How to make a vacation schedule

Scheduling vacations is a familiar and pleasant procedure for employees. Therefore, this process is usually treated simply as a familiar way of planning vacation time for the next year.

In fact, the procedure for compiling such a schedule strictly regulated and is subject to strict control by labor protection authorities. If this is not done strictly on time and in the required format, the employer risks being fined. The amount of the fine is 30,000 - 50,000 rubles. In addition, it is possible to suspend activities for up to 90 days.

In the absence of a schedule, penalties are provided not only for the organization as a whole, but also for officials responsible for compiling. The director and head of the personnel department can be fined 1,000 - 5,000 rubles.

Procedure and nuances of registration

In order to correctly draw up a schedule, as a rule, the following applies: sequencing. First, information is collected regarding the wishes of employees about the timing of vacations.

Employee personnel department draws up a preliminary plan, adjusts it in accordance with the business need, takes into account the requirements of the legislation on this issue. After that, the necessary coordination is carried out with the heads of departments, the finished schedule is signed by the head of the personnel department and sent for approval to the director of the enterprise.

According to labor law, the mandatory annual must be at least 28 calendar days long. Depending on the internal regulations of the organization, the specifics of the industry and working conditions, this time may be increased.

Additional employee rights in terms of vacation can be divided into two categories:

1. vacation duration;
2. choice of timing.

These are the employees:

• Who have an irregular working day. In this case, the vacation must be increased by at least 3 days.
• Workers in hazardous and/or hazardous industries. They should have increased rest time in accordance with labor standards.
• Working in the Far North;
• Teenagers under 18 years old. They are granted leave of 31 calendar days.

Employees who are entitled to additional vacation time due to working conditions are entitled to take part of it in the form of payment.

But this is possible only for that part of the additional rest, which exceeds seven days, established by law as a mandatory minimum for this type of vacation.

• External part-timers;
• Teenagers under 18;
• Pregnant women leaving for;
• Husbands of women who are on maternity leave may be granted leave for the same period upon their request.

At the same time, the maximum duration of paid leave is not established by law, therefore, it can be arbitrarily increased at the discretion of the employer or in accordance with the business need.

Filling out the T-7 form

For scheduling, use of the T-7 form. The legislation does not oblige the employer to use it unchanged, it is permissible to edit it in compliance with the presence of all necessary fields.

Vacation schedule form T-7

You can add additional columns that are required for the convenience of maintaining a schedule, or do not use unnecessary ones, for example, a field for personnel numbers of employees, if there is no such practice at the enterprise, and employees have not been assigned personnel numbers.

Before drawing up the schedule, you must fill out the header. It contains the data of the organization, its name, position and surname of the head.

The following is information about the document itself. This is the number, date of compilation and for which year the schedule was drawn up. According to the requirements of the legislation, the vacation schedule must be drawn up and approved 2 weeks before the beginning of the year for which it is drawn up, therefore, it should be borne in mind that the date that violates these deadlines cannot be indicated as the date of compilation.

Since the vacation schedule is a consolidated document drawn up in a single copy, it usually has a document number of 1, although this depends on the business rules adopted by the enterprise.

Often, in order to make adjustments to the original version, they resort to drawing up a new schedule with changed data and, accordingly, assign it the next serial number. This is not correct, since the presence of two or more valid vacation schedules for one calendar year forbidden.

What you should pay attention to for the correct scheduling of vacations is discussed in the following video tutorial:

1. Structural subdivision- the name of the department is indicated according to the staffing table.
2. Job title- written in full, abbreviations are not used.
3. Full Name- is also indicated in full.
4. Personnel Number- this column is filled out only if such a practice is used in the organization, and employees are assigned personnel numbers during employment.
5. Number of calendar days- indicates the total number of calendar days of paid leave that the employee is entitled to. If the vacation is divided into several parts, a separate line should be used for each part, which indicates the number of days of this particular part of the vacation. Only continuous leave is recorded on one line.
6. Scheduled date- in our example, the start and end dates of the vacation are indicated. This is done only for convenience and clarity, in fact, you can only specify the start date of the vacation, and the end date will already be obvious from the number of days in the next column, so you can not write it.
7. actual date- filled out during the year, at the time of the actual departure of the employee on vacation.
8. The basis for the transfer of leave- if changes are made to the schedule, a document is required on the basis of which it is permissible to do this (this may be a statement from an employee or an order from an employer).
9. Date of intended vacation- filled out during the year, if there is a need to make changes.
10. Note– is used for any explanatory marks required in the chart.

For example, from our sample, we see that Antonina Petrovna, the chief accountant, has a scheduled number of vacation days that is different from the standard 28 days of annual paid vacation. Since this fact requires clarification, in the notes we see that under the employment contract Antonina Petrovna provides for an irregular working day (which gives the right to at least 3 additional days for vacation), and there is also unused vacation for the past year in the amount of seven days.

Compilation nuances

If the usual practice of the organization requires familiarization of the employee under painting, it is permissible to add additional columns to the above option. For example: "Signature", "Decryption", "Date of acquaintance" and so on.

If there is a trade union organization within the enterprise, then the schedule must be agreed with the trade union before approval. A mark on agreement with him may not be on the finished vacation schedule only if there is no such association of workers in the organization.

Labor law does not oblige the employer coordinate or otherwise provide the employees with a final vacation schedule for review. Many organizations carry out familiarization against signature simply in order to obtain confirmation from employees that they agree with the proposed option and are informed of the start date of the vacation. Actually this is not required. The Labor Code requires the employer only to inform the employee about the start of the vacation two weeks before it starts and to accrue vacation pay no later than three days in advance. Everything else is at the discretion of the management of the organization.

It often happens that due to production needs during the calendar year, the employee is not able to provide leave. Either it was provided, but it was necessary to interrupt it and call the employee to work. In this case, the unused vacation time must be provided later at the request of the employee.

It should be especially noted that the absence of rest for any of the employees within two calendar years is unacceptable. During this time, it is imperative to give the opportunity to go on vacation at least once and for a period of at least two weeks.

The remaining unused vacation time from the previous year must be included in the schedule for the next year. In this case, the days remaining from the previous year are added to the number of days for the current year and are indicated in the chart as a total amount. In the notes field, a note is made that there is unused vacation and the number of calendar days added for this reason is indicated.

The rules for compiling in the 1C ZUP 2.5 software are set out in the following video:

Making changes to the schedule

The scheduling form allows changes to it, for this separate columns are provided to indicate the actual date the employee went on vacation and the reason for its postponement.

Initiator can be either an employer or an employee.

The legislation reserves the right for the management of the organization to adjust the time for employees to go on vacation if the original schedule violates the efficiency of work. In this case, changes are made by ordering the head to change the start date of the vacation or even to call the employee from the vacation that has already begun.

If changes in the schedule are required by one of the employees, then this is formalized through an application addressed to the head.

Based on these documents, adjustments are made to the schedule, the date of the actual departure of the employee on vacation and the document that served as the basis for its transfer are indicated.

Particular attention should be paid to those cases where release date moved holiday employee. The reason may be a sick leave issued after going on vacation or non-working holidays that fall during the vacation. In this case, the employee's vacation time increases, but there is no need to make changes to the schedule, since the actual departure date does not change, only the return date changes.

Vacation time can be divided at the request of the employee into several parts, but so that at least one of them is not less than two weeks.

Additionally, you need to pay attention to the fact that if during the year an employee's vacation period for more than 14 days was interrupted for administrative leave without pay or for disrespectful reasons, then this time is deducted from the vacation period.

The storage period for the vacation schedule is one year from the moment it ends, that is, it is stored for the year following the year for which it was drawn up.