The responsible employer must download the vacation schedule for 2021 in Excel before mid-December 2019 in order to fill it out, approve it and familiarize employees with it. In this material we provide free links to download the vacation schedule form for 2021 in Excel and an example of filling it out, as well as general recommendations regarding this important document.
Also see:
- “Term of payment of vacation pay under the new rules: how many days?”
- “What are the postponements of weekends in 2021.”
Which vacation schedule form to use for 2020
To draw up a vacation schedule for 2021, the unified form No. T-7 of the same name is suitable. It was approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.
It looks like this:
From our website you can freely download the vacation schedule for 2021 in excel using the T-7 form using the direct link here:
- Vacation schedule 2021 excel
However, the company can also use its own Excel form of the vacation schedule for 2021, pre-approved by a local act. At the same time, it is advisable when developing it to still focus on the T-7 form.
Thus, the vacation schedule is drawn up in the form approved by the order of the head of the enterprise to the accounting policy.
Unified form: obligation or voluntary use
Based on Art. 123 of the Labor Code of the Russian Federation, employers regularly draw up a plan for the future rest of employees and approve it no later than 2 weeks before the end of the current year. Thus, the vacation schedule template in Excel for 2021 is approved until December 17, 2019. This is the deadline.
The law does not require the use of a specific form, and it is not scary if the form of the employer’s vacation schedule for 2021 differs from the unified T-7 template, approved. Resolution of the State Statistics Committee of January 5, 2004 No. 1. But all the details of the developed document must coincide with those included in the unified form.
Template vacation schedule for 2021 (form)
How to make a vacation schedule for 2020
Usually, HR department employees are involved in preparing the vacation schedule. But if it is not there, the schedule can be drawn up by the employee who is responsible for maintaining personnel records.
Please note that before approving the excel file with the vacation schedule for 2020, you also need to take into account the opinion of the trade union (if there is one). The procedure for taking into account the opinion of a trade union cell is the same as for the adoption of local regulations (Article 372 of the Labor Code of the Russian Federation).
At the time of approval, columns 1 to 6 must be completed in the vacation schedule for 2021. There are no other special rules.
From our website, you can download a free completed sample vacation schedule for 2021 in Excel using a direct link here:
- Vacation schedule 2021 excel sample filling
Why do you need a schedule?
Employees working under an employment contract are entitled to annual paid leave. However, the case for idleness does not change, so the order of vacations for employees is established by a special vacation schedule. This approach allows both the interests of the organization and the interests of employees to be respected. After all, it will be disastrous for business if all employees want to go on vacation at the same time. The vacation schedule is mandatory for the employer and employees of the organization (Article 123 of the Labor Code of the Russian Federation).
To avoid misunderstandings related to the timing of vacations, after drawing up the schedule, it is better to familiarize employees with it against their signature. This approach will avoid possible disputes. To do this, it makes sense to attach an introductory sheet to the schedule, in which each employee will sign and indicate the date of familiarization with the document.
In practice, a unified form No. T-7 is used to draw up a schedule. It is also not forbidden to use a self-developed form. In any case, the schedule must be signed by the head of the human resources department and approved by the director of the organization.
How to approve the vacation schedule for 2020
This can be done by a separate order from the manager on company letterhead (there is no mandatory or unified form). However, it is not formally required: the manager’s signature in the “I approve” field of the schedule form is sufficient.
Once approved, the vacation schedule for 2021 becomes mandatory for both the employer and employees.
For more information about all this, see “How to draw up and approve a vacation schedule for 2021.”
Read also
23.04.2020
Vacation schedule form
There is no required form for the vacation schedule. The employer has the right to use:
- independently developed form;
- unified form T-7 (approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).
in Excel (form T-7).
in Word (form T-7).
When developing your own vacation schedule form, it is not recommended to reduce the amount of information about vacations provided in the T-7 form in order to avoid claims from inspection authorities.
The procedure for applying the vacation schedule
Work on the preparation of this document should begin at the end of the year preceding the planning year.
The heads of each division of the company survey their subordinates about their expectations regarding vacation. After this, they determine the number of personnel required so that the enterprise can always operate as usual. By comparing this data, department heads distribute periods of annual leave for the next calendar year.
They submit their schedules to the enterprise’s personnel service, which draws up a company-wide vacation plan. It must be remembered that there are categories of citizens who have preferential rights when determining rest time. It is also necessary to take into account the vacations of new employees, since they are provided strictly at a certain time and are not subject to a schedule.
For registration, you can use a vacation schedule form according to the unified form T-7 or a document developed by the enterprise in accordance with its own needs. Many specialized HR programs include a standard form.
The legislation establishes a mandatory requirement that this employee rest time plan for the next year must be approved at least 2 weeks before the end of the current year.
The vacation schedule form must be available for review by every employee of the enterprise, up to its director. After viewing it, in the appropriate column, all employees put their signatures and the actual dates of signing.
Sample of filling out the unified form T-7
If you decide to draw up a vacation schedule using the unified T-7 form, it must be signed by the head of the personnel department. The vacation schedule is finally approved by the head of the company.
In the header of the form, you need to fill in the required details: name of the organization, date of compilation, year for which the vacation schedule is drawn up, then there must be the signature of the manager and a note that the opinion of the trade union body has been taken into account.
The vacation schedule itself consists of a table with 10 columns:
- structural subdivision;
- the position of the employee, as indicated in the staffing table;
- Full name of the employee;
- employee personnel number;
- number of calendar days of vacation;
- planned vacation date;
- actual start date of vacation;
- the basis for transferring vacation, if any (for example, an employee took sick leave during vacation);
- date of intended vacation;
- notes.
Should employees be made aware of the final vacation schedule? The form is approved only by management; the employer does not have such an obligation by law (Article 123 of the Labor Code of the Russian Federation). However, it is better to familiarize workers with the schedule with their signature. For example, this can be done in a familiarization sheet or in a log of familiarization with local acts.
What categories of employees are not taken into account when drawing up the vacation schedule? Typically, such employees include those who are not entitled to leave next year or who will obviously not take advantage of the leave: for example, employees who work under civil contracts or are on maternity leave.
Consider the fact that the employee vacation schedule should be approved in advance: for the next calendar year, the schedule must be signed no later than two weeks before the start of the calendar year, that is, in fact no later than December 17. Employees must also be notified of the start date of leave no later than two weeks before it begins.
Sample of filling out a vacation schedule using the unified form T-7:
Why do you need a vacation schedule?
This document must be drawn up not only because it is a requirement of current legislation, but also to ensure the continuous operation of the company and to prevent production stoppages.
The schedule relates to local regulations and is usually developed at the end of the next calendar year. The document is drawn up by the HR department, which works closely with department heads.
The latter interview their subordinates about their desired vacation dates for the next year. If there is a large number of workers, it is advisable to start drawing up a schedule in the fall.
The schedule must contain all employees with whom employment contracts have been signed, including management personnel.
According to the Labor Code, the document must be approved no later than 2 weeks before the end of the year.
The employee can familiarize himself with it later, the main thing is to comply with the condition of accepting it at the appointed time. Attention! For some workers, there are benefits that are expressed in their priority when choosing rest time.
However, the right to such a benefit must be established in advance by presenting supporting documents. This right may be specified in the employment contract, collective agreement or vacation regulations. All types of leave must be included in the schedule - annual paid leave, additional leave due to special working conditions, as well as rest periods not used in previous years.
Employees who have unused vacations should be especially careful. By law, rest time must be used within 1.5 years. And if they were unable to do this over the past year, then they only have six months left, after which this time will burn out. In addition, if such a situation is detected, the labor inspectorate may impose fines on the employer.
Attention! The employee must be notified 2 weeks before the scheduled vacation. In this case, he does not need to write an application for leave. It is written, as a rule, if the employee is not on the schedule or the vacation is taken at a different time.
To create a vacation schedule, the standard T-7 form is usually used. Computer programs for accounting and personnel, as a rule, already contain it, and to draw up the document you only need to indicate the start dates of the vacation.
Storing vacation schedules
Vacation schedule - form T-7 must be kept in the organization for the legally established periods. From 02/18/2020, its storage period in the company’s archive was increased from one year to 3 years (Article 453 of the list, approved by order of the Federal Archives of December 20, 2019 No. 236). In this case, the storage period begins to run from January 1 of the year following the year for which the schedule was published (this follows from the order of the Federal Archive of December 20, 2019 No. 237).
Thus, the vacation schedule for 2021, approved in December 2020, expires on December 31, 2021, therefore, it must be maintained during 2022-2024.
Vacation schedules with an expired storage period and other similar documents are destroyed in accordance with acts of document destruction (clauses 2.2.5, 2.3.2, 2.4.5 of the Basic Rules for the Operation of Organizational Archives, approved by the decision of the Rosarkhiv Board of 02/06/2002).
Vacation scheduling
Drawing up a vacation schedule is provided for in Art. 123 Labor Code of the Russian Federation. This document determines the order of provision of paid leave to employees, and it is mandatory for both the employer and the employee. The vacation schedule ensures that employees have the right to annual rest. Drawing up a vacation schedule allows the employer to:
- arrange vacation in advance and pay vacation pay;
- find a replacement for an employee going on vacation;
- control the timely provision of vacations to employees and prevent the accumulation of unused vacation days.
When drawing up a vacation schedule, it should be taken into account that some employees have the right to use vacation at a time convenient for them. If the employee has a choice, it is recommended to obtain a statement from the employee when creating the schedule about what time he would like to go on vacation. If, when drawing up the vacation schedule, the employee’s wishes indicated in his application were taken into account, then the vacation time can subsequently be changed only by mutual agreement of the parties.
To find out who has the right to choose a convenient time for vacation, read the article “Vacation schedule - form and sample for filling out in 2021.”
If the vacation schedule is approved, but the employee is not satisfied with the vacation time established there, he can ask to change the vacation dates. To do this, the employee must write an application for vacation on dates other than those included in the vacation schedule. If the employer does not object to the postponement of vacation, then appropriate changes are made to the vacation schedule.
Read here how to make changes to your vacation schedule.
For the absence of a vacation schedule, the employer may be held administratively liable under clause 1 of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation, which provides for a fine for the first violation:
- for officials - from 1,000 to 5,000 rubles;
- for individual entrepreneurs - from 1,000 to 5,000 rubles;
- for legal entities - from 30,000 to 50,000 rubles.
In case of repeated violation, the fines increase significantly, amounting to (clause 2 of article 5.27 of the Code of Administrative Offenses of the Russian Federation):
- for officials - from 10,000 to 20,000 rubles. (their disqualification for a period of 1–3 years is also possible);
- for individual entrepreneurs - from 10,000 to 20,000 rubles;
- for legal entities - from 50,000 to 70,000 rubles.
The presence of a vacation schedule and its compliance is checked by the labor inspectorate.
