on April 1, 2015. Since his employment, he has never been on vacation. In February 2021, he decided to take a vacation for 28 calendar days. The working year for which leave is granted will be the time interval from April 1, 2015 to March 30, 2021. It is these dates that the personnel officer must indicate in the order.
This is the general procedure for determining an employee’s working year. It applies, including when vacation is granted in advance (for more information, see “Order for vacation in advance: determining the working year”).
Let us add that there are cases when an employee experiences periods that do not entitle them to leave (for more information on this, see “Working year for annual leave: which periods are included”).
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Vacation experience: what is included in it?
All rules for determining length of service giving the right to annual paid leave are laid down in Art. 121 Labor Code of the Russian Federation. And here it is important to pay attention to the fact that it includes not only the time of actual work, but also periods when the employee did not actually work, but retained his place of work (position).
Also in Art. 121 of the Labor Code of the Russian Federation specifies the time of unpaid leave provided at the request of an employee, not exceeding 14 calendar days during the working year. This rule means that 14 days are always included in the length of service giving the right to annual paid leave, and anything that exceeds these 14 days delays the end of the working year. This is also stated in the Letter of Rostrud dated June 14, 2012 No. 854-6-1.
In addition to the above-mentioned cases, the length of service that gives the right to annual basic paid leave includes: time of forced absence in the event of illegal dismissal or suspension from work and subsequent reinstatement to the previous job; the period of suspension from work of an employee who did not undergo a mandatory medical examination through no fault of his own, and other periods. This topic is discussed in more detail in the article Vacation experience: how to determine in various situations.
Period of work in the vacation order
Dear expert, I have a question about vacations. Employee Ivanova got a job on February 3, 2015. In 2015 went on vacation for the period of work from 02/3/2016 to 02/2/2016. for 28 cal. days from December 1, 2015 In 2016 OK indicates in the vacation order from 07/01/2016 on 14 cal. days for the period 02/03/2016 to 02/02/2017. Do I need to indicate the period 02/03/2016 to 08/02/2016? because there is a possibility that the employee may until February 2, 2017. quit?
Lyudmila Abramova answers,
expert
The HR department indicated the correct period of work.
The vacation order indicates the working year
. for which the employee is granted leave. The assumption that the employee may quit will not affect the determination of the period for which leave is granted.
Leave order
To issue a vacation order, a standardized document form is used. The order can be issued either for one employee (form t-6) or immediately for a group of employees going to take a break from everyday work (form t-6a).
Unified form of vacation order T-6
A standard leave order contains the following basic information about the employee going on leave:
- Full name of the employee;
- the department to which it belongs;
- position held;
- the time period for which vacation days are accrued;
- number of days of basic paid leave;
- duration of the main paid leave;
- the number of days of additional paid leave or other types of leave (for example, educational, unpaid, etc.);
- duration of additional leave (or other types of leave);
- cumulative number of vacation days;
- total vacation period (main plus additional).
The leave order form is included in all standard programs for working with personnel document flow. If for some reason you do not have access to specialized software, you can easily download this form using the link.
Each organization has the right to develop its own way of numbering orders. As a rule, a combination of numbers and alphabetic characters is used for numbering. The procedure for numbering documents is fixed by an internal act of the enterprise.
How to fill out the order form correctly
Filling out an order traditionally does not cause much difficulty. In the header of the document, you must indicate the name of the enterprise (for example, Airship LLC or Individual Entrepreneur Oduvanchikov), followed by the document number, as well as the date of its formation. Next, in specially designated fields, basic information about the vacationer is recorded (full name, personnel number, position held and the department in which he works). Depending on the type of leave provided, section A or section B, or both sections together, are filled in with relevant information. Section A contains information about the annual paid leave provided. If we are talking about any other type of leave, only section B is filled out accordingly. Section B contains summary information about the leave provided. An example of filling out an order is shown in the illustration below.
The leave order is filled out by a HR employee.
How to draw up an order for extension, transfer, division into parts and recall from vacation
In some situations, the timing of the planned leave may be changed. Such situations include, for example, the case of an employee’s illness during vacation, confirmed by a medical certificate. In this case, the employee has the right to provide medical evidence confirming illness during the period of legal leave in order to obtain an extension of the leave period. Upon returning to work, the employee writes a statement with a request to extend his allotted vacation or postpone the vacation to another time, and the personnel department issues a corresponding order. There is no specific form of the order, so the document is issued in free form. The photo gallery below shows options for designing the mentioned orders.
Photo gallery: options for submitting an order to transfer or extend vacation
Transfer of vacation is possible if a sick leave certificate is provided confirming the employee’s illness during the main vacation
The basis for an order to reschedule leave is a statement from an employee
An order to extend vacation is drawn up in any form
The fragmentation of the 28-day vacation required by law into smaller fragments is also regulated by the Labor Code of the Russian Federation. The law requires that at least one part of the vacation last at least 14 days, but the remaining days can be used as you wish, at least one at a time. There is no order as such on the division of leave. Each time, requesting leave, the employee writes a corresponding application, in response to which a corresponding standard order is issued.
Video: dividing vacation into parts
According to the Labor Code of the Russian Federation, the employer has the right to early recall an employee from vacation if there is a production need and subject to the employee’s consent. The order itself can be drawn up in free form. The illustration below shows an order form for recall from vacation.
The employer has the right to recall an employee from vacation early
How to cancel a vacation order
Sometimes circumstances develop in such a way that the employer has to cancel the employee’s upcoming vacation. It is worth noting that, according to the law, vacation cannot be completely cancelled. Rather, we are only talking about a forced postponement of the rest period to a more distant time. In this case, after the employee submits the appropriate application, the employer issues an order to cancel the vacation. In other words, changing the timing of planned vacation can only be done with the consent of the vacationer himself. Vacation may be transferred to other days within the current calendar year. The order can be issued in free form. The illustration below shows a template for such an order.
There is no standardized form for an order to cancel a vacation order.
Period of work for vacation
Paid leave is provided to the employee annually. The order for the next paid leave indicates the period of work for which the employee is granted leave.
How is this period determined? The countdown starts from the date of hire.
Example 1. An employee was hired on August 15, 2010. The beginning of the work period for which leave will be granted. – 08/15/2010
Starting from August 15, 2010, the calendar year begins, for which the employee is granted leave. If you count one year from 08/15/2010. then the end of the period is 08/14/2011. This means that the period of work for which the employee will be granted the first leave: 08/15/2010 – 08/14/2011. But this is if the employee was not absent from work without good reason, was not on maternity leave, or on vacation without maintaining content exceeding 14 calendar days.
For the second and subsequent years, leave is granted at any time in accordance with the priority of provision established by the employer. The main thing is to comply with the condition - only one annual paid leave can be provided for one working year (work period).
Example 2. Inna Ivanovna Ivanova was hired as a secretary on September 10, 2009. Vacation for the period of work from September 10, 2009 to September 9, 2010 - 28 k.d. she used.
From November 19, 2010 to May 19, 2012, she was granted leave to care for her child until he was one and a half years old. How to calculate the period of work for which she should be granted the next vacation? If parental leave had not been provided, the period would have been 09/10/2010-09/09/2011.
In this period, there is length of service that gives the right to annual paid leave (09.10.2010 - 11.18.2010, it is equal to 2 months 8 days (2.26). Which is 28:12 * 2.26 = approximately 5 calendar days of vacation.
During this period, the employee is entitled to leave of 5 calendar days.
The next period for granting leave is 09/10/2011-09/09/2012. Until May 19, 2012, the employee continued to be on maternity leave. The time of parental leave is not included in the length of service that gives the right to annual basic paid leave (Article 121 of the Labor Code of the Russian Federation). The period of work from 05/20/2012 to 09/09/2012 is included in the vacation experience. Which is 3 months 19 days or 3.63 months. During this period, the employee’s vacation will be 8 calendar days.
In addition to the order for granting leave, the period of work for which leave was granted is indicated in the employee’s personal card
Period of work during vacation in advance
The period of work after which the employee has the right to apply for the first of the vacations from his current employer is determined to be six months (Article 122 of the Labor Code of the Russian Federation). However, there are persons to whom this restriction does not apply, since the legislation provides them with the opportunity to choose a time of rest that is convenient for them. These include, for example:
- pregnant women - they have the opportunity to receive another leave immediately before or after maternity leave (Articles 122, 260 of the Labor Code of the Russian Federation);
- minors (Article 122 of the Labor Code of the Russian Federation, 267 of the Labor Code of the Russian Federation);
- adoptive parents of a child or infants (Article 122 of the Labor Code of the Russian Federation);
- husbands of pregnant women during maternity leave (Article 123 of the Labor Code of the Russian Federation);
- one of the parents (guardians, trustees, foster parents) of a disabled child under the age of 18 (Article 262.1 of the Labor Code of the Russian Federation);
- persons with more than 2 children under 12 years of age in a family (Article 262.2 of the Labor Code of the Russian Federation);
- part-time workers - for the period of taking leave at the place of their main job (Article 286 of the Labor Code of the Russian Federation).
Leave for such persons may be granted before the end of the first six months of work with the current employer, i.e. in advance.
In relation to subsequent years, the dependence of the right to leave on the time worked during the year does not apply to any of the employees (Article 122 of the Labor Code of the Russian Federation). Therefore, they can be given vacation in advance.
If leave is granted in advance, the period for which it is given must also be indicated in the order. It is given in full without dividing it into parts corresponding to worked and unworked time. The subsequent occurrence of periods affecting the length of service giving the right to leave will be taken into account later.
“Period of work for vacation”
Good afternoon What legal norms and articles of the Labor Code should be referred to when determining the period for annual leave? This is the situation: the period for providing annual leave to an employee is from December 15, 2014 to December 14, 2015. The employee was not fired, but on June 15, 2015, his employment contract expired, and the term of the contract was changed by an additional agreement. I know for sure that the vacation period remains the same. But the employee has a different opinion. How can I document my case?
July 20, 2015, 20:06
Elena, if a fixed-term contract was drawn up, but the employee was not fired, then it will be transformed into an indefinite one. Operating period from 12/15/2014 – 12/14/2015. The employee was not fired, compensation was not paid for the vacation, which means he continued to work and the period of work remains from December 15, 2014.
Good evening! Please explain whether the preferential length of service for a teacher (for calculating a pension for length of service) will include the period of work in an orphanage as a teacher-organizer at 0.5 rates for 6 months? Then there was 2 months of vacation, and in August I went to work at a school for 1.5 times as a teacher (that is, the standard hours worked out over the year or is it not added up from different places of work?)
January 9, 2021, 20:51
Marina, the period of working in an orphanage as a teacher-organizer at 0.5 rates will not be included in the preferential length of service. The period of working as a teacher will be included. It doesn’t matter here whether they worked at 1.5 rates. The production rate is not summed up for different periods of work. It is necessary that the production norm be met in each month.
January 13, 2021, 21:23
Hello. I carefully read your answers to the questions posed about the length of service of teachers, but, unfortunately, the thread is closed (I couldn’t find it anywhere in that thread), so I’m writing my question here. Please tell me if parental leave was divided into two parts: from the birth of a child to 1.5 years old and from 1.5 to 3 years old. The first leave was granted on 05/11/1992, and the second - immediately after the first, but in 1993 (by separate order), I didn’t go to work after the first one. Will the second leave be included in the teaching service? Thank you so much for all your attention and patience!
