Vacation schedule, form T-7

The vacation schedule is an important and absolutely necessary document. Believe me, the GIT inspector, having come with a check on the observance of the workers' right to rest, will first of all ask for a vacation schedule. And it's good if you have an ideal document - both in form and in content ... The law contains a strict rule - the schedule must be approved no later than two weeks before the new year. But before that, you need to collect all the necessary information, draw up a draft document, take into account the opinion of the trade union. All this takes time, which means that you need to start preparing a vacation schedule now. And we will help you with this.

The priority of the provision of paid vacations is determined annually in accordance with the vacation schedule ( h. 1 tbsp. 123 of the Labor Code of the Russian Federation, hereinafter - the Labor Code of the Russian Federation). The schedule is approved by the employer, taking into account the opinion of the elected body of the primary trade union organization no later than two weeks before the onset of the calendar year in the manner prescribed by Art. 372 of the Labor Code of the Russian Federation for the adoption of local regulations. To reflect information about the time of distribution of annual paid vacations of employees for a calendar year by months, the unified form No. T-7 is used.

The working time of a personnel officer on a draft vacation schedule depends on the number of employees of the company, as well as on how the process of preparing this document is organized in it.

YOU MUST KNOW IT

The vacation schedule is signed by the head of the personnel department, which means that it is the employees of the personnel department who are responsible for the preparation and execution of this document

Instructions on the use and filling out of primary accounting forms for labor accounting and remuneration ( ) contain a rule: when drawing up a vacation schedule, the provisions of the current legislation, the specifics of the organization's activities and the wishes of employees are taken into account.

What can be attributed to the provisions of the current legislation that must be taken into account when drawing up a vacation schedule?

These are, of course, the rules that determine the rules for granting leave:

1. General rules for granting leave. Thus, paid leave should be provided to the employee annually. Leave for the second and subsequent years of work may be granted at any time of the working year in accordance with the order of granting annual paid leave established by the employer.

2. Rules for calculating the duration of vacation. The duration of the annual basic and additional paid vacations of employees is calculated in calendar days and is not limited by the maximum limit. Non-working holidays falling on the period of paid leave are not included in the number of calendar days of leave. When calculating the total duration of the annual paid leave, additional paid leaves are added to the annual basic paid leave. You can find expert articles on any types of additional paid vacations in the Electronic Personnel System.

3. Features of the use of vacation by individual categories. In cases specified by the Labor Code of the Russian Federation or other federal law, individual employees are granted leave subject to special rules. For example, employees under the age of 18 have the right to take leave at a time convenient for them ( Art. 267 of the Labor Code of the Russian Federation).

For a table of features of the use of leave by individual categories of workers, see.

4. Special duration of vacation. In accordance with the law, certain employees are granted extended basic and additional holidays.

IN THE SAME TIME...

In fact, the vacation schedule can be drawn up and approved by the employer, especially if there is no trade union in the organization, whose opinion should be taken into account when approving the document.

However, in order to maintain a balance of interests of the parties to an employment contract, it is desirable that employees have the opportunity to take part in planning their vacations.

In practice, most often all interested parties are involved in drawing up a vacation schedule, including employees, their immediate supervisors, heads of structural divisions, and the HR department. Information about the desired time of use of vacations by employees comes to the HR department in various ways.

In some companies, heads of structural divisions draw up a list of planned vacation dates for employees of a division and agree on them with employees. Then the list is drawn up (for example, a memorandum) and transferred to the personnel department.

All wishes of employees, drawn up in one way or another, are analyzed by employees of the personnel department and adjusted taking into account the provisions of the law and the specifics of the organization's activities. And for each employee, it is necessary to take into account his individual characteristics of the use of vacation (the duration of the vacation, the current working year, the duration of the holidays used for previous periods, etc.).

At the same time, the employer organizes the preparation of the schedule at its discretion. If the procedure, terms, employees responsible for drawing up and drawing up the schedule are fixed in a local regulatory act, there will be no need to organize the work on planning vacations annually.

For example, employees under the age of 18 are entitled to a basic annual paid leave of 31 calendar days. Employees with irregular working hours annually receive additional paid leave of at least 3 calendar days.

5. Peculiarities of granting leave to individual employees. Exceptions to the general rules for the provision and use of leave by employees are provided for by law and should be taken into account when drawing up a schedule.

EXAMPLE

For example, an employee may not use all or part of the vacation for the previous working year, which means that this vacation (part of the vacation) should be granted to him in the next working year, which should be reflected in the vacation schedule.

Further, when drawing up a vacation schedule, the specifics of the employer's activities are taken into account so that the use of vacation by employees does not affect the normal course of work of the organization. Here it is desirable to take into account the interchangeability of employees, work plans for the next calendar year, the scope of the organization.

EXAMPLE

For example, in educational institutions, due to the specifics of the educational process, leave is provided to all employees in the summer months (after the end of the next academic year and before the next).

Determine the procedure, timing and persons responsible for scheduling vacations in a local regulation, for example, in the instructions for personnel records management

As for taking into account the wishes of employees, the law does not provide for a rule that the sequence of vacations is determined by agreement of the parties. Taking into account wishes is a recommendation, but in fact the employer approves the vacation schedule, taking into account the opinion of the trade union committee.

Changing the vacation schedule

If the employee is hired after the approval of the vacation schedule by the employer, then there is no need to make changes and additions to it.
In the first working year, leave is granted to the employee in the period specified by him in the application, but subject to one condition - six months of continuous work with the employer must expire. At the same time, employees who in the first working year take leave not according to the vacation schedule, but according to applications, will be included in the schedule for the next calendar year.

Form T-7

To reflect information about the time of distribution of annual paid vacations of employees for a calendar year by months, the unified form No. T-7 ( approved Resolution of the Goskomstat of Russia dated 05.01.2004 No. 1 "On approval of unified forms of primary accounting documentation for labor accounting and remuneration") (example 2).

Structural units;
positions (specialties, professions) according to the staffing table;
surnames, first names, patronymics and personnel numbers of employees;
the number of calendar days of the planned vacation;
planned and actual vacation dates;
information about the postponement of vacation (grounds and date of the proposed vacation).

Registration of the vacation schedule is not limited to the introduction of this information.

When processing documents, the details are grouped within three main parts of the document: heading, content and design.

Let's consider each of the order details in more detail.

Part 1. Header. This is the beginning of the document, which contains information about the organization (the author of the document) and primary data about the document.

1. Organization name

The name of the organization is indicated in all its official documents, including in the vacation schedule, in full accordance with the name enshrined in the constituent documents, including the abbreviated name and the name in a foreign language (if any).

If there is an abbreviated name of the organization, the full name is indicated first, and then, below or after it, the abbreviated name (in brackets).

2. Form code according to OKUD

This requisite is affixed only to documents that have a unified form, and the name of which is contained in the All-Russian Classifier of Management Documentation (OKUD).

3. Organization code

The organization code is put down according to the All-Russian Classifier of Enterprises and Organizations (OKPO) and includes 8 characters.

The vacation schedule is consolidated, it reflects information about the time of distribution of annual paid vacations of employees of all structural divisions for a calendar year by months.

The graph is drawn up in the form of a table consisting of ten columns. When drawing up a vacation schedule, only columns 1-6 of the table are filled in. Let's see how each column of the vacation schedule should be filled out.

4. Structural unit

This column of the vacation schedule table indicates the structural divisions available in the organization (if such a structural division is provided for in the company).

The names of structural divisions are indicated in one of the following options:
Option 1. In alphabetical order;
Option 2. By the degree of functional significance;
Option 3. In descending order of staffing;
Option 4. In accordance with the classifier of structural units approved by the employer.

The names of structural units are indicated without abbreviations, in full accordance with the internal division adopted in the organization, in the nominative case, in the singular.

If the company does not have an internal division, this column of the vacation schedule table is not filled in (you can put dashes in it).

5. Position (specialty, profession) according to the staffing table

This graph of the vacation schedule is usually filled in

is in the following order:
job titles are grouped by category and given in order of their importance (from the head of a structural unit to a technical executor);
occupation names are usually listed in alphabetical order.

YOU MUST KNOW IT

When calculating the total duration of the annual paid leave, additional leaves are summed up with the main leave

In practice, the names of positions (professions, specialties) can be indicated in the schedule and in the order of priority in granting leave. Many personnel officers prefer this kind of filling in column 2 of the table, since it allows you to visually display the sequence of granting vacations to employees.

Job titles (professions, specialties) are transferred without abbreviations from the staffing table and are indicated in the nominative case, in the singular.

6. Surname, name, patronymic

The surnames, names and patronymics of employees are indicated in column 3 of the table of the vacation schedule in accordance with the personal cards of employees or other personnel records.

7. Personnel number

In the vacation schedule, personnel numbers of employees are indicated.

A personnel number is assigned to each employee when he is hired for the purposes of time keeping of his actually used working time.

8. Vacation. Number of calendar days

This column of the vacation schedule table indicates the total number of calendar days of annual paid vacation provided to the employee.

The duration of the leave of each employee is determined based on the terms of employment contracts, on the basis of data from personal cards of employees and other accounting documents.

As a general rule, the duration of the main annual paid leave is 28 calendar days (Article 115 of the Labor Code of the Russian Federation). Longer main leave is granted to certain categories of employees in accordance with the Labor Code of the Russian Federation and individual federal laws (for a summary table of employees who are entitled to extended main leaves, see the portal).

Some employees, in accordance with the requirements of the law, must be provided with additional paid leave (see the portal for a summary table of employees who are provided with additional paid leaves.)

The total duration of the vacation due to each employee is calculated by adding the duration of the annual basic and all additional paid vacation.

A certain total duration of annual paid leave is indicated in the vacation schedule without dividing into main and additional paid leave.

EXAMPLE

For example, the positions of the head of the personnel department and the inspector for personnel are included in the list of positions with irregular working hours approved by the employer. The regime of irregular working hours is also enshrined in the employment contracts of these workers.

The collective agreement in force with the employer provides for the provision of additional leave to employees with irregular working hours, the duration of which depends on the position held by the employee. So, heads of structural divisions with irregular working hours are provided with an additional paid vacation of 4 calendar days. The rest of the employees - 3 calendar days.

Thus, the total duration of paid leave provided to the head of the HR department will be 32 calendar days (28 days of the annual main paid vacation + 4 calendar days of additional paid vacation). The duration of the leave of the HR inspector will be 31 calendar days.

Please note that in the vacation schedule, you cannot fix the division of vacation into parts. This is due to the fact that, in accordance with Art. 125 of the Labor Code of the Russian Federation, the division of vacation is the subject of agreement between the parties to the employment contract. The vacation schedule is a local normative act, when drawing up and approving which the wishes of employees may not be taken into account at all. And since the provision of vacation in parts is an exception to the general rule, then such an exception should not be fixed at the local level.

9. Vacation. Planned vacation date

In this column of the vacation schedule table, the planned calendar dates of the vacation are indicated.

EXAMPLE

For example, the vacation schedule is to give the HR manager a vacation in August 2011. From August 8 to September 4, he will be given an annual basic paid vacation. From September 5 to September 8, 2011 - additional paid leave for irregular working hours. In total, leave of 32 calendar days will be provided from August 8 to September 8, 2011. The HR inspector is scheduled to leave in July 2011. From July 1 to July 28, 2011, the employee will be provided with an annual basic paid leave, from July 29 to July 31, 2011 g. - additional paid leave for irregular working hours. A total of 31 calendar days of vacation will be provided from July 1 to July 31, 2011

In practice, the question often arises - is it possible to indicate in this column of the table not specific dates, but the calendar month in which the employee will be granted leave?

The Instructions for the Application and Completion of Primary Accounting Forms says that the unified form No. T-7 is used to reflect information about the time of distribution of annual paid holidays for a calendar year by months. At the same time, in the most unified form No. T-7, in columns 6 and 7, it is required to indicate the planned and actual dates. The "Date" attribute, as a rule, contains three elements, put down in a certain sequence: day, month, year. Thus, from the content of the Instructions and the name of the columns in the table of the vacation schedule, it is impossible to make an unambiguous conclusion about whether it is possible to indicate only the calendar month when planning the vacation. Therefore, in practice, both planning options are used.

Do not forget that the employer must comply with the procedure for granting leave as provided by law. So, the employee must be notified of the start time of the vacation against signature no later than two weeks before its start ( h. 3 tbsp. 123 of the Labor Code of the Russian Federation). The start of the vacation is determined by the vacation schedule. And if the schedule does not provide for calendar dates, it will be difficult for the employer to fulfill the obligation to warn the employee about the beginning of the vacation.

IT IS FORBIDDEN!

"Break up" in the vacation schedule the annual paid vacation into the main and additional, as well as fix the provision of vacation in parts

We recommend that you indicate in column 6 of the table the exact date of the vacation also in order to facilitate the registration of the granting of vacation to the employee. If the vacation schedule does not indicate a specific calendar date for the start of the vacation, then in order to draw up the necessary documents (order for granting vacation, note-calculation), the employee must write an application for vacation each time. In practice, it is quite common for workers to refuse to take leave for several consecutive working years. Meanwhile, the employer is in any case responsible for not providing leave. In such situations, by planning the exact dates for the start of the vacation in the vacation schedule, you have the opportunity to "forcefully" send the employee on vacation by fulfilling the requirements of Part 3 of Art. 123 of the Labor Code of the Russian Federation and notifying the employee about the start time of the vacation against signature no later than two weeks before its start.

Part 3. Decorating. It contains details confirming the authenticity of our document and the accuracy of the information it contains.

When planning a vacation for employees, fix specific calendar dates for its provision in the schedule.

10. Opinion of the elected trade union body

If the organization has a trade union, then the vacation schedule is approved taking into account the opinion of the trade union in accordance with the procedure established in Art. 372 of the Labor Code of the Russian Federation. To do this, before approving the vacation schedule, the draft document and the justification for it should be sent to the trade union committee ( h. 1 tbsp. 372 of the Labor Code of the Russian Federation). The draft vacation schedule is a unified form No. T-7, filled out in accordance with all the rules, not signed by the head of the personnel department.

The trade union committee, no later than 5 working days from the date of receipt of the draft vacation schedule, sends a reasoned opinion on the project in writing. After receiving this document, a note is made on the vacation schedule that the opinion of the trade union committee was taken into account when planning vacations.

This requisite is not filled out if the organization does not have a trade union, as well as if the trade union committee has not provided a reasoned opinion on the draft vacation schedule within the specified time frame.

11. Date of compilation

This attribute allows you to establish when the HR department began work on determining the priority of vacations. Therefore, in this column, the date of the compilation of the first draft of the consolidated vacation schedule is put down.

The date is formatted digitally in Arabic numerals in the following sequence: day, month, year. The day and month are recorded with two pairs of Arabic numerals separated by a dot; year - in four Arabic numerals.

The vacation schedule is for the upcoming calendar year beginning January 1 and ending December 31. The next year is entered in this column of the unified form.

13. Signature of the head of the personnel department

The vacation schedule must be signed by the head of the HR department.

14. Column of approval

The vacation schedule is approved by the head of the organization or a person authorized by him. The requisite "stamp of approval" contains the word "APPROVED", the name of the position of the person who approved the document, personal signature, its decoding and the date of approval.

15. Document number

The unified form of the vacation schedule contains the column "Document number". The vacation schedule is a local regulatory act issued once a year in one copy, therefore, in practice, this document is assigned number 1.

Familiarization of employees with the vacation schedule

Part 2 of Art. 22 of the Labor Code of the Russian Federation provides for the obligation of the employer to acquaint the employee, against signature, with the adopted local regulations directly related to their work activities. The form for familiarizing employees with the vacation schedule is not provided for by regulatory enactments, the unified form No. T-7 does not contain a special column for issuing visas to familiarize employees with the schedule. Therefore, there are several options for familiarizing employees with this document, the choice remains with the employer.

Option 1. Use a special registration form for review, for example, Journal of familiarization of employees with the vacation schedule. Such a magazine is very convenient, since it can be used for several years.

Option 2. Supplement the unified form of the vacation schedule with a column for issuing visas to familiarize employees with the schedule. Such changes must be formalized by order of the employer (example 1).

After the issuance of such an order, the unified form of the vacation schedule used by the personnel department to draw up the schedule is supplemented with a special column designed to mark the familiarization with the schedule of employees of the organization. After the approval of the schedule by the head of the organization, the personnel service acquaints all employees of the organization with the schedule against signature, while acquaintance visas are issued on the schedule itself (example 2).

Keeping a vacation schedule

The vacation schedule is kept, as a rule, in the HR department of the organization. Extracts from the schedule can be sent to the appropriate structural divisions.

During the calendar year, the person responsible for maintaining the vacation schedule fills in columns 7-10 of the schedule table, entering information about the actual date of the vacation, the transfer of vacation, and also making the necessary notes.

The shelf life of the vacation schedule is one year ( Art. 693 div. 8 of the List of typical management documents generated in the activities of state bodies, local authorities and organizations with an indication of the storage period, approved. by order of the Ministry of Culture of Russia dated 25.08.2010 No. 558).

Download a blank form of the vacation schedule form No. T-7

Order to supplement the unified form No. T-7 column 11

Vacation schedule (form No. T-7) (sample)

Magazine: Everything for the HR officer, Year: 2010, Number: №5