Vacation schedule unified form t 7 sample. How to fill out a vacation schedule? What to include in your vacation schedule

The vacation schedule (form T-7) is needed to reflect information about the time of distribution of annual paid vacations for all employees structural divisions company for the year broken down by month. In the article you can download a free form and sample of filling out a vacation schedule using the T-7 form. This will make it easier to draw up and approve the document, especially if the organization is drawing up the document for the first time.

In this article:

The vacation schedule determines the order in which employees go on vacation. It must be completed no later than two weeks before the start next year A.

Form T-7 vacation schedule: sample filling

There is a peculiarity in the form T-7 of the vacation schedule - such a vacation schedule includes the column “Opinion of the elected trade union body...”. Many organizations do not have a trade union, so in the document instead of this column you can indicate “Primary trade union organization is missing (or not created)." Or simply do not fill it in (put a dash).

During the year, circumstances may change for employees or the company. For example, an employee will need to reschedule vacation due to illness or maternity leave. In this case, the necessary changes must be made to the vacation schedule based on the employee’s application ( download samples from the links below) And .

The vacation schedule must be approved by the head of the company. The corresponding column is already provided in the document. If desired, you can draw up an additional order approving the vacation schedule.

The Labor Code does not require changes to the vacation schedule if a company hires a new employee or fires an existing one. But, if the schedule is drawn up in the T-7 form, and it is more convenient for the company to have data on all vacations there, changes can be made. The company has the right to decide for itself how to do this. In practice, the vacation period of a new employee is recorded in an appendix to the schedule.

Alternative to form T-7 vacation schedule

You can download form T-7 vacation schedule from the link at the beginning of the article. However, instead of the current form of the vacation schedule, organizations have the right to use their own form. That is, based on the unified T-7 form, create your own form. The main condition is to approve it in the accounting policy. This was confirmed by Rostrud in a letter dated February 14, 2013 No. PG/1487-6-1.

When drawing up your vacation schedule form, it is important to take into account the specifics of the organization’s activities and the wishes of the employees. All employees of the company must be indicated in the tabular section. At the same time, each employee must be scheduled for as many vacation days as he is entitled to by law. If an employee breaks his vacation into several periods, then he is entered into the schedule several times, indicating the duration of each vacation.

In addition, all accumulated rest days for employees must be entered into the vacation schedule form. After all, the employee has the right to transfer vacation to the next working year. But it must be used no later than 12 months after the end of the year for which it is provided (Article 124 of the Labor Code of the Russian Federation).

Separate fields of the vacation schedule form (form T-7)

Any changes to the vacation schedule are made based on the employee’s application and the manager’s order. The details of these documents (or one of them) are recorded in the “Bases” column. Additional data is reflected in the “Note” column; here the HR employee can indicate any information.

If one of the employees asks to reschedule vacation to another time, these changes must be made to the vacation schedule. When transferring vacation, you must fill out columns 8-10. In column 8 it is necessary to enter the details of the order to transfer the vacation, in column 9 - the date of the proposed vacation, and in column 10 - the reason for its transfer (Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1).

The Labor Code obliges employees to familiarize themselves with the vacation schedule, but the code does not say exactly how to do this. You can attach to the schedule an introductory sheet with a list of employees’ names, where everyone will put their signature and date of acquaintance. The Labor Code of the Russian Federation requires that the employee be notified of the start time of the vacation no later than two weeks before its start. But it’s easier to familiarize everyone with the schedule when it is approved. And the manager must approve the vacation schedule no later than two weeks before the start of the corresponding calendar year (Article 123 of the Labor Code of the Russian Federation).

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

Vacation schedule: how to draw it up correctly

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

Vacation schedule: registration rules and changes

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

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

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

What to include in your vacation schedule

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

Vacation schedule:

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

Vacation schedule: form

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

Order on vacation schedule: sample

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

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

Approval of the vacation schedule

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

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

Sample vacation schedule for 2020

When preparing your vacation schedule, you can use ours.

Making changes to the vacation schedule

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

Where are changes reflected in the vacation schedule?

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

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

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

Making additions to the vacation schedule

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

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

How long should you keep your vacation schedule?

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

Responsibility for the lack of a vacation schedule

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

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

Vacation on the timesheet

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

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

Vacation on the time sheet: sample

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

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

The nuances of reflecting vacation in the time sheet

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

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

The vacation schedule is intended to provide annual leave company employees. At the same time, according to Article 123 of the Labor Code of the Russian Federation, Part 2, the vacation schedule approved by the employer is mandatory both for each employee and for the employer himself.

Important: scheduling is mandatory for all legal entities, regardless of the size of the organization’s staff. If such a document is not available at the enterprise, then this is an administrative violation with penalties.

Below you can download a free vacation schedule template in Excel and an example of filling it out.

Is it possible to divide the vacation period into parts?

Each employee has the right to divide his vacation into two equal parts, each of which must be at least 14 days. In this situation, some difficulties arise with filling out the T-7 form, since it does not require such actions. However, the problem of how to fill out the schedule if the annual vacation is divided into parts is still resolved.

Some HR specialists use additional lines or add another column for the employee’s visa. Other employees use the additional one that comes with the schedule.

How to reflect last year correctly?

If due to production needs or other reasons in this year it was not possible to take all the days that the employee is entitled to, then such a balance is called unused vacation. For subordinates, forgetful managers or workaholics, unused vacation days tend to accumulate and increase.

How to correctly make an entry in Form T-7? It might look like this: “Calendar days and start date – 14 for 2014 from 09/05/2016, 28 for 2015 from 09/29/2016, 28 for 2016 from 11/28/2016.”

Is it possible to specify only the month?

In most cases, HR officers indicate only the month of employees’ expected vacation. However, no one forbids specifying specific dates. It all depends on how the HR department and company management work.

Is it allowed to fill out upon the start of the vacation?

This is not possible, since Art. 123 states that the schedule is drawn up at any enterprise no later than 14 days before the start of the next year.

Which employees should be included in the document?

The following types of vacation must be included in the schedule:

1. annual basic paid;
2. annual additional paid;
3. not used by the employee in the current year and carried over to the next year.

A rest priority plan is drawn up for all workers:

• employed at their main place of work;
• for persons combining labor activity(part-time workers).

Citizens who work under a civil contract are not included in the schedule, since they are not entitled to annual paid leave.

Also the plan does not include administrative leaves (without saving wages), maternity and child care leave.

Do I need to flash it?

No, you do not need to flash the schedule, since it is an informational document and you often need to refer to it.

Duration of main rest time

The duration of the annual basic paid leave, as a rule, is 28 calendar days (Article 115 of the Labor Code of the Russian Federation).

Article 115 of the Labor Code of the Russian Federation. Duration of annual basic paid leave

Annual basic paid leave is provided to employees for 28 calendar days.

Annual main paid leave lasting more than 28 calendar days (extended main leave) is provided to employees in accordance with this Code and other federal laws.

Filling procedure

The work of filling out the table begins with entering personnel worker information in the first six columns. The following instructions should be taken into account:

• Column 2– employee position specified in the staffing table.
• Column 4– indication of personnel numbers; if none are assigned, then the column is skipped.
• Columns 7-9– the HR specialist fills in handwritten text, noting that employees are going on vacation. After the employees return, the corresponding notes are made in column 7.
• Column 8– indicates the document that serves as the basis for transferring the vacation.

The starting date for them is entered in column No. 6, and if it is subject to changes, then they are entered in columns 8-9.

The manager has the right to add additional column 11 to the form, in which each worker must sign, confirming his awareness. Along the way, you can create notifications that are used as attachments, as well as make certain changes regarding the date of leave based on the employee’s application.

Approval procedure

The order of provision of rest to workers is always approved only by the company manager. The document is endorsed by the head of the HR department and the director of the company. Trade union representatives may take part in the process of forming vacation schedules.

Is there a stamp?

There is no need to affix a seal, unless the employer’s internal rules establish a different procedure. The vacation schedule is an internal document of the enterprise. Therefore, there is no need to put a stamp on it.

Seal of the organization general rule is an additional confirmation of the authority of the person who signed the document for external contractors. There are no stamp details on the unified form of schedule No. T-7, which was approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.

If the employer uses an independently developed schedule form, then, if desired, he can provide printing details on it and fill it out.

Common mistakes and ways to avoid them

To correctly draw up a vacation schedule, you need to know the norms of existing legislation. and remember that:

1. The boss and deputy cannot go on vacation at the same time.
2. The department must retain such a number of employees as can support its normal functioning.
3. Specialists of the same profile cannot take a vacation at the same time.
4. The vacation accumulated over several years should not be summed up; it is better to break it into several parts.
5. There is no need to assign the responsibilities of an employee on vacation to someone who has the right to go on vacation out of turn.
6. The distribution of vacation days must be formed in such a way that the work process and the workers do not suffer.

Employee familiarization

Since the vacation schedule does not always reflect the wishes of employees, it is advisable to familiarize all employees with its approved version. To do this, you can provide a special column in the form of the vacation schedule (“I am familiar with the vacation dates”), or draw up a familiarization sheet.

The employer is obliged to notify each worker of the start date of the holiday under a personal signature. no later than two weeks (Part 3 of Article 123 of the Labor Code of the Russian Federation).

To do this, you can include an additional column in the schedule form (“Notified about the start date of the vacation”). Other options for notifying workers are also possible, for example, statements, a familiarization visa on a vacation order (). The employer independently determines the most suitable way notifications to employees about vacation.

So, we looked at how to work with the annual leave schedule. To summarize, we note that this is a mandatory document that must be formed in every company with the formation legal entity. The document is approved and signed by the head of the organization.

A vacation priority plan is drawn up 14 days before the start of the new calendar year. Changes are made in individual cases (subject to the employee’s application and other documents). To clearly and correctly reflect information, the unified T-7 form is used, however, a free-form option is also allowed.

Video on the topic

Watch a video about drawing up a vacation schedule using the T-7 form:

If you find an error, please highlight a piece of text and click Ctrl+Enter.

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

4. In the fourth column we write Personnel Number faces - look at it either in or in.

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)

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:

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 2020 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 contributes necessary information in columns 8, 9 and 10. Information is taken either from the employee’s application or from the order to amend the schedule.

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 2020 (sample)

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.

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