What you need to know for the correct scheduling of vacations

A vacation schedule is a document according to which working citizens are granted annual leave. In part 2 of Art. 123 of the Labor Code of the Russian Federation states that it is mandatory. The schedule must be approved no later than 14 days before the start of the new calendar year (Article 123 of the Labor Code of the Russian Federation). The organization is obliged to provide the employee with vacation, and the employee must “take it off” exactly during the period specified in the document. For untimely drawing up of the schedule, the enterprise faces fines and administrative liability.

Chart shape

The standard form of the document was approved by the Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1 “On approval of unified forms of primary accounting documentation for accounting for labor and its payment”, explanations are also given on how to fill it out.

The graph consists of a requisite and a tabular part. The requisite indicates the name of the enterprise, OKPO code, document number, date of compilation and the calendar year for which it is being prepared.

The basis for the preparation of the document can be both personal statements of employees and the order of the head, taking into account the wishes of employees. During the calendar year, changes may be made to the act by issuing an order or approving an application.

The data in the tabular part can be grouped alphabetically, according to subordination or according to the order in which vacations are granted.

When filling in the column "Number of calendar days", you should indicate the total number of days of annual leave, including additional days. Also, by agreement of the parties, the rest can be divided into parts, each of which should not be less than 14 days.

How to make a schedule

At an enterprise with a large number, it will be more convenient to draw up an act for each structural unit separately, then combining it into a common summary document. In an organization with a small number of people, you can get by with one document.

You should find out when it is more convenient for employees to go on vacation. The legislation of the Russian Federation distinguishes a group of persons whose leave the employer is obliged to provide at their request, regardless of the length of service in the company:

• minors (Article 267 of the Labor Code of the Russian Federation);
• women before or after maternity leave (Article 260 of the Labor Code of the Russian Federation);
• an employee whose wife is on maternity leave (Article 123 of the Labor Code of the Russian Federation);
• a part-time job leaving to rest at the main place of work (Article 286 of the Labor Code of the Russian Federation);
• spouses of military personnel - if desired, at the same time as the vacation of military personnel (Article 11 of the Federal Law of May 27, 1998 No. 76-ФЗ “On the Status of Military Personnel”);
• persons affected by the Chernobyl disaster (Articles 14, 15, 17 of the Law of the Russian Federation of May 15, 1991 No. 1244-1), etc.

Granting holidays to other employees is carried out on the basis of Art. 121 of the Labor Code of the Russian Federation. An employee can exercise his right to the first annual leave after working 6 months in the organization.

The unified form of the T-7 vacation schedule contains 10 columns.

Before approval of the act, columns 1-6 must be completed.

Column 4 "Personnel number" is filled in if employees are assigned personnel numbers.

The names of units and positions of citizens working in the organization in the document must comply with the approved staffing table.

Columns 7-10 should be completed after the employee has used the vacation. It is important to know that the actual vacation date is entered after it ends. The basis for the employee's departure is an order to grant leave.

Columns 8 and 9 are filled in if the date of rest is postponed. Data is entered into them on the basis of the employee's application and the issued transfer order. Article 123 of the Labor Code of the Russian Federation defines the possibility of transferring annual leave. For example, when notifying an employee about his start later than the statutory deadline, violation of the deadlines for paying vacation pay, as well as in case of serious losses that threaten the company as a result of the absence of the employee.

The “Note” column is filled in if the employee was not granted leave, was extended, or the employee was recalled, to indicate the grounds for granting leave in excess of 28 days, as well as in other cases.

Based on the relevant documents, the employer can enter additional details and columns into the T-7 form. For example, a column for familiarizing the employee with the act can be added. But even in the absence of such an addition, the employer is obliged to notify the employee of the upcoming vacation 14 calendar days before it starts. Thus, the vacation schedule for 2014 must be approved no later than December 17, 2014.

After the approval of the document, it becomes mandatory for both parties to the employment relationship.

Is it necessary to familiarize employees with the vacation schedule

According to the Labor Code of the Russian Federation, the employer is not obliged to acquaint employees with this document. The main thing is to notify the employee about the start of the holiday using a notification that requires his signature (Article 123 of the Labor Code of the Russian Federation). Consequently, the employee learns about the date of his vacation not from the schedule, but from a special notice drawn up and approved by the employer.

What should be considered when scheduling vacations?

• the requirements of labor legislation relating to certain categories of working citizens, obliging them to provide rest at a time convenient for them;
• wishes of the employees themselves;
• opinion of the elected trade union body;
• the importance of ensuring the correct operation of the enterprise.

Fixing the vacation schedule in the regulations of the organization

To prevent disputes regarding the exercise of the right to rest, the schedule can be fixed by local regulations. To this end, the collective labor agreement or internal labor regulations indicate all stages of the preparation of the document - from filling out the "questionnaire" to notifying the employee about the start of the annual leave.

What threatens the lack of a schedule or its design inappropriately

An incorrectly executed act creates problems when calculating vacation pay, disrupts the production process, and makes it difficult to find a replacement for a departing employee.

Violation of the terms for the approval of the document, as well as its absence, entails the application of penalties, as it is an administrative offense (Article 5.27 of the Code of Administrative Offenses of the Russian Federation). A fine of 1,000 to 5,000 rubles may be imposed on an official, a fine of 30,000 to 50,000 rubles or a suspension of activities for up to 90 days may be imposed on a legal entity, a fine of 1,000 to 5,000 rubles or a suspension of activities for a period of up to 90 days may be imposed on entrepreneurs without forming a legal entity.

Common mistakes made in the vacation schedule:

• violation of the deadlines for compiling the document;
• failure to provide the categories of employees defined by legislation with the right to rest at a time suitable for them;
• the absence of part-time workers in the schedule with their actual presence in the organization;
• ignoring the wishes of employees regarding the date of vacation;
• violation of the terms for granting holidays specified in the document;
• the absence in the act of changes related to the admission of new employees.

Are the wishes of the employee important when drafting the document?

To avoid labor disputes, it would be advisable to draw up a questionnaire. It can indicate the surname and initials of each employee, position, start and end date of the vacation period (or parts thereof), the signature of the employee and the date of completion.

If it nevertheless happened that the vacation dates in the schedule and in the questionnaire differ, you can obtain written confirmation from the employee of his agreement with the specified vacation period.

Rescheduling rest time

The employer does not have the right to refuse to grant annual leave to an employee. In exceptional cases, it can be transferred to another time convenient for the employee, but only with his consent. But under any circumstances, the employee must exercise the right to rest no later than 12 months after the end of the working year for which the leave should be granted. If he agrees to postpone the vacation time, the employer issues an appropriate order. If the transfer is refused, the employee goes to rest during the period specified in the schedule.

If the initiative to postpone the vacation period comes from the employee, he must write a statement indicating the reasons that led to the change in date. In this case, the consent of the employer is required to transfer the vacation time.

In accordance with Art. 124 of the Labor Code of the Russian Federation, the vacation period is postponed or extended in case of illness of the employee, confirmed by a certificate of temporary disability, the performance by the employee during the rest of state duties (if these duties, according to the law, provide for exemption from work), as well as in other cases established by law.