Vacation schedule sample filling. Information to be included in the sample

Two weeks before the new year, approve the vacation schedule for 2018. In the article, you can download a sample of filling out the vacation schedule in Excel and detailed recommendations for free.

Vacation schedule for 2018 (download sample in Excel and Word)

To download the vacation schedule sample filling 2018 for free in Excel, follow the link

When to approve the vacation schedule for 2018

The sequence of granting annual paid holidays is determined in the schedule. It is made up for one calendar year. The head approves the schedule no later than two weeks before the start of the calendar year (part 1 of article 123 of the Labor Code of the Russian Federation). The vacation schedule for 2018 must be approved no later than December 15, 2017, since December 17 is Sunday.

It is risky not to draw up a schedule or to issue it after a later date. The labor inspectorate has the right to issue a fine under Article 5.27 of the Code of Administrative Offenses of the Russian Federation:

for officials - from 1000 to 5000 rubles. ();
for entrepreneurs - from 1000 to 5000 rubles;
for legal entities - from 30,000 to 50,000 rubles.

Officials have a year to bring the perpetrators to justice - until December 15, 2018, since the violation does not last (Resolution of the Presidium of the Supreme Arbitration Court of the Russian Federation of June 3, 2014 No. 1487/14).

On what form to draw up a vacation schedule for 2018

The vacation schedule for 2018 can be drawn up according to the unified form No. T-7, approved by the Decree of the State Statistics Committee of Russia dated January 5, 2004 No. 1. You can also develop your own chart form. Reflect in it all the details required for the primary organization from Article 9 of the Federal Law of December 6, 2011 No. 402-FZ “On Accounting”.

Whose wishes must be taken into account in the schedule

When drawing up the schedule, the specifics of the company's activities and the wishes of employees for vacation are taken into account. To do this, they are asked for information about when they plan to vacation in the next calendar year. Information is collected by department of the company. They are taken into account when drawing up the general vacation schedule.

employees under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
part-time workers (Article 286 of the Labor Code of the Russian Federation);
workers going on maternity leave (Article 260 of the Labor Code of the Russian Federation);
employees who have adopted a child (children) under the age of three months (Article 122 of the Labor Code of the Russian Federation);
husbands while their wives are on maternity leave (Article 123 of the Labor Code of the Russian Federation);
spouses of military personnel (Article 11 of the Federal Law of May 27, 1998 No. 76 FZ);
citizens exposed to radiation as a result of nuclear tests at the Semipalatinsk test site (Article 2 of the Federal Law of January 10, 2002 No. 2 FZ);
citizens exposed to radiation as a result of the disaster at the Chernobyl nuclear power plant (Article 14 of the Law of the Russian Federation of May 15, 1991 No. 1244 1);
honorary donors (Article 11 of the Law of the Russian Federation of June 9, 1993 No. 5142 1).

Below is a sample vacation schedule for 2018.

Vacation schedule sample filling - 2018

How to schedule vacations if employees want to take vacations at the same time

If employees with similar responsibilities want to take vacations in 2018 at the same time, the situation is easy to resolve.

Why you shouldn't follow the lead of your employees

If everyone is released at the same time, the normal operation of the company will be disrupted. At the same time, only certain categories of employees have the right to leave at a convenient time for themselves. Let's say pregnant women just before the decree.

How to determine who to let on vacation at the desired time

First determine which employees are entitled to leave at any time. Find out from other employees why they want to go on vacation at this particular time. Perhaps the reason is serious. As a result, there will be workers who want to take the child on vacation to the sea or stay in the country while it's warm. Vacation of such employees can be postponed for another time.

For the future, clear rules can be developed on who has the priority right to leave in a situation where the employees themselves cannot agree among themselves. The chosen order can be established in the order, the Vacation Regulations or in another internal document.

Planned and actual holidays do not match in schedule

With the consent of the manager, employees often go on vacation at the wrong time, which was planned in the vacation schedule. In this case, in the standard form No. T-7 there are special columns for new vacation dates.

What threatens if the vacation schedule is not changed

Often a vacation schedule is drawn up and for the whole year they forget about it. Then there is a risk that a schedule with outdated information will be considered by labor inspectors as a violation of labor laws. And for this, a fine of up to 50,000 rubles was imposed. (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

What to do if employees go on vacation outside the schedule

To avoid dispute, it is safer to make all changes to the schedule. And even if the company maintains it in its own form, it is better to leave columns for actual vacation dates in it. Not only because of possible claims, but also because the employer himself needs this document. It allows you to schedule your work. In addition, a schedule with real vacation marks can be useful as additional evidence if a dispute arises with an employee about the number of days off.

If labor inspectors nevertheless find that not all transfers are marked in the schedule, you can make such an argument in defense of the company. The vacation schedule is mandatory for both the employee and the company. It must be approved no later than two weeks before the start of the new calendar year (Article 123 of the Labor Code of the Russian Federation). These are all the schedule requirements that are in the Labor Code of the Russian Federation. It does not contain a condition that the employer is obliged to make changes to it.

As we were assured in Rostrud, the inspectors evaluate in aggregate all the documents related to the postponement of the vacation: an application, an order, a schedule, an employee's personal card. Therefore, if the outdated schedule is the only incorrectly drawn up document, then the inspectors will limit themselves to the prescription. And only with a combination of different labor violations will there be a fine.

Vacation application - ready-made templates for different occasions

We will analyze four situations in which a statement is needed from an employee before going on vacation.

Vacation not on schedule

Employees who rest according to the schedule can not take applications. But it is better to collect them so as not to issue notices about the start of the vacation. For those who do not rest according to the schedule, the application is already mandatory.

Ask employees to include the entire vacation period in the application. So you can immediately see the duration of the vacation and it is clear when a person

Sample 1. An employee goes on a regular vacation

to CEO

OOO "Rainbow"

(Name of the organization)

O. L. Solovyov

(Full name of the head)

from senior economist

(employee position)

A.P. Semenov

(Full name of the employee)

Please provide me leave for the period from 23 » May 2018 by " 20 » June 2018 G.

« 5 » May 2018 G. Semenov (Semenov A. P.)

(date) (signature) (full name)

Agreed:

« 5 » May 2018 G. Petrov (Petrov O. V.)

Compensation is added to the annual leave

An employee can add time off to vacation. Let him attach documents to the application that confirm his right to additional days off.

It is more convenient to make a separate template for employees who want to add time off to vacation. For example, for blood donation days or weekend work.

Sample 2. An employee adds time off to vacation

to CEO

OOO "Rainbow"

(Name of the organization)

O. L. Solovyov

(Full name of the head)

from senior economist

(employee position)

E.S. Titova

(Full name of the employee)

Statement

Please provide me annual basic paid leave for the period from 30 » May 2018 by " 27 » June 2018 G.

Please join me on vacation two additional paid rest days (June 28 and 29) due to me for the days of blood donation

Base:

certificates in the form No. 402 / y dated November 10, 2017 No. 112615 and dated April 27, 2018 No. 34334 issued by the Moscow Blood Transfusion Station.

« 11 » May 2018 G. Titov (Titova E. S.)

(date) (signature) (full name)

Agreed:

« 11 » May 2018 G. Karpov (Karpov I. S.)

(date) (signature) (full name of the head)

Annual leave before maternity leave

Pregnant employees are entitled to leave. Or right after. When the vacation was scheduled and whether she managed to work in the company for six months, it doesn’t matter.

The employee must attach a copy of the pregnancy certificate to the application. Otherwise, you can refuse to leave outside the schedule.

Sample 3. The employee asks for leave before the decree

to CEO

OOO "Rainbow"

(Name of the organization)

O. L. Solovyov

(Full name of the head)

from a methodologist

(employee position)

L.V. Zyablikova

(Full name of the employee)

Statement

Please provide me annual basic paid vacation

before maternity leave(after maternity leave)

(Underline whatever applicable)

With " 4 » June 2018 by " 2 » July 2018 G.

The basis is article 260 of the Labor Code of the Russian Federation.

Application: a copy of the medical report.

« 18 » May 2018 G. Zyablikova (Zyablikova L. V.)

(date) (signature) (full name)

Agreed:

« 18 » May 2018 G. Golikov (Golikov S. S.)

(date) (signature) (full name of the head)

Instead of vacation, the employee takes compensation

An employee can at any time ask to replace additional leave with money. That is, that part of the rest that exceeds 28 calendar days a year.

Ordinary vacation, which the employee did not have time to take off over the past years, is dangerous to replace with money. For this, they can be fined 50,000 rubles. (Article 5.27 of the Code of Administrative Offenses of the Russian Federation).

Sample 4. An employee wants to replace part of the vacation with monetary compensation

to CEO

OOO "Rainbow"

(Name of the organization)

O. L. Solovyov

(Full name of the head)

from senior expert

(employee position)

P.A. Volkova

(Full name of the employee)

Statement

I ask you to replace the part of the vacation exceeding 28 calendar days with monetary compensation. It is: three calendar days.

« 18 » May 2018 G. Volkov (Volkov P.A.)

(date) (signature) (full name)

Agreed:

« 18 » May 2018 G. Glebova (Glebova A. Yu.)

(date) (signature) (full name of the head)

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Personnel officers must draw up a vacation schedule annually. For 2020, it must be drawn up according to the new rules. A sample document can be downloaded from our material.

From the article you will learn:

How to make a vacation schedule for 2020

Labor legislation obliges the employer to draw up a vacation schedule once a year (Article 123 of the Labor Code of the Russian Federation). Such a document describes the order of personnel rest. It includes all employees of the company, from the director to the cleaner.

Depending on the size of the business, the development of a schedule can be carried out either separately by departments or as a whole by the organization. The Labor Code does not oblige the employer to take into account the opinion of the staff regarding the dates of rest. However, taking into account the opinions of employees reduces the risk of internal collective conflicts. When developing, the following features should be taken into account:

the vacation schedule is mandatory not only for the employer, but also for the employee;
a number of categories of workers can rest at a convenient time for them;
the form must be approved 2 weeks before the new year.

In large companies, the development of the document falls on the shoulders of the heads of structural divisions. The prepared project is transferred to the personnel department, where it is included in the general vacation schedule for 2020. The approved project is signed by the director. Each employee of the organization must be familiar with the form against signature.

Please note that an employee's rest can be divided into parts (Article 125 of the Labor Code of the Russian Federation). The vast majority of workers can count on holidays of a standard duration equal to 28 k.d. It is rare that organizations release employees for the entire period. The code allows you to divide it into several parts. In this case, one of them should not be less than 2 weeks.

At the end of 2019, employers will prepare a vacation schedule for 2020 (the form can be downloaded for free in additional materials to the article). The work on its development and approval must be completed by December 17, 2019. Also, before this date, the document must be brought to the attention of the staff. The main thing is not to miss the specified date. But if you finish such work earlier, it will not be a mistake.

Smart vacation schedule for 2020

To save you from routine work, we have prepared a "smart" chart template with automatic filling and calculation of the remaining days. You can download it and use it at work.

How to take into account the holidays of 2020 in the vacation schedule

Regular holidays are provided in calendar days. This means that weekends are included. However, this provision does not apply to holidays. As a general rule, the vacation period is extended by the number of holidays falling into it (Article 120 of the Labor Code of the Russian Federation). This must be taken into account when filling out the schedule for 2020.

When specific dates of rest are indicated in the sample, it is necessary to calculate them correctly. If only the month of provision is indicated, then the need for calculation is eliminated. For example, an employee is going to rest for 2 weeks, starting March 2, 2020. The rest period includes one public holiday on March 8th. Therefore, the leave provided from March 2 will end on March 16 (14 kd plus 1 holiday).

In the case when an employee needs specific dates from 02.03 to 15.03, the estimated number of vacation days will be 13 k.d. It is also possible to provide holidays in such a volume. But it should be remembered that according to Art. 125 of the Labor Code of the Russian Federation, one of the parts should not be less than 14 k.d. Therefore, the second part of the vacation must be provided for at least the specified number of days.

Curricula are developed by reputable experts in the field of labor relations. Having received additional professional education, you will be able to prepare for new formats of inspections by the State Inspectorate, Roskomnadazor and the Prosecutor's Office, draw up documents in accordance with the new requirements of Rostrud, dismiss employees without claims and litigation, and much more.

How to keep order

The employee's right to take leave arises after 6 months of work. Until the end of this period, the following employees can take days:

minors;
women immediately before or after the decree;
persons who have adopted a baby under the age of 3 months;
in other cases provided for by labor legislation.

There are such categories of personnel who have the right to go on vacation at any convenient time for them and may not obey the schedule approved by the company. First of all, it is necessary to coordinate the dates with them. This will reduce the percentage of transfers. However, even this procedure does not give a 100% guarantee. The employee can change his mind at any time, and the fact of his acquaintance cannot serve as an obstacle to the transfer.

So, you can use the right to annual leave at any convenient time:

Adolescents under 18 years of age (Article 267 of the Labor Code of the Russian Federation).
Women immediately before the decree or immediately after it (Article 260 of the Labor Code of the Russian Federation).
Moms at the end of the decree (Article 260 of the Labor Code of the Russian Federation).
A spouse during the period when his wife is on maternity leave (part 4 of article 123 of the Labor Code of the Russian Federation).
Honorary donors of the Russian Federation (clause 1, part 1, article 23 of the Federal Law of July 20, 2012 No. 125-FZ).
Spouses of the military during the vacation of a husband or wife (clause 11, article 11 of the Federal Law of May 27, 1998 No. 76-FZ).
Parents with many children who have at least three children under the age of 12 (Article 262.2 of the Labor Code of the Russian Federation).
One of the parents, trustees or guardians of a disabled child under the age of 18 (Article 262.1 of the Labor Code of the Russian Federation).
One of the parents, guardians, trustees who works in the regions of the Far North or an area equivalent to them, and he needs to accompany the child upon admission to an educational institution (part 5 of article 322 of the Labor Code of the Russian Federation).
An employee, if there was a recall from vacation (Article 125 of the Labor Code of the Russian Federation).
Workers affected by the Chernobyl disaster (clause 5, article 14 of the Law of the Russian Federation dated May 15, 1991 No. 1244-1).

The rest of the staff has equal rights and can be sent on vacation in any order, taking into account the needs of the company.

Filling out the T-7 form is not difficult. When approving the priority, columns 1 to 6 are filled in. The rest of the data is entered during the year.

Please note that when dividing a vacation into parts for one employee, it is necessary to allocate as many lines as it is supposed to be divided into parts.

The document is signed by the head of the personnel service and approved by the director. No stamp is placed.

Vacation schedule for 2020: free download excel

It is most convenient to maintain this document in Excel tabular form. Then you can download the form of the unified form T-7 for free.

When to approve the vacation schedule for 2020

As we wrote above, the T-7 form must be developed and approved even before the beginning of the year for which it was developed. This year the deadline is December 17th. But we advise you to do it a little earlier in order to avoid force majeure situations.

The stamp “APPROVED” is already on the form, so there is no need to develop a separate order. However, in the order, the manager can establish those responsible for compliance with the procedure and describe the necessary deadlines for completing the work, thus bringing the necessary information to the attention of the employees.

How to make adjustments to your vacation schedule 2020

Rarely does a year go by without adjusting the approved schedule. It is possible to make changes on the basis of the employee’s application, the employment contract of the newly hired employee, not included in T-7 for 2020, or the order of the head.

Postponement of vacation periods is possible only by agreement between the parties. Registration of the changes made is carried out on the basis of the provisions of the local regulations of the employer.

Depending on the reason for the changes, the way they are made also changes. If a new employee is admitted to the company after the approval of the schedule, then the dates of his rest are simply added to the form. If there was a transfer of dates, then at the end of the holiday, the personnel officer must fill in columns 7-9.

How to keep a vacation schedule for 2020

The period of storage of the vacation schedule is 1 year from the date of its expiration (clause 8.1 of the Order of the Ministry of Culture dated August 25, 2010 No. 558). Thus, a document developed for 2020 must be kept throughout 2021. And it can be destroyed after January 1, 2022.

Failure to comply with the storage periods may lead to the imposition of administrative liability in accordance with the provisions of Art. 5.27 of the Code of Administrative Offenses of the Russian Federation.

Start working on the document on time to meet the deadline. Learn how to create a safe vacation schedule - 2020. Experts have compiled a complete guide to action.

In the article:

Download this helpful document:

Vacation schedule for 2020: who makes up and when

The vacation schedule is a mandatory document that is drawn up annually. It prescribes how the company's employees will rest in the next calendar year. Both employees and the employer are required to comply with the document. The latter needs to draw up a document with clearly defined dates.

A vacation schedule is needed to:

Prepare a notice in advance, pay vacation pay and fulfill all other obligations in relation to the vacationer.
Find a replacement for a specialist who goes on vacation in time.
Prevent employees from accumulating unused vacation days - the company can be fined for this.
Distribute vacation days among work groups, teams and departments so that no department is idle due to the simultaneous absence of several employees.

Drawing up a vacation schedule for 2020 is entrusted to a personnel officer. Can be taken as a basis unified form No. T-7 , approved by the Decree of the State Statistics Committee of the Russian Federation No. 1 dated January 5, 2004. You can also develop your own document form by approving it with an order. The document is certified by the signature of the head of the personnel service and submitted for approval to the director of the company.

Attention! The GIT controls the deadlines for approving the document for 2020 and strictly monitors compliance with them. The deadline is December 17, which is Tuesday in 2019. You can play it safe and approve the 2020 document in advance. Consider the length of the work week in your organization.

Information to be included in the sample:

Employer details.
Information about the employee: structural unit, position or profession, personnel number, last name, first name and patronymic.
Holiday start dates.
The number of calendar days of vacation.
Transfer data and notes indicating the reason for the transfer.

How to get rid of vacation debt for 2019

The personnel officer needs to calculate the vacation days that employees have accumulated over past periods of work in the company. The correct number of days that an employee is entitled to use in 2020 must be indicated in the vacation schedule, or a separate vacation debt repayment schedule should be drawn up.

Vacation repayment schedule

There are several ways to pay off vacation debts if the employee does not mind receiving monetary compensation for them, and you do not want to carry such debts into the next year. Each of them has its pros and cons.

Crib. How to get rid of accumulated vacation debts

Compilation procedure for 2020: step by step algorithm

Step 1. Find out the desires of employees

Who to include in the new schedule

Enter in the document template for 2020 all full-time employees, including external and internal part-timers. You may not reflect in the general list of maternity leavers who do not plan to return to work in the next calendar year. But those whose decree ends next year, make it right away.

Newcomers who have settled in the company after the approval of the document, leave for the first year is provided on the basis of applications, and not according to the schedule.

Check if there are beneficiaries in the team. They have the right to leave at any convenient time in accordance with the norms of the Labor Code.

If the company is large, authorize line managers to create preliminary draft schedules for each department, and then combine them into a master vacation schedule in Excel (a template can be downloaded online). Doing it quickly and without errors will help smart Excel spreadsheet from the experts of the magazine Personnel business. It will help you figure out the end dates of vacations, taking into account the holidays, warn who will start vacation in the near future and form a unified form of the schedule.

Smart Vacation Schedule: Updated Version for 2020

Attention! Since October 2018, a new article 262.2 of the Labor Code of the Russian Federation has come into force, which gives employees with three or more children under the age of 12 the right to take at any convenient time.

Taking into account the opinions of employees will avoid grievances and conflicts when scheduling vacations. It is advisable to entrust the heads of departments to collect the wishes of subordinates. They will take into account the interchangeability of employees, seasonal workload. If the organization is small, then a personnel worker can collect the wishes of all employees.

Advice from the editors of the magazine "Kadrovoe delo"

Discuss in advance with employees the timing of the leave or request information in writing. For example, instruct department and work group heads to create preliminary schedules, and then consolidate them into one document. What you need for this, read the article:

Step 2: Make Preliminary Schedules

Often it is simply not possible to take into account the desire of all employees. In this case, we leave only the wishes of preferential categories unchanged. We give the rest the opportunity to independently agree on the time of the vacation.

Many employees want to go on vacation in the summer. To ensure this, you can plan holidays in parts. In this case, the employee will be indicated in the vacation schedule in two lines. In doing so, keep in mind:

Written confirmation will be required that the employee agrees to the division of the vacation into parts.
One part of the vacation must be 14 or more calendar days.

If the employees fail to agree, then the heads of departments can schedule a vacation for them at a time when it is convenient for the organization. By the way, some months can be made “closed for holidays” altogether. The employer has the right to do this if, due to the peculiarities of production, the absence of an employee during this period may adversely affect the normal course of the organization's work.

Step 3: Check Preview Charts

Heads of departments transfer pre-compiled schedules to the personnel service for verification. The personnel officer will check whether the vacation begins earlier than the period for which it is provided.

Step. 4. Design a vacation schedule

A project is a formalized but not yet signed or approved document. To reduce employee conflict over vacations, collect statements from them with wishes for when and for how long they plan to go on annual paid vacation next year. Make a draft vacation schedule - 2020. This way you will save your nerves and save time - you won’t have to explain to a forgetful employee why his vacation was scheduled for November, although he wanted to relax in the summer.

Crib. How to draft a vacation schedule

Step 5. Agree and approve the vacation schedule

The vacation schedule must be agreed with the trade union, but only if it is in the company. The draft document in the trade union committee must consider within 5 working days. Did not wait for a motivated opinion - you assert without consent.

The vacation schedule must be approved 2 weeks before the next calendar year. December 17 is the latest schedule approval date.

The vacation schedule can be approved by the head of the organization. To do this, he puts the date and his signature in the upper right corner of the document.
The vacation schedule can be approved if you issue an order for the company's core business and include the item "Approve the vacation schedule for 2020" in it. The vacation schedule itself will be an appendix to the order.

Attention! The law does not specify how the vacation schedule should be approved. The leader does this at his own discretion.

Before giving the vacation schedule for 2020 to the manager for signature, check if these errors are in your document.

Common scheduling mistakes

Experts advise to approve the document in the first way. Firstly, in the unified form T-7, a stamp of approval is provided personally by the head. Secondly, the period of storage of the vacation schedule is very short - only one year from the moment they expire, and it is not advisable to approve such documents with orders that are stored permanently.

The law does not require the seal of the organization to be put on the chart. This document is for internal use only.

Step 6. Familiarize employees with the vacation schedule

The Labor Code does not directly provide that employees need to be introduced to the vacation schedule against receipt. Article 123 of the Labor Code of the Russian Federation only says that it is necessary to notify the employee about the start of the vacation 2 weeks before it starts. But Rostrud (letter dated 08/01/2012 No. PG / 5883-6-1) believes that the vacation schedule is a local act of the organization, therefore the employer is obliged to acquaint employees with it under signature.

Expert response from the Kadra System

Do employees need to be aware of vacation schedules?
Nina Kovyazina, Deputy Director of the Department of the Ministry of Health of Russia, tells

There is no single answer to this question in the law. There are currently two opposing positions on this issue.

Amount of fines:

For officials (accountant, personnel officer) - a warning or a fine of 1000-5000 rubles.
For individual entrepreneurs - a fine of 1000-5000 rubles.
For organizations - from 30,000 to 50,000 rubles.
The same fines threaten those who did not approve the document at all.

Where to download a sample chart for 2020

An example of filling out a vacation schedule for 2020

Use a "smart" excel document to meet legal deadlines and avoid mistakes when working on a document. The table is accompanied by a ready-made template for printing - a unified form No. T-7 with all the necessary details. When compiling a document, try to take into account the wishes of employees and respect the rights of parents with many children and other beneficiaries who are allowed by the Labor Code of the Russian Federation to take vacations at any convenient time.

The vacation schedule for the next year must be approved no later than December 15. Learn how to create, complete, and approve your ideal 2020 schedule. You will find the necessary forms and samples in this material. You can also download the chart in excel for free.

According to the Labor Code of the Russian Federation, a vacation schedule is necessary to establish the order in which employees are granted annual paid rest periods. The document is mandatory both for the employer and for all employees (part 2 of article 123 of the Labor Code of the Russian Federation). All organizations are required to draw up and approve the schedule, regardless of the number of employees.

Individual entrepreneurs may not draw up a schedule and provide employees with rest by agreement (Article 305 of the Labor Code of the Russian Federation). However, it is desirable to do this, then the employees will be able to rest in a timely manner and there will be no disputes about the order of priority for rest.

The schedule is drawn up and approved once a year - no later than two weeks before the start of the new calendar year (part 1 of article 123 of the Labor Code of the Russian Federation).

All employees must be familiarized with the schedule against signature (Article 22 of the Labor Code of the Russian Federation). To do this, a special column must be left in the document, where the employees will confirm with their signature that they have read the schedule and agree with it (Rostrud letter dated 07/30/14 No. 1693-6-1). Separate consent then can not be issued.

Vacation schedule for 2020 excel free download

The schedule can be drawn up according to the unified form T-7 (approved by the Decree of the State Statistics Committee of Russia dated 05.01.04 No. 1) or, if desired, develop your own form. Although the first option is simpler, many organizations use a ready-made form.

Those who for some reason do not use the standard form T-7, but develop their own arbitrary form, should take the unified form as a basis and approve it in the accounting policy for 2020.

How to make changes to the vacation schedule for 2020

The schedule is mandatory for the employee and the employer, but this does not mean that corrections cannot be made to it. If during 2020 the established periods for granting leave change, for example, due to illness or recall of an employee from vacation, then adjustments must be made.

If an employee asks for a vacation not according to the schedule, then the new date must be indicated in the document. But first, the employee must write a statement. Then issue an order to grant leave and postponement and make changes to the document.

Many companies try to fill in the "actual vacation date" column immediately, that is, as soon as the employee has written an application and an order has been issued. Meanwhile, it is necessary to make entries in the schedule after the employee leaves for work. For example, if an employee falls ill on vacation, he will be able to ask to reschedule part of the vacation (part 1 of article 124 of the Labor Code of the Russian Federation).

If the employee did not take the vacation as planned, and the actual start date of the vacation is already in the document, you can cross out the old entry, make a new one marked "verify corrected", sign and post the employee who made the correction. After all, the second field for the actual start date of the vacation in the form is not provided. If there are too many corrections, then it is more convenient to issue a blank copy of the chart.

If in December the company drew up a schedule, and in January hired a new employee or someone left, there is no need to draw up a separate document. Newcomers can be granted rest only on the basis of an application.

The schedule must be kept for only one year from the date of expiration. That is, the company has the right to destroy the vacation schedule after December 31, 2020.

The absence of a schedule is a violation for which fines are provided (Article 5.27 of the Code of Administrative Offenses of the Russian Federation):

for officials - from 1000 to 5000 rubles;
for legal entities - from 30,000 to 50,000 rubles. or suspension of activities for up to 90 days.

What else to pay attention to when drawing up a document, says Ivan Shklovets, deputy head of Rostrud.

Vacation schedule (Labor Code of the Russian Federation, Article 123) establishes the order of vacations for employees in the organization. The document is approved by the manager for the calendar year two weeks before its occurrence and is mandatory for both the employer and the employee. The employer takes into account the opinion of all employees, but there are categories whose opinion is necessarily taken into account. These include:

women with three or more children under the age of 12 and other employees (including guardians) raising such children (Article 262.2 of the Labor Code of the Russian Federation);
employees under the age of 18 (Article 267 of the Labor Code of the Russian Federation);
parents (including adoptive parents, guardians or trustees) who are raising a disabled child under the age of 18 (Article 262.1 of the Labor Code of the Russian Federation);
Heroes of socialist labor and full holders of the Order of Labor Glory, participants in the Great Patriotic War, war invalids, combat veterans, including those who received a disability (Art. 6, 14-19 of the law of 12.01.1995 No. 5-FZ);
Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory (clause 3, article 8 of the Law of the Russian Federation dated 01/15/1993 No. 4301-1);
honorary donors of the USSR and Russia (parts 1, 2 of article 23 of the Law of July 20, 2012 No. 125-FZ);
victims of the Chernobyl disaster and other accidents associated with any type of nuclear installations (subparagraph 1, part 3, article 15 of the Law of the Russian Federation of May 15, 1991 No. 1244-1).

Chart shape

What to show in the chart

The vacation schedule template for 2020 in Excel must indicate the positions held by employees in structural divisions, their personnel numbers, vacation duration in calendar days. The number of days for employees is different, since it consists of:

the main vacation, which, according to the Labor Code of the Russian Federation, is usually 28 days, but for some categories of citizens (disabled people, civil servants, teachers), this figure is usually higher;
(for example, for employees employed in jobs with harmful and dangerous working conditions, working in the Far North, etc.);
days that are not used by the employee and are transferred to the next working year.

Design rules

Instructions on how to draw up, fill out and approve the vacation schedule for 2020:

Step 1. Collect wishes of employees.

Step 2. Consistently fill in all the cells of the form.

Step 3. Draw up an order and familiarize the team with it.

Amendment and Cancellation

The compiled sample of filling out the vacation schedule according to the unified T-7 form is a plan that often does not coincide with the actual progress of work in the organization. If the planned dates do not end up with the actual dates, changes must be made. To do this, you need to receive an application for transfer from the employee, on the basis of which an order is issued. When making changes, the start date of the postponed vacation and the reason for the transfer are indicated. Here's what it looks like in the sample.

Changes are made if:

temporary disability of the employee during the rest;
recall from it;
if the provision of rest to the employee in the current working period will adversely affect the normal course of the organization's work.

Cancellation of the schedule after its approval is no longer possible, all additions (for example, for new employees) are made out in the form of attachments.

Whether to familiarize the staff with the document

The document is mandatory for both parties to the employment relationship, it is desirable that all employees familiarize themselves with it under the signature, despite the fact that this is not provided for by law. A self-developed sample provides a column for familiarization, and if the unified T-7 form is used, then make a separate standard familiarization sheet with the order.

Shelf life

Item 693 of the “List of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage”, approved by Order of the Ministry of Culture dated August 25, 2010 No. 558, says that such a document is stored for one year. This period is counted from January 1 of the year for which it is approved. That is, the holiday plan for 2020 must be approved in 2020, and stored until 01/01/2021.

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