Sample annual leave schedule. Making a vacation schedule

The larger the company, the more difficult it is to draw up and agree on a consolidated vacation schedule. We'll tell you how to correctly fill out the unified T-7 form, where to download a sample, and what to do if the exact date of going on vacation is not known in advance.

How to fill out the T-7 vacation schedule form (download sample)

The document is prepared in three stages. Some employers annually issue an order to develop a vacation schedule. However, there are no legal provisions requiring this to be done, so the first stage of the procedure is usually filling out a form based on the information collected.

Stage 1. Filling

Start with a table. Consistently enter information about employees, including external and internal part-time workers.

Please indicate in the appropriate columns:

1. Name of the structural unit (column 1).
2. Job title according to staffing table(column 2).
3. Last name, first name and patronymic of the employee (column 3), as well as his personnel number (column 4).
4. The total number of days of rest provided, including those not used in previous periods (column 5).
5. Planned start date of vacation (column 6).

Enter dates in numbers, in the format “dd.mm.yyyy”.

Question answer

Is it possible to indicate in the vacation schedule not specific dates, but the month of the intended vacation?
Nina Kovyazina, HR policy expert, tells

If you draw up a vacation schedule using the unified form No. T-7, then you must enter vacation data into it in accordance with the columns of this form (Decree of the State Statistics Committee dated January 5, 2004 No. 1). And in column 6 the “planned date” of going on vacation is indicated. Therefore, when compiling...

The remaining columns remain empty and are filled in as needed - for example, if annual leave is postponed to another time. Column 10 contains notes about the reasons for the transfer, the availability of benefits and other circumstances affecting the timing and procedure for the employee to go on vacation.

Stage 2. Approval

Completed vacation schedule (the form can be downloaded for free ) is submitted for approval to representatives of the trade union, if there is one in the organization. The procedure takes place in accordance with Art. 372 of the Labor Code of the Russian Federation is in order, and any disagreements that arise are discussed during negotiations until the parties reach a consensus.

The standard form has a special field for marking approval:

If there is no trade union, the document is immediately submitted to the head of the organization for approval.

Stage 3. Approval

The agreed schedule should be finalized and approved.

First fill out the header:

• Enter the current date and registration number of the document.
• Enter the full name of the organization without abbreviations or abbreviations.
• Enter the OKPO code.
• Indicate the calendar year for which the schedule is drawn up.

Then certify the document with the signatures of the head of the human resources department (at the bottom of the form) and the head of the organization (at the top of the form).

From this moment on, the vacation schedule is considered approved. This is what a completed and certified vacation schedule looks like, approved without agreement with the trade union:

Note! The schedule is stored for a certain time. Find out how many months >>

The law requires that each employee be notified of annual leave at least two weeks in advance. The form of notification can be different - from sending electronic or paper notifications to developing your own schedule template with additional columns for employee signatures. Such clarifications can be found in the letter of the Ministry of Labor dated July 30, 2014 No. 1693-6-1, as well as paragraph 4 of the letter of Rostrud dated March 22, 2012 No. 428-6-1.

Download this useful document:

Annual approval of the vacation schedule is a routine procedure, mandatory for everyone. To draw up a document correctly and on time, use a convenient template - unified form No. T-7 with a table for the main types of data. Everyone - both employees and employers - must comply with the agreed and approved schedule. But if circumstances require you to reschedule your vacation, be sure to make the appropriate notes in the table.

Working citizens have the right to paid leave, which is provided for by current legislation, namely Article 115 of the Labor Code of the Russian Federation. Leave is granted for a period of at least 4 weeks, and the order of departure of employees is determined in accordance with a pre-established schedule.

The document is created for the dynamic work of the team throughout the year, and is also a source of information for employees, as it allows them to find out about the exact date of vacation.

Application in office work

A schedule is a normative document that is approved by the head of the organization. The presence of the document is mandatory, since it is mentioned in Article 123 of the Labor Code of the Russian Federation. Registration is carried out using standard unified T-7 forms. It is prohibited to eliminate the columns and lines existing in the template, but they can be supplemented if necessary.

The preparation of the regulatory document is personally carried out by the head or head of the personnel department. The head of the HR department approves the schedule with his signature, and it is also signed by the heads of structural divisions. The head of the organization certifies the drawn up act, coordinating the terms specified in it with the representative body of the enterprise’s employees.

Attention! The issuance of a special order for approval is not provided.

The document is approved at least 2 weeks before the calendar year in which the vacation will be granted.

Management must inform employees of the intention to grant leave at least 14 days before the planned date.

It is allowed to make changes to the schedule in case of postponement of vacation, which is done on the basis of Article 124 of the Labor Code of the Russian Federation. The basis for the transfer can be a statement from the employee, which is the reason for issuing a corresponding order for the organization.

Conditions for entering information into columns

• The necessary data is entered into the T-7 form, the form of which is approved by the State Statistics Committee of Russia. The following types of leave are taken into account:
• annual;
• additional paid (annual);

unused.

• The work of filling out the schedule begins with the HR employee entering information into the first 6 columns. The following instructions should be taken into account:
• Column 2 – employee position indicated in the staffing table;
• Column 4 – indication of personnel numbers; if none are assigned, then the column is skipped;
• Columns 7-9 - the personnel officer fills out in handwritten text, noting the employees going on vacation. After the employees return, the corresponding notes are made in column 7;

Column 8 – indicates the document that is the basis for transferring the vacation.

• It must be taken into account that the organization may have employees who have the right to go on vacation at a time when they deem it necessary. The starting date for them is entered in column 6, and if it is subject to changes, then they are entered in columns 8-9.
• heroes of Russia - law No. 4301-1;
• honorary donors of Russia - law No. 5142-1;
• workers under 18 years of age - Article 267 of the Labor Code of the Russian Federation;
• men during their wife’s pregnancy – Article 123 of the Labor Code of the Russian Federation;
• spouses of military personnel can request leave during the same period as their husbands - Law No. 76 Federal Law.

The manager has the right to add column 11 to the form, in which each employee will sign, confirming the fact that he knows the start date of the vacation. Along the way, you can create notifications that are used as attachments, as well as make certain changes regarding the date of leave based on the employee’s application.

The general structure of the regulatory document is as follows:

1. structural subdivision;
2. specialty, position;
3. Personnel Number;
4. number of calendar days;
5. planned date of leave;
6. actual date of leave;
7. basis for transfer, document;
8. date of expected care upon transfer;
9. note.

How to correctly draw up this schedule is shown in the following video:

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Filling scheme

Development is carried out using one of 2 approaches:

1. Real approach mainly used in large enterprises with more than 1000 employees. The idea is to approve a document that excludes the possibility of an employee refusing leave.
2. Formal approach, consists in drawing up a normative document presented exclusively to inspection authorities. This scheme is relevant for companies with a small staff. For organizations that provide leave on demand, a pre-formed schedule is inconvenient. Such a document, in case of verification, is promptly brought into line with the real state of affairs.

Categories of employees entitled to extended leave

When starting to fill out the schedule, you should take into account the duration of the vacation. Most workers have the right to rest for 28 days, but there are a number of exceptions that the person filling out the form should be aware of:

• employees with irregular working hours - if this is specified in the employment contract, then in accordance with Article 119 of the Labor Code of the Russian Federation, the employer is obliged to increase the duration of vacation by at least 3 days. The exact number of days is indicated in the contract and local regulatory documents of the company;
• minors can take a vacation of 31 days - the basis is Article 267 of the Labor Code of the Russian Federation;
• employees performing duties in hazardous, hazardous production conditions have the right to additional leave - Article 117 of the Labor Code of the Russian Federation.

It is necessary to take into account that employees working on the basis of a civil law agreement are not included in the T-7 form, since they are not subject to labor law, as specified in Article 11 of the Labor Code of the Russian Federation.

Schemes for including different categories of employees in the schedule

There are differences in the rules for filling out the form and granting leave for first-year employees and other team members. Vacation for the first year can be granted only by agreement with the administration of the organization. The following operating scheme is used:

• employee submitting an application;
• order for granting leave - form T-6;
• order to amend the T-7 form;
• calculation note - form T-60;
• filling out a personal card (T-2), personal account (T-54);
• actual introduction of changes to the T-7 schedule.

Other employees who have been working in the organization for a long time write in advance an application for planning a vacation, the date of which is immediately reflected in the draft schedule T-7.

It is necessary to take into account that only calendar days fit into the schedule, that is Holidays and weekends are not taken into account. The personnel officer must study in detail the period during which the employee plans to be on vacation and subtract weekends and holidays from the total number of actual days in the month. The specified days are added from the next month, and only calendar dates are taken into account (without Saturdays, Sundays, holidays).

Filling rules

After completing all the formalities, you can proceed directly to filling out the form, compiled in alphabetical order or by subordination of the personnel. After filling out personal information (position, specialty, personal data, personnel number), enter information about the number of days, summing up the paid, additional and unspent vacation period for previous years.

When summing up the days, it is necessary to take into account that the vacation period unspent during the previous period can only be used within the next 12 months.

When the tabular part of the schedule is approved, columns 1-6 must be filled out, indicating in addition to personal information the number of vacation days and the specific date chosen by the employee and agreed upon by the administration. Filling out columns 7-10 is carried out in the process of employees using up their vacation. Column 7 will be filled in at the very end; after the end of the vacation, its actual date is indicated.

Information is entered into columns 8-9 if a decision is made to postpone the vacation; a new date is noted in them, and the document that is the basis for the changes is indicated. If the employee transferred the vacation to another calendar year or refused it, then this information is indicated in column 10. Also in the notes it is noted in connection with which the employee was granted a vacation lasting more or less than 28 days.

Personnel employees, when filling out the form, must take into account the interests of the organization in which they work. It is important to draw up a schedule taking into account vacation pay. This indicator varies depending on the number of working days in a month.

When working on drawing up a regulatory document, it is necessary to study in detail the personal files of employees, which will allow us to take into account all the benefits to which they are entitled when providing paid leave. It is necessary to begin work on filling out the form in a timely manner in order to warn employees in advance. It is important to understand that even after the schedule is finalized, it will change regularly, since some team members may change their plans for objective reasons. Adjustments are made only with the agreement of all parties and are approved by an additional order signed by the head of the organization.

The vacation schedule is a document mandatory for both the employer and the employee. It is approved no later than two weeks before the start of the year for which this schedule is drawn up (Article 123 of the Labor Code of the Russian Federation), i.e. no later than December 17. The vacation schedule for 2021 had to be approved no later than December 17, 2020.

Vacation schedule: how to draw it up correctly

Some accountants are wondering: how to create a vacation schedule? In fact, the preparation of this document should not cause any particular difficulties. But when drawing up a vacation schedule, you need to take into account some nuances.

Vacation schedule: registration rules and changes

When preparing a vacation schedule for the next calendar year, it first makes sense to agree on the vacation time of those employees who are entitled to it at a time convenient for them.

• husbands whose wives are on maternity leave (Article 123 of the Labor Code of the Russian Federation);
• part-timers. The fact is that this category of workers must be granted leave at the same time as leave at their main place of work (Article 286 of the Labor Code of the Russian Federation);
• minor workers (Article 267 of the Labor Code of the Russian Federation);
• honorary donors of Russia (clause 1, clause 1, article 23 of the Federal Law of July 20, 2012 N 125-FZ);
• spouses of military personnel planning a vacation at the same time as their spouse (clause 11, article 11 of the Federal Law of May 27, 1998 N 76-FZ);
• Chernobyl victims (clause 5 of article 14 of the Law of the Russian Federation of May 15, 1991 N 1244-1).

It is better to collect statements from such employees in which they indicate their wishes regarding vacation dates. These statements will confirm that you have indeed provided these employees with leave at a time convenient for them. But it is worth keeping in mind that the employee may subsequently change his mind and change the desired vacation time. In this case, it also makes sense to obtain a corresponding statement from the employee.

What to include in your vacation schedule

Our table will help you understand how the vacation schedule is drawn up and what is reflected in it:

What to show in graphics	A comment
A list of employees	The schedule reflects absolutely all employees with whom an employment contract has been concluded.
Number of vacation days	The number of vacation days that a particular employee is entitled to claim is indicated. It is best to indicate all vacation days due to the employee. To do this, sum up the days (days for the year for which the vacation schedule is drawn up, and days not taken off for previous years) and days allotted to the employee in accordance with the law and/or on the basis of a collective agreement/local regulation (Article 120 of the Labor Code of the Russian Federation).
Estimated start date of vacation	Here you can reflect either a specific date or simply the month in which the employee will go on vacation. However, if only the month is specified, the employee will then need to write a vacation application indicating a specific date. If the date is indicated in the vacation schedule initially, and the employee goes on vacation strictly according to the schedule, then such a statement will not have to be written. By the way, if only a month of vacation is noted in your schedule, then we recommend that you stipulate in the local regulatory act (LNA) that the employee must submit an application for vacation indicating a specific start date no later than two weeks before going on vacation. Firstly, this is necessary so that the employer has time to notify the employee about the upcoming vacation (Article 123 of the Labor Code of the Russian Federation). And, secondly, so that the accounting department has time to calculate and pay vacation pay in a timely manner (Article 136 of the Labor Code of the Russian Federation).
Possibility of dividing vacation into parts	The schedule can be supplemented with a corresponding column in which employees will sign, giving their consent to leave in parts. It is important to remember that at least one part of the vacation must be at least 14 calendar days (Article 125 of the Labor Code of the Russian Federation)

Vacation schedule:

The employer has the right to develop its own form of vacation schedule. This form must be attached as an annex to the accounting policy. Or you can use the unified form T-7 “Vacation Schedule” (approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 N 1).

Vacation schedule: form

If you still decide not to develop your own vacation schedule form, then you can download the unified vacation schedule form.

Order on vacation schedule: sample

It is not necessary to issue an order to approve the vacation schedule as a separate document. After all, the signature of the head of the organization/individual entrepreneur, approving the vacation schedule for the next year, is placed on the schedule itself.

True, an employer can issue, for example, an order obliging department heads to collect and submit data on vacations of employees subordinate to them in order to prepare a unified vacation schedule.

Approval of the vacation schedule

The vacation schedule is approved by the head of the organization or individual entrepreneur. Moreover, if there is a trade union, the employer must take its opinion into account when approving the vacation schedule for the next year (Article 123 of the Labor Code of the Russian Federation).

After the vacation schedule is approved by the manager, employees must be familiarized with this schedule. Otherwise, this document will not be binding for them (Articles 22, 123 of the Labor Code of the Russian Federation). It is better to familiarize employees with the vacation schedule against signature. To do this, the schedule can be supplemented with the column “I have read the schedule (date, signature).”

Sample vacation schedule for 2020

When preparing your vacation schedule, you can use ours.

Making changes to the vacation schedule

An employer cannot predict all possible personnel movements a year in advance. For example, dismissal of employees, postponement of vacation or recall from it. Therefore, making various changes to the vacation schedule is inevitable.

Where are changes reflected in the vacation schedule?

To reflect changes, columns 7-10 of the unified vacation schedule form (form T-7) are used:

• Column 7 reflects the actual date the employee went on vacation;
• Column 8 indicates the document on the basis of which the planned start date of the vacation was postponed. Such a document, for example, can be an employee’s application with a request to postpone vacation, endorsed by the manager (Article 124 of the Labor Code of the Russian Federation);
• in column 9 you need to indicate the expected date of vacation. For example, if an employee decides to postpone his vacation to the period when his wife is on maternity leave;
• Column 10 reflects various notes.

By the way, it makes sense to supplement the vacation schedule with the column “I have read the changes,” in which employees will sign after making adjustments to this document. In addition, it is better to register the deadline for submitting an application to postpone the vacation in the LNA. Again, so that the accounting department can calculate and pay vacation pay to the employee on time.

Making additions to the vacation schedule

It happens that after the vacation schedule for the next year has been approved, new employees are hired. What to do with the schedule in this situation? The Labor Code does not oblige the employer to make any additions to the already approved vacation schedule. Those. Newly hired employees may be granted leave only on the basis of their application.

True, no one forbids supplementing the approved vacation schedule with information about vacations for new employees. This can be done by approving an additional vacation schedule containing information about the planned start date of vacation for new employees only.

How long should you keep your vacation schedule?

You need to store this document for a year (clause 693 of the List, approved by Order of the Ministry of Culture of Russia dated August 25, 2010 N 558)

Responsibility for the lack of a vacation schedule

The absence of a vacation schedule threatens the employer with a fine in the amount (Part 1 of Article 5.27 of the Code of Administrative Offenses of the Russian Federation):

• from 30,000 rub. up to 50,000 rub. for the organization itself, from 1000 rubles. up to 5000 rub. - for its officials;
• from 1000 rub. up to 5000 rub. for individual entrepreneurs.

Vacation on the time sheet

The specific vacation code in the working time sheet (form No. T-12 or form No. T-13, approved by Resolution of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1) is indicated depending on the type of vacation:

Type of vacation	Letter code	Numeric code
Annual basic paid leave	FROM	09
Annual additional paid leave	OD	10
Unpaid leave granted to an employee with the permission of the employer	BEFORE	16
Leave without pay, which the employer is obliged to provide to the employee upon his application by virtue of law	OZ	17
Additional annual leave without pay (for example, provided for by a collective agreement)	DB	18
Maternity leave/adoption leave	R	14
Parental leave until the child reaches the age of three	coolant	15
Paid study leave	U	11
Unpaid study leave	UD	13

The time sheet is marked with either an alphabetic or a numeric code - you do not need to indicate both codes.

Vacation on the time sheet: sample

Let's look at an example of how vacation is reflected in a time sheet.

Example. Worker Petrova E.F. annual basic paid leave was provided for 7 calendar days from April 8, 2019. On page 2 of the timesheet in form T-12 for the first half of the month*, the entries for this employee will look like this:

1 2 3 5 6 48

Number in order	Last name, initials, position (specialty, profession)	Personnel Number	Notes on attendance and absence from work by day of the month
			1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total worked for the first half of the month
4
1	Petrova Elena Fedorovna, accountant	054	I	I	I	I	I	IN	IN	FROM	FROM	FROM	FROM	FROM	FROM	FROM	I
			8	8	8	8	8										8

The nuances of reflecting vacation in the time sheet

Speaking about indicating vacation days on the time sheet, it is important to note that:

• non-working holidays falling during the vacation period are marked with the letter code “B” or the digital code “26”. After all, such days are not included in the number of calendar days of vacation (Article 120 of the Labor Code of the Russian Federation);
• If an employee falls ill while on vacation, corrections may have to be made to the time sheet. For example, in a situation where an employee did not extend his vacation for sick days, but decided.

Download blank Vacation Schedule 2018-2019 47 kb. Word (doc).

Deadlines

The vacation schedule must be drawn up no later than two weeks before the start of the year. Until December 14 (16th Sunday) 2018 for 2019. This is the last date that can be there.

Fine

If you do not meet the deadline, the fine will be from 30,000 to 50,000 rubles.

Using or

Who to include

All full-time and part-time employees must be included in the schedule.

The schedule does not include employees with whom a civil contract has been concluded, because They are not entitled to leave.

Sample filling

Any changes to the schedule (if the employee left for another period, etc.) must be made in a timely manner, otherwise a fine of 50,000 rubles is also possible.

For the vacation schedule, a special form No. T-7 is provided, approved by Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

Download a sample of filling out the vacation schedule 2018-2019 47 kb. Word (doc, No. T-7).

Instructions

What information should be included in the graph?

The vacation schedule is a consolidated document; it is drawn up in one copy and is valid for one calendar year, which is why in practice it is assigned the number 1.

If an employee came to work in the first half of the year and does not intend to go on vacation this year, then there is no need to make changes to the vacation schedule. The right to the first vacation arises only after six months of work (Part 2 of Article 122 of the Labor Code of the Russian Federation).

Please note how the following details are filled in:

Name of company– indicated in full accordance with the constituent documents. If there is an abbreviated name, the full name is indicated, and then the abbreviated name in brackets.

Organization code– is entered in the coding zone as a number of eight characters according to the All-Russian Classifier of Enterprises and Organizations (OKPO)

Date of preparation. Indicated digitally. Dates are written in Arabic numerals in one line sequentially: day, month, year. It also indicates for which calendar year the schedule is drawn up.

The table below shows the rules for filling out the columns of the tabular part of the vacation schedule.

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Table column	Description of filling
Column 1 Structural unit	The names of structural units are indicated without abbreviations in full accordance with the staffing table.
Column 2 Position (specialty, profession) according to the staffing table	Name of the position (specialty, profession) without reduction from the staffing table
Column 3 Last name, first name, patronymic	Information is indicated without abbreviations
Box 4 Personnel number	The personnel number assigned upon admission is indicated, in accordance with the Personal Card or the admission order. In organizations where personnel numbers are not used, the column may not be filled in
Column 5 Vacation. Number of calendar days	The total number of calendar days provided to the employee is indicated. When calculating the total duration, additional leaves are summed up with the annual main leave.
Column 6 Vacation. Scheduled date	The date is indicated in full in the format 00.00.0000

Columns 7,8,9 are filled in later, in the next calendar year.

You can fill out the schedule either in alphabetical order or by the order of your planned vacation dates. But in the latter case, the names of employees who decided to split their vacation into parts will be repeated.

It is easier to group employees by the departments in which they work.

What duration of vacation should I indicate in the schedule?

Before filling out column 5 for all employees, determine how many vacation days employees are entitled to claim next year.

Minimum duration of leave. The duration of annual paid leave is 28 calendar days (Part 1 of Article 115 of the Labor Code of the Russian Federation).

Extended holidays. For some categories of employees, extended annual paid leave has been established (Part 2 of Article 115 of the Labor Code of the Russian Federation):

Along with the main annual paid vacations, the vacation schedule also takes into account additional paid vacations (provided to employees engaged in work with harmful and (or) dangerous working conditions, employees with a special nature of work, employees with irregular working hours, employees working in the Far North and similar areas, etc.)

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Vacation may be divided into parts by mutual agreement between the employee and the employer.

Moreover, at least one part of this vacation must be at least 14 calendar days.

Don't forget to include vacation days not used in previous years in your schedule.

Add unused vacation days from previous years to the vacation planned for the coming calendar year. For example, an employee is entitled to a vacation of 28 calendar days. In 2018, he used only 18 days, with 10 more left. Therefore, in the vacation schedule for 2019, the employee will not have 28 calendar days, but 38 days (28 + 10). In this case, in column 10 you need to make a note about the number of added days, for example “28 days. + 10 days in a year".

The Labor Code of the Russian Federation obliges both the employer and the employee to comply with the deadlines specified in the vacation schedule.

Sample filling: vacation schedule- this is a necessary document for any boss, and novice owners of structures often do not know how to draw it up and in what form to do it. In this regard, there are often search queries such as “filling out a vacation schedule” or, say, “drawing up a vacation schedule,” “vacation schedule form,” “vacation schedule form,” and others. It turns out that this topic, like any other related to filling out papers, is quite relevant and needs clarification.

Filling out the vacation schedule is carried out according to a unified, state-approved standard Form No. T-7 "Vacation Schedule", which is approved by our state, and is a unified form of primary documentation for recording wages, and labor itself in general. It is worth noting that the completed form is signed by the manager or an authorized person (but in this case the manager’s seal is still affixed).

Naturally, the question of how to draw up a vacation schedule correctly and how to ensure that filling out the vacation schedule is systematized remains quite relevant. In order for everything to be in order, it is important to indicate additional annual vacations (paid) in the schedule, but remember that those vacations that are given without pay should not be reflected in the schedule.

You also need to take into account all “non-vacation” vacations, that is, those vacations that were not previously used by employees during the year, including those that were carried over to the next year.

Filling out the vacation schedule at an early stage, that is, at the vacation planning stage, is filled out by a personnel service employee from the first to sixth column of standard form No. T-7. Moreover, the names of positions in the second column must be indicated in full accordance with the staffing table. If the organization does not assign personnel numbers to employees, then the vacation schedule is filled out without the fourth column, it simply remains empty.

Columns seven, eight and nine are filled in only by hand, and as employees go on vacation. In the seventh column, all notes must be made after the actual end of the vacation; in the eighth column, the document on the basis of which the vacation is transferred is indicated (such documents include a personal statement or an order from the manager).

Vacation scheduling should also reflect the vacation time of absolutely all employees, including those who have the right to vacation at any time, and for such employees the start date of the vacation is indicated in the sixth column of the schedule, while its change is recorded in the eighth and ninth.

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According to the legislation of the Russian Federation, citizens who have formalized employment contracts are guaranteed the right to receive vacation every year. In order to organize the order of provision of rest time, you can use the unified form T-7 “Vacation Schedule”.

Download the form and create a vacation schedule

To control the priority of rest, the management of the enterprise appoints officials responsible for drawing up the form. It is necessary to comply with the wishes of employees regarding the provision of vacations at a convenient time. The preliminary schedule must be signed by three officials. Here is their list:

• head of department;
• HR department employee responsible for drawing up a unified schedule;
• authorized member of the trade union committee.

After agreement, the schedule is approved by the first manager. For its registration, the T-7 form can be used. It, among other documents, operates on the basis of the order of the State Statistics Committee of the Russian Federation dated January 5, 2004 No. 1.

Blank form

If an employee's vacation is postponed from the date originally entered into the schedule to some other date, changes must be made to the previously compiled form. The reasons for postponing vacation dates and changing the schedule are:

• employee statement;
• order for the enterprise.

The parameters of calendar changes must be agreed upon by the management of the enterprise with the employee.

After the adoption of the law of October 11, 2018 No. 360-FZ, Article 262.2 was added to the Labor Code. Before approval, the vacation dates chosen by employees with three or more children are entered into the form. Changes are also being made here related to providing employees with additional days to undergo medical examination (Order of the Ministry of Health of the Russian Federation dated October 26, 2017 No. 869n): one day every three years for all employees, two days annually for pre-retirees. Basis - Article 185.1 of the Labor Code.

Another article of the code (115) establishes that the duration of paid leave for officially employed Russians should be 28 or more calendar days. The provisions of the schedule must be communicated to employees no later than two weeks before the start of the vacation. Familiarization of an employee with the date of his next vacation within a period shorter than specified is a violation. The schedule and form T-7 must be approved no later than December 17 of the current year.

In paragraph 4 of Article 9 of the law of December 6, 2011. No. 402-FZ amendments were made according to which the T-7 schedule form is not mandatory for maintenance. The management of the enterprise can independently issue orders on the development of schedule forms. The only condition is the mandatory indication in the schedule of the company’s details in accordance with the requirements of paragraph 2 of Article 9 of Law No. 402-FZ. You can download the form to fill out on any specialized resource on the Internet or on the Goskomstat website.

Sample filling

The form performs two main functions:

1. Consolidation of the annual vacation schedule for employees of the enterprise and changes made to it.
2. Informing all employees of the enterprise indicated in the schedule of the start date of the vacation.

The procedure for filling out the vacation schedule

Information data

Data is entered into the fields located above the table in accordance with the proposed queries.

The organizational and legal structure of the enterprise (organization, institution) is entered in deciphered form, the name - in full, without abbreviations.

The field “Opinion of the elected body” is filled in with the word “Taking into account” if the enterprise has a trade union committee or other elected body. If there is none, a mandatory note about this is required. Indication of the union's opinion in the document is mandatory.

The date the form was compiled and the year of validity are entered in the fields to indicate the details.

Columns 1-6

To approve the T-7 form by the head of the enterprise, it is necessary to fill out columns from the first to the sixth. All names, full name and the positions of the company's employees are filled in completely, without reductions. The planned number of calendar days of vacation (Article 5) is entered in numerical terms. Column 6 indicates the date of the first day of vacation in the new year.

If vacation is to be divided into periods, their start date is entered in a separate line in column 6. It is possible to indicate the duration of the period instead of its start date

The completed T-7 form is certified by the head of the enterprise’s personnel service.

Another approval option is to issue a separate order for the enterprise. The form of the document is not unified, so it is compiled in any form. To familiarize employees with the vacation schedule and the order for its approval (if one is drawn up and signed by the manager), a separate statement is drawn up. It must be signed and dated by all employees of the enterprise included in the vacation schedule drawn up for the next year.

Columns seven to ten are filled in by the responsible employee of the personnel service as the date of departure of one or another employee of the enterprise arrives. Column 8 serves to indicate the details of the order, in accordance with which the start date of the vacation is postponed to another date. Column 9 indicates the planned date of the employee’s first day of vacation. Column 10 is filled in informationally: if the reason for transferring the vacation to another date, recall of the employee, or other significant comments and reasons for changing the data is indicated.

Document storage

In accordance with paragraph 693 of section 1.1 of the order of the Ministry of Culture of the Russian Federation dated August 25, 2010 No. 558, vacation schedules must be maintained at the enterprise for one calendar year. The order issued for 2019 must be kept at the enterprise until December 31, 2020. The liquidation of a document whose storage period has expired is carried out on the basis of a destruction act, which is drawn up by an authorized employee of the enterprise. It is compiled in accordance with the requirements of clauses 2.2.5, 2.3.2 and 2.4.5 of the archival rules approved by the Rosstat Board on February 6, 2002.

Failure to comply with the requirements of labor protection rules regarding the preparation, approval and publication of an order at the enterprise to approve the schedule is punishable administratively in accordance with the requirements of Article 5.27 of the Administrative Code. The amount of monetary punishment may be:

• officials - 1-5 thousand rubles;
• legal entities – 30-50 thousand rubles.

Another measure of punishment for violators is the possibility of suspending the activities of the enterprise for up to 90 days.

It should be noted that the jurisdiction of Article 5.27 does not extend exclusively to the form in question. Its preparation in the form in which it was approved by Order No. 1 of the State Statistics Service is advisory. Thus, a violation is the absence of an approved vacation schedule at the enterprise in any acceptable form.

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