We draw up an order for approval of the vacation schedule: registration rules and sample

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 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.

Instructions for filling out using the example of the unified form T-7

We offer as an example how to draw up a vacation schedule for 2020, a sample of filling out a unified form. The presented option is relevant for companies where they fill out the T-7 form on paper, but it will also help those personnel officers who want to learn how to draw up, fill out and approve a vacation schedule for 2021 in 1C: the procedure and rules for filling out are similar.

Please note that some companies first issue a special order stating:

• who approves the schedule and within what time frame;
• during what period does it introduce employees to its standards?

IMPORTANT!

It is not necessary to prepare a sample order approving the vacation schedule for 2020, since this is not provided for by any regulatory act.

We will divide filling out and working with the form into several stages.

Stage one. Filling

1. The name of the structural unit is entered in the first column.

2. In the second - the name of the position of a person from this unit, in accordance with the staffing table (form T-3).

3. Full name is entered in the third column. persons from the specified unit holding this position.

4. In the fourth column we write down the personnel number of the person - look at it either in the personal card (Form T-2) or in the order for hiring the employee (Form T-1).

5. In the fifth column we enter the total number of days of rest that the employee is entitled to for the time worked. If the employee did not use any rest days in previous periods, they are all summed up.

6. In the sixth column we enter information about the planned dates of vacation.

Stage two. Coordination (if there is a trade union)

If you don't have a union, you don't need to agree on anything. If there is, then, in accordance with Article 123 of the Labor Code of the Russian Federation, the project is approved by the head, but taking into account the opinion of the elected body of the primary trade union organization in the manner established by Article 372 of the Labor Code of the Russian Federation. In case of disagreements with the trade union, the manager has the right to approve the prepared document, but the trade union is allowed to appeal this decision to the state labor inspectorate or in court.

Stage three. Signing

1. In the column “Name of organization” on the title page of the document we enter information about the name of the organization in accordance with the constituent documents (if the name is written in capital letters, write in capital letters) without any abbreviations.

2. In the “Code” field we enter an eight-digit number in accordance with the All-Russian Classifier of Enterprises and Organizations (OKPO).

3. If necessary, we enter information about the details of the document with which the trade union notified the employer of its opinion regarding the draft schedule.

4. We assign a serial number, the current date, and the period for which the document was drawn up.

5. The document is signed on the last page by the head of the personnel department or the person performing his duties.

6. We go to the manager for approval.

Stage four. Statement

There are two ways for approval. Which one to choose, decide for yourself: the law does not regulate this issue.

1. The manager puts his signature, surname, initials and date in the corresponding columns of the document on the first sheet. The document has been formally approved.

or

2. An order is being prepared that approves and agrees on the vacation schedule for 2021. It is attached to the order.

The first and second options are equally legal, the difference is in the storage periods: in the first case - until December 31 of the next year, in the second case - 5 years.

Stage five. Familiarization

The unified form T-7 does not have a column for signature in reading the schedule, but Resolution of the State Committee of the Russian Federation on Statistics dated March 24, 1999 No. 20 allows the employer to enter additional details into the unified forms. Changes are formalized by a local regulatory act (order or regulation on letterhead), which adds columns 11 and 12 to the T-7 form. These columns provide the opportunity for the employee to put a date and signature when reading the schedule.

Employers are allowed to use other options for familiarizing subordinates with this document; the date of familiarization of the employee with the period of upcoming rest (at least two weeks in advance, in accordance with Article 123 of the Labor Code of the Russian Federation) remains important.

Stage six. Leaving on vacation

When Form T-7 (other form) is approved, rest in accordance with this plan is mandatory for everyone. It is impossible to cancel the document. The next steps are:

1. The employee writes a leave application. Read it carefully: the State Tax Inspectorate fines you if the employer, at his own discretion, adds Saturday and Sunday to the vacation when the rest period ends on Friday. This is illegal, Rostrud insists.

2. An order is issued (form T-6).

3. The employee gets acquainted with the order and signs it.

4. Column 7 contains the vacation dates from the order.

5. In the employee’s personal card (form T-2) in section VIII, information about the dates of rest is entered in accordance with the order.

Stage seven. Transfer of vacation

Despite the simplicity of working with the T-7 form, life makes its own adjustments. For example, you can prepare and download a free vacation schedule for 2021 in Excel, taking into account holidays approved at the federal and regional levels. We must also take into account that sometimes an employee needs to reschedule a planned vacation depending on the circumstances. In this case, the operating algorithm is as follows:

1. The employee writes a free form application in advance.

2. The employee’s application is approved by the immediate superior (in this case, the head of the enterprise).

The manager makes the appropriate decision. When making changes to the T-7 form, remember that they are all made in the same manner as the form (order or manager’s visa) was approved.

3. The person responsible for working with T-7 enters the necessary information in columns 8, 9 and 10. The information is taken either from the employee’s application or from the order to amend the schedule.

IMPORTANT!

If, by agreement of the parties, it is decided between the employee and the employer that the former will not go on vacation in 2020, he writes an application to postpone the vacation, the application is agreed upon, columns 8, 9 and 10 are filled out in the schedule, column 7 is not filled out.

Completed vacation schedule form for 2021 (sample)

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.

Creating a smart vacation schedule

If your company actively uses software, we recommend downloading a free vacation schedule for 2020 in Excel taking into account holidays - a “service” that itself calculates the start and end dates of the rest period if it falls on official non-working days. But if additional vacation dates are approved in your region, you will have to enter them into the program yourself so that they are also taken into account.

The program is easy to use. Enter information about all employees and planned vacation dates and their duration in the “Planner” tab. Information about the end dates of your vacation will automatically appear, and it is possible to fill out several periods at once. The service will independently determine the date when to notify the employee (highlighted in red).

In the “Create a schedule” tab, click the button and a unified form filled with data will appear.

Be sure to check out the “Upcoming Vacations” tab. The column (in red) lists all federal holidays. If additional non-working dates have been added in your region, please complete the column. The program will automatically take them into account when calculating the rest period.

And if you click on the “Next Vacations” button, a list of employees who will soon have to be sent on vacation will appear in the table. You can easily print it out and send it to department heads or keep it for yourself so you don’t forget about anything.