Sample order for approval of the 2021 vacation schedule

What is an order to approve the vacation schedule?

This document puts into effect the vacation schedule approved by the company management. It establishes the procedure for the entry into force of the approved schedule, as well as other nuances of its application.

An order approving the vacation schedule is issued by the head of the company after agreeing with the employees on specific dates for providing them with annual rest. The document does not have a unified form. The order must be drawn up and approved no later than two weeks before the start of the new reporting year. The order is drawn up in a single copy, and after approval by the director of the organization, it is submitted to the personnel service.

When is the vacation schedule approved?

The HR department is responsible for developing the vacation schedule.
She should begin this procedure in the fall of the previous year. All work is carried out by surveying the heads of departments of the enterprise with their employees in order to find out the employees’ opinions on the desired vacation periods.

Next, a preliminary schedule is drawn up, which must be agreed upon with the head of the departments. It is necessary to note in it the categories of workers who have benefits when providing rest.

It may be necessary to coordinate it in several stages, since in the future both the company and the employees working in it will definitely have to comply with the drawn up plan.

Is it mandatory to draw up an order or can you do without it?

An order approving the vacation schedule, a sample of which can be found below, is not a mandatory document. Some companies do not compile it at all, and this is not a violation. However, most organizations continue to use this document. Let's look at some nuances that will help you understand when an order must be drawn up and when you can do without it

If an organization draws up a vacation schedule according to standard form No. T-7, approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1, there is no need to draw up an order. Form No. T-7 already contains the column “APPROVED”, in which the manager must put his signature. In this case, there is no need to issue a separate order; it will be advisable only if there is a need to reflect in the document additional information related to the vacation schedule.

But if an organization uses a vacation schedule form developed independently, and there is no approval column in it, it is necessary to draw up an appropriate order.

Changes in vacation schedule

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

Let's look at the most common ones:

Before or during the vacation, the employee takes sick leave. In this case, the employer must reschedule the employee's vacation to another time. Expert recommendations state that it is mandatory to reflect the transfer of vacation using documented reasons, for example, an employee statement.
The employer is forced to recall the employee due to production needs. Here you will need not only the person’s consent to take time off from rest, but also a corresponding order to withdraw. There are categories of employees who cannot be recalled from vacation under any circumstances, even if the employee himself does not refuse to go to the workplace. These categories include, for example, pregnant employees.
When a person changes the full period (28 days) reflected in the chart into parts. Then you need to record in the schedule the data on dividing the vacation into several parts. The grounds here can also be 2 documents: a statement from the employee, where he asks to be given a partial 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 point 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 a different time (outside the schedule). Here, too, the basis must be the employee’s statement and order.
Sometimes it is necessary to replace part of the vacation with monetary compensation, then all data must be reflected in the vacation schedule. To do this, in the notes of the schedule you need to make a note indicating what part of the annual paid leave is compensated in money, and provide a link to the order details. This is important, since the employer does not have the right to compensate for the mandatory 28 days of rest; part can only be taken from additional or extended vacation, and this must be noted in the document.
If a part-time worker asks to reschedule a scheduled vacation, the employer does not have the right to refuse him. This point should also be clarified in the schedule.

A little advice regarding newly hired employees: if several people come to the company after agreeing on the schedule, draw up an additional vacation schedule under number 2. This will make it easier to control newcomers. Note that the Labor Code of the Russian Federation does not force the already approved schedule to be changed or adjusted, but it also does not prohibit supplementing the document with data on vacations of people who have entered the workforce.

To get a clear idea of who goes on vacation and when, heads of company departments can use a vacation schedule template in a format convenient for them

What precedes the preparation of an order?

Before drawing up an order, the vacation schedule of company personnel should be approved. The procedure consists of several stages:

the personnel service sent a memo to all heads of departments, which indicates the requirement to provide information about the recommended vacation period for employees;
drawing up a draft schedule based on a regulation or local act regulating the procedure for approving documents and the procedure for office work;
coordination of the schedule with the trade union (if there is one in the organization);
obtaining approval from the chief accountant, lawyer, deputy managers, etc.;
approval of the order by the head of the company;
registration of the document in the personnel register;
familiarization with the schedule of all employees against signature.

When should the schedule be implemented?

Unlike the form, by the time the schedule must be approved, the law imposes requirements. That is, the period when documentation regarding the time of employees’ annual rest is approved is strictly regulated: according to Art. 123 of the Labor Code of the Russian Federation, the schedule must be ready 2 weeks before the next calendar year begins .

The approved schedule may be adjusted in the future, but at least the initial version must be put into effect within the deadlines indicated above.

In addition, Art. 123 establishes another type of deadline related to communicating the schedule to each employee.

Every employee must be familiarized with the vacation schedule as it relates to it, and this must happen no later than 2 weeks before the specific date of his or her going on vacation according to the schedule.

Familiarization with the schedule can be done as follows::

On the reverse side of the document or on a separate signature sheet attached to the schedule, employees put their signature and its transcript.
Employees sign in a separate journal, which records their familiarization with local regulatory documents in the organization.

If the notice period for vacation time is violated, the employee has the right to demand that vacation be allocated to him at any time, even if the employer objects (Article 124 of the Labor Code of the Russian Federation).

How to create an order?

An order on the vacation schedule, a sample of which can be taken as a basis, must be drawn up on behalf of the head of the organization. The preparation of such documents should be entrusted to an employee who has the necessary level of knowledge and is familiar with the provisions of the Labor Code of the Russian Federation. This could be the head of the personnel department, secretary, lawyer, etc.

Since the order does not have a form strictly established by law, it can be drawn up in free form. Most often, it is formed on the basis of a familiar standard form or an internal order template developed in the organization. The document must contain:

name of the legal entity;
date of compilation and number;
the essence of the order;
manager's signature;
confirmation of familiarization with the order of the persons mentioned as executors of the order.

The compiled vacation schedule can be included in the order as an appendix. There is no need to certify the document with a seal.

Rules for drawing up an order for the next year

The legislation does not establish mandatory rules for the execution of internal orders for the approval of schedules or other documents in force at the enterprise. Nevertheless, usually all organizations follow the established document flow procedure. According to the document flow order, the order contains :

an indication of the organization or individual entrepreneur for whose employees the schedule has been drawn up;
number and date of the document according to the document flow system adopted in the organization;
the essence of the order, namely the will of the manager so that the schedule is approved and becomes a mandatory document for both employees and the employer;
persons responsible for observing the procedure for taking leave of employees of organizations (usually the heads of departments, services and other internal divisions of the enterprise are indicated as such persons according to the staffing table);
signature of the manager who approved the document, as well as the responsible executors of the order.

The order must be prepared in the form of a separate written document , but if the enterprise has an electronic office management system, it can additionally be executed in the form of an electronic document.

Examples of wording

Typically, when drawing up an order, the following wording is used:

“Approve the vacation schedule... in accordance with the appendix to this order.”
“The head of the human resources department is to communicate the schedule to employees and ensure its implementation during ... the calendar year.”
“When planning the organization’s expense schedule, the chief accountant should foresee the need to allocate funds for the uniform payment of vacation payments.”

It is not necessary to assign responsibility to one of the subordinates ; this is determined by the decision of the administration.

In small enterprises, where the manager can combine the duties of the chief accountant and even personally maintain personnel records.

The order may use the following wording: “I leave responsibility for execution to you.”

Features of compilation

The preparation and enactment of an order approving the vacation schedule has its own characteristics depending on the structure and type of organization.

In municipal administrations

As in commercial or non-profit organizations, in local authorities both an order and a schedule must also be prepared: Art. 123 of the Labor Code of the Russian Federation applies to all employers .

However, when preparing such a document in the municipality, it is necessary to keep in mind not only labor law norms, but also local legislation. It will concern the form in which the schedule is prepared, how the order for its approval is formulated, drawn up and prepared, as well as who is authorized to sign and approve it.

In particular, such a document can be issued not only in the form of an order, but also in the form of an order signed by the head of the local administration. In addition, many municipalities additionally have regulations on the procedure for granting vacations - and the order along with the schedule must be prepared in accordance with it.

At preschool educational institution

In the same case, if we are talking about a preschool educational institution (DOU), managers should additionally consider the following:

Employees of preschool educational institutions are classified as personnel with extended paid leave (Resolution of the Government of the Russian Federation No. 466 of 2015).
The schedule is prepared according to the operating mode of the preschool educational institution.
It is not allowed to reduce the quality of the educational and pedagogical services provided due to the fact that some of the staff are on vacation.

Who signs?

The approval order must be signed:

The leader who approves it.
Persons responsible for compliance with the schedule.

Document storage period

The procedure for storing documentation used in organizations was approved in 2010 by order of the Ministry of Culture of the Russian Federation No. 558 (usually in office work this normative act is referred to as “List No. 558”).

With regard to the vacation schedule, the List in paragraph 693 directly indicates the storage period - 1 year . As for orders on providing rest time to specific employees and on approving schedules, it is more complicated. Depending on the current archival rules, these orders may belong to both the “Personnel” category (and in some organizations this period can be up to 50 years) and “According to the ACV” (if we are not talking about sending a specific employee on leave, and about approval of the schedule).

Document preparation

First, you should fill out the “header” of the order. At the top of the document indicate the full name of the legal entity, number and date of preparation.
Next, the essence of the order is written down.
The document must contain a reference to the basis. In this case, “Article 123 of the Labor Code of the Russian Federation” is indicated.

After the word “I ORDER,” the essence of the orders is listed point by point:

in paragraph 1, the very fact of approval of the schedule for a specific year is indicated;
in paragraph 2, the position and full name of the person responsible for familiarizing the working personnel with the approved schedule is indicated;
in paragraph 3, the relevant instructions to the accounting department are listed.

Below is the application (the vacation schedule itself). The document is signed by the manager, and the responsible persons confirm with their signatures that they have read the text of the order.

Do I need to approve?

First of all, let’s figure out whether the procedure for granting vacations must be approved by the company’s management. Yes, that's it: part 1 tbsp. 123 of the Labor Code of the Russian Federation indicates that drafting (and, as a result, approval) is the responsibility of the employer. If this does not happen, liability under Art. 5.27 Code of Administrative Offenses of the Russian Federation. However, how is this documentation approved in practice?

How does a document become legally binding?

Options by which a document will gain legal force:

The personnel department or other authorized unit, which is assigned such responsibilities by local acts of the organization, prepares it in the form of a separate document, leaving space for the resolution of the head of the legal entity. Then the manager, having familiarized himself with the results of the work, puts his signature and the seal of the organization, as well as the date on which the approval occurred. From this moment on, the document acquires legal force.
The procedure for granting vacation time is also prepared by the personnel department or another authorized employee or department, but then the manager issues a separate order or instruction, which already approves the developed document.

When preparing a schedule, you can use either the standard T-7 form, approved in 2004 by order of the State Statistics Committee of the Russian Federation, or an independently developed form that is valid only at a specific enterprise.

Is it necessary to approve?

The above methods for approving a schedule are equally suitable for use. In this case, the use of a separate order is not necessary - a visa from the manager stating that the document has been approved is sufficient .

The use of orders is more convenient in organizations with a large number of employees and internal departments. In this case, the vacation schedule approved in accordance with Art. 123 of the Labor Code of the Russian Federation, may be a multi-page document, which would be more appropriate not to be endorsed, but to be approved as a separate document. But using a visa in this option will not be a mistake.

Labor laws only require that an approved schedule be in place, without setting specific requirements for how exactly it was put into effect.

Do I need to approve the schedule by order?

The employer’s obligation to annually develop a vacation plan is enshrined in Article No. 123 of the Labor Code of Russia. Failure to comply with this requirement is punishable by administrative liability in the form of a fine in the amount of 1,000 to 70,000 rubles.

This is stated in article No. 5.27 of the Code of Administrative Offenses of Russia. The magnitude of this sanction depends on the type of person violating the violation and the presence of similar illegal actions in the past.

Therefore, it is important for the head of the organization to strictly comply with the provisions of labor legislation. Many beginning entrepreneurs do not know whether an order is needed approving the vacation schedule. Such a document is not mandatory, but, as a rule, all managers resort to drawing it up.

It happens that, in addition to the fact of drawing up a schedule, other information is also prescribed in the order. For example, employers often indicate those responsible for compliance and execution of orders.