Forms T-6 and T-6a rules and features of filling out

An employee’s leave must be formalized in full compliance with accepted standards and norms. It is important to complete the appropriate form to officially grant leave. The key official paper recording the granting of leave is a special approved and unified form T-6. This order is issued by the manager. At the local level, orders are handled by authorized officials, for example, the head of the personnel department.

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Distinctive features of the document

Let us pay attention to the standards in accordance with which orders for employee leave are issued. All relevant documents should be drawn up according to the existing template. An employee of the personnel department or any other authorized person fills out the order form. Then the form must be submitted for approval. For a document to be valid, it must be certified by the signature of the head of the organization or department.

Important! When the order has already been approved, the employee also signs. You should also enter information about the vacation into the employee’s personal card. Data is entered based on the order. Also, no later than three days before the first day of vacation, payments must be made, if any.

There is also a list of papers attached to the order. The following official papers are prepared:

• note-calculation;
• vacation schedule;
• a statement from the employee himself, where he writes about his desire to receive leave.

Remember! The employee is obliged to notify of the need for leave in advance. A specific deadline is also defined: the information is provided by the employee at least 15 days before the first day of the proposed vacation. Calendar days are taken into account.

There are a number of other documents that can be attached to the order in the T-6 form.

• Child's birth certificate.
• Help-call from an educational institution.
• Certificate of work experience.
• Certificate of incapacity for work.
• Certificate of death of a close relative. It is needed if time off is provided to organize a funeral.

Order on granting leave to an employee sample filling

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The order form T-6 contains the name of the organization in strict accordance with the registration documents, as well as the company code in statistics (OKPO).
The document is assigned a serial number from the order book and a date is stamped. After this, all the data for the employee going on vacation is filled in: personnel number, full name, name of the department (place of work), position. The period for which rest time is provided must be indicated. This is necessary to monitor his entitlement to leave.

When filling out section “A” of the order, information about the number of days, as well as the exact start and end dates of the rest period are entered. Section “B” is completed if the employee is entitled to additional leave in accordance with a special assessment of working conditions. The type, duration and exact dates are indicated here. Otherwise, a dash is entered. Section “B” is the final line, which reflects the summarized data of the two previous sections.

The order is signed by the head of the enterprise, his position and surname with initials are also indicated here.

In the column “I have read the order,” the employee signs and puts down the date.

How to write an order correctly

Now we will look in detail at how to correctly compose an order. First of all, the date of preparation is indicated, you need to write down the number of this official document, enter the name of the organization or department.

Orders begin with the wording “provide leave.” It is indicated who exactly goes on vacation. In the dative case the surname, first name, and patronymic of the employee are written. For example: Vakhrusheva Maria Nikolaevna. Then, in the appropriate fields, write down the name of the department and the position held by the employee. Indicate his specialty, profession. If you use the personal card of a working citizen as a sample, all information will be as accurate as possible.

Then you need to pay attention to the line where the specific working period is indicated. Lines A, B, C should be filled out in accordance with the type of vacation planned. We have the Labor Code of the Russian Federation. According to it, any employee has the opportunity to rest every year, while receiving monetary compensation, for 28 calendar days. The issue is resolved by the manager individually if the employee has not worked for 12 months. For example, bosses are often ready to give their subordinates paid time off if they have worked for at least 6 months. Then this must be indicated under the letter B. In our example, the most common option is annual basic paid leave (letter A).

Then all that remains is to sign the document. The order is certified with signatures not only by the manager, but also by the employee himself. The document is sent to the accounting department, human resources department, so it must be prepared in two copies .

Sample of filling out the unified form T 6

The unified form T 6 has a specific filling sequence. Everything is quite simple. There is an order form available that needs to be filled out. This is done by a human resources worker or an accountant. The form must be filled out in accordance with the requirements of Chapter 19 of the Labor Code of the Russian Federation.

For a clearer understanding, you should consider a sample of filling out the order.

The unified form T 6 is filled out as follows:

• the name of the organization is indicated by its full name, which must correspond to the statutory documents;
• OKPO;
• number and date of the order that is being drawn up;
• last name, first name and patronymic of the employee in full, indicating his personnel number;
• name of the structural unit indicating the position held;
• the period of work for which leave is issued;
• letter A - the number of calendar days indicating the start and end dates of the main paid leave;
• letter B - the number of calendar days indicating the start and end dates of additional paid leave, educational leave, without pay or other type of leave;
• letter B - total duration indicating the start and end dates of the main and additional leave;
• signature of the head of the organization indicating the position, surname and initials;
• personal signature of the employee going on vacation confirming familiarization with the order indicating the date.

The sample order filling is used as a demonstration example, which you can rely on when entering the necessary data. In this case, filling out the required fields will be much easier.

Registration of leave when wages are not maintained

It is very important to issue such an order correctly, since it plays a big role not only for reporting, but also for accounting. It is necessary to confirm that the employee is going on vacation on his own initiative and agrees to take a vacation at his own expense. In this case, the average salary is not paid, that is, the organization does not need to compensate for downtime.

It is worth noting that it is advisable for organizations to protect themselves in advance from the likely claims of employees. It is important to have adequate proof that the employee voluntarily asked for unpaid leave. Experts advise thinking about the employee’s application form. Some companies practice filling out applications for unpaid leave on forms that have already been developed and printed. And the employee only has to sign the finished document. This is not a very good solution. Sometimes problems arise with such statements in the future, and employees file claims for compensation for downtime and moral damages, citing the invalidity of the statement. A signature is easy to forge, but it is more difficult to verify and confirm its authenticity.

What should management do? The best option is to ask employees to write an application for unpaid leave in their own hand. Such a document is already a more reliable confirmation, since the examination will accurately determine its author from a rather large handwritten text.

Please note that leave at your own expense can be provided simply at will, as well as for any valid reasons. When an order is issued, it must be written in column B: rest is provided, but payments and salary retention are not provided.

Form T-6 leave order

As noted earlier, literally all issues related to vacation are regulated by the Labor Code of the Russian Federation. Based on the administrative document signed by the manager of the facility, the employee is entitled to leave for the time worked.

What is the unified vacation order form used for?

For registration, personnel employees use a special T-6 form, which takes into account all the nuances and basic information. Outwardly, it looks like a table, with each column reflecting basic information. It can be filled out for several employees at the same time.

In order to have a basis for preparing documents for vacation, you must use a previously compiled and prepared vacation schedule for the current year. This document reflects the vacations of all employees and the calculation of funds spent on vacation pay depends on it.

Form T-6 is universal and is filled out by a representative of the HR department. In total, two forms are initially drawn up:

• one remains in the HR department with the responsible employee;
• the second is transferred to the main accounting department of the enterprise for the accrual of funds.

If an employee recently got a job in this structural organization, then he is entitled to leave after 6 months from the date of employment. At the legislative level, it is provided that, without waiting for six months, employees who have children under the age of 18, as well as if there are adopted children under the age of 3 months from birth, can go on vacation.

It is possible that, due to operational needs, the management of the enterprise may call an employee back from vacation, but only with the latter’s consent. The main thing is to give him the opportunity to take this time off when it is convenient for him.

Order for maternity leave

Remember that here it is also extremely important to correctly fill out the order. A pregnant employee not only gets the opportunity to rest in accordance with it, but also has the right to monetary compensation. This right is regulated by the Labor Code of the Russian Federation.

The very fact of pregnancy, the upcoming birth of a child is not yet a reason for rest, because everything must be officially confirmed, a corresponding application must be registered, and an order must be issued.

An order for the leave of a pregnant woman is drawn up in form T-6 based on a set of papers. The expectant mother must first submit an application in which she asks to be given maternity leave and to receive cash payments. An official document indicating the planned date of birth of the child is also required.

A woman gets the opportunity to go on vacation 70 calendar days before the expected date of birth of the child.

You need a corresponding certificate from a medical institution - a antenatal clinic, as well as a certificate of incapacity for work. Any expectant mother will receive such documents without any problems at the institution where her pregnancy is being carried out.

Let's consider a few important points. Pay attention to the name of the vacation. It is customary to call it maternity leave, but you need to use the official name given in the Labor Code: maternity leave. This wording fits into line B.

Then you need to indicate the duration of the vacation. When a woman is pregnant with two or more children, complications arise, it is 192 days. In this case, the standard maternity leave period is most often used - 140 days. Be sure to indicate the start and end date of the vacation.

Often women decide to use the period of annual leave that they have left. You can apply for both vacations in one document T-6. In column A they write about the main leave, and then enter in line B the data about maternity leave, after which in line C they summarize the information about the two periods of rest.

Order on granting leave (form T-6 and T-6a)

Home / Personnel documents

Any leave granted to an employee must be properly documented in the form of an order. Only in this case will all the rules of personnel records be observed.

This document also serves as the basis for calculating vacation pay and entering data into the time sheet.

To issue a leave order, two unified forms are most often used: T-6 and T-6a. Their main difference is that the first form is intended for registration of leave for one person, and the second, designated by the letter “a”, for registration of several employees at once.

Using the T-6a form, you can apply for only one person, there will be no mistakes here.

Download form T-6 or form T-6a

Download a sample of filling out form T-6 or form T-6a

Is it necessary to use these forms?

Starting from 2013, it is not necessary to use unified forms of personnel orders; accordingly, the employer has the right not to use forms T-6 and T-6a when registering vacations. You can develop your own form, or add or shorten the above. The main thing is that the use of the new form and its form must be approved by order of the organization.

But, despite this, most organizations continue to use unified forms as the most convenient and optimal.

Vacation registration

An order for granting leave is drawn up on the basis of one of two documents:

1. Vacation schedule for the current year;
2. Employee's application for leave.

As a rule, a leave order is issued by an employee of the HR department. Then a copy is sent to the accounting department for accrual of vacation pay. The original order is filed in the order book.

The period for issuing a vacation order is not defined by law, so when issuing it, you can focus on two periods:

• 3 days before the start of vacation is the deadline for paying vacation pay to the employee. Accordingly, the order must be issued 1-2 days earlier, that is, 4-5 days before the start of the employee’s vacation, so that the accounting department has time to calculate and transfer funds to the employee;
• 14 days before the start of vacation - the period within which the employee must be notified that he is going on vacation. In this situation, the order can be used as a written warning to the employee, familiarizing him with signature. This deadline cannot always be met, especially if the employee goes on vacation unscheduled.

This means that each organization can determine the deadline for issuing an order independently, the main thing is to comply with the deadlines established by law, indicated above.

Instructions for filling out form T-6

Form T-6 is used when only one employee needs to be sent on vacation. It is filled out in the following order:

Name of company

It should be included here in full, without abbreviations. This procedure is established by Decree of the State Standard of the Russian Federation dated March 3, 2003 No. 65-Art. It also clarifies that if the constituent documents contain an abbreviated name of the company, it may be indicated below the full name (or next to it in parentheses).

The above document is valid only until 07/01/2018, and then GOST R 7.0.97-2016 will come into force, but it also contains the same requirement regarding the name as a document requisite.

All the above rules fully apply to individual entrepreneurs.

OKPO code

Next to the name there is a small field reserved for OKPO; the data for filling it out is taken from the list of codes issued by statistical authorities when registering a company. But leaving this field empty will not be a serious mistake.

If personnel records are maintained in specialized programs, then the OKPO code can be entered into the company details, and it will be automatically entered in each order.

Structural unit where the employee works

If the organization does not have such a division, then this line can be left blank.

Employee position

Its name is entered exactly as it is indicated in the staffing table and employment contract.

Line “During the period of work with...”

This line is intended to enter information about for what working period vacation is granted. It can be left empty if the type of leave on which the employee is sent does not depend on periods of work, for example, study leave.

On the other hand, this period must be indicated when a person goes on annual paid leave and all other leaves, the duration of which is regulated for a year, that is, when a certain number of days of rest are due in one working year (main, additional, for irregular working days , for special working conditions).

Letter "A"

This line is intended for entering information about the number of days of annual basic paid leave. The number of days and the period during which this leave is granted is indicated.

Letter "B"

The line is intended to reflect the duration of all other leaves (without pay, additional, educational). The type of leave, number of days and period are indicated.

Letter "B"

The line is intended to reflect the total number of vacation days. All vacation days are summed up, and the period is marked with the start date of the first vacation and the end date of the second vacation. If only line “A” or line “B” is completed, then it will coincide with line “C”.

The final stage of placing an order is signatures. The completed form is signed by the head of the organization, and then the personnel officer introduces it to the employee against signature.

The following features of the T-6 form can be distinguished:

• With its help, you can only take two vacations. If an employee is granted more vacations in a row, then another form will need to be filled out;
• If there is at least one working day between the employee’s vacations, then it is necessary to issue two orders, since in this case the final vacation line (line “B”) will reflect incorrect information.

Sample of filling out form T-6

Instructions for filling out form T-6a

Form T-6a is taken when leave is issued for several employees at once.

Basic details of the order: name of the organization, date and number are filled out in the same way as in the previous form. The further part of the order is presented in tabular form:

1. Last name, first name, patronymic of employees going on vacation;
2. Personnel number – indicated if available;
3. Structural unit – indicated if available;
4. Name of the employee's position;
5. How many days of basic paid leave did the employee receive;
6. Number of days of other types of vacation. The days are put, and next to it, in brackets, the type of rest is indicated;
7. Start date of the working year for which leave is granted;
8. End date of the work period;
9. The total amount of calendar days of all vacations;
10. Vacation start date – set the start date of the first vacation;
11. Vacation end date – indicates the last day of the last vacation;
12. The employee’s signature confirms that he has read the order.

After drawing up, the order is signed by the head of the organization.

The main difference in filling out the T-6a form from the previous one is that vacation periods are entered once and immediately cover all vacations, that is, there is no allocation of periods for each of the vacations.

As in the T-6 form, this form can reflect no more than two types of leave per employee, but it is possible to enter it several times in one order. You can also enter one employee several times if he goes on continuous main leave, but it is provided for different periods of work.

Sample of filling out form T-6a

Read in more detail: Vacation order (form T-6 and T-6a, sample + instructions)

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