Order for annual paid leave: procedure for registration and sample order

How to write an order correctly

An order to satisfy an application for leave is drawn up by personnel service employees according to a fixed template. To avoid violations when preparing a document, taking into account the following content requirements:

1. The header displays the personal information of the general director - the representative of the employer, and his position. The date for putting the resolution on the order is set.
2. On the left side is the number assigned during registration, and on the right side is the date of registration of the document. The name of the document (vacation order) is indicated in the middle.
3. The descriptive part begins with the words “provide leave”, after which the surname, first name, patronymic of the employee, place of work, and position held are written without abbreviations.
4. Displays the reason for receiving vacation days, as well as the location of the vacation (the locality is indicated).
5. Entering information about the duration of the vacation and the first day of its start. The duration of the vacation period increases if during the rest period the citizen was on sick leave (only with a personal illness, caring for relatives does not count), and there were public holidays at that time.
6. Signing of an order by the boss and the employee who is going on vacation.

Only after this the Order comes into legal force and becomes the basis for calculating vacation pay and legal absence from the workplace.

When is a request for vacation at your own expense made?

The employer is not obliged to provide employees with vacation at their expense. This may be a mutual agreement between the parties, subject to good cause . However, the legislation establishes certain categories of citizens who have the right to such rest.

In both cases, the employee must write a statement. There is no unified form for this document, so it can be written either by hand or on a form established by the company’s internal rules.

You can learn more about applying for leave at your own expense in this article.

The legislation does not stipulate the period within which it is necessary to write an application, because unforeseen circumstances can also serve as a reason. At the employer's request, the employee must provide any documents . justifying valid reasons for going on vacation. Registration occurs traditionally:

1. The employee draws up a statement indicating the reasons for urgent leave,
2. The HR department issues an order under the personal signature of the employee.

Application for vacation at your own expense: .

Forms of orders for granting leave to an employee

As noted above, in practice three types of order forms are used. T6 is a standard form intended for registering leave for only one employee. T6a is a fixed form used when several employees go on vacation at once.

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The third category is individual documents that are valid within an individual company and are developed by departmental orders or personnel employees personally.

Registration of director's leave

The general director's leave order has a number of features. On the one hand, the head of the company is the only person authorized to send employees to a well-deserved rest. But the boss cannot provide himself with vacation days on his own. How to act in such a situation depends on the type of enterprise:

• On the basis of an LLC or a joint-stock company, the director is a representative of the owners, therefore an employment agreement is also signed with the boss on employment and on the performance of the established list of duties. The manager sends his application for leave to the shareholders or owners of the organization. The petition is considered at the general meeting and the result is entered into the minutes. If the decision is satisfactory, an Order is prepared and signed by the shareholders (co-owners).
• The head of the company is the sole owner. In this case, you do not need to ask anyone for permission. It is enough to prepare an order for your temporary absence indicating the specifics of the production process for this period. A person is also appointed who will temporarily occupy the director’s chair.

During a manager's vacation, managerial responsibilities are temporarily assigned to another employee. Who will replace the chief should be reflected in the deputy's job responsibilities.

Requirements for different types of orders

Despite the presence of a unified form of order, each type of order has its own characteristics. For example, when arranging a vacation for a manager, it is mandatory to assign the duties of the director during the vacation to a third party.

About annual paid leave

The procedure for applying for annual leave is available to employees only after 6 months of work from the date of signing the employment contract. The minimum duration of the vacation period is 28 days (2.33 days for each fully worked month). When placing an order, the following nuances may arise:

1. Rest implies compulsory payment of monetary benefits - vacation pay. Therefore, the document must contain a task for the accounting department - to calculate and prepare documents for the transfer of vacation pay. Violation of the right of citizens to monetary compensation entails legal liability.
2. It is possible to provide a vacation day in advance, but only at the request of the manager. The boss can grant rest for future months of the current year, as well as for the next year.

About leave without pay

The Labor Code provides for the right to additional leave at one’s own expense. The order for the provision of unpaid days of rest has the following features:

• Displaying the reasons for placing an order. The content of the order states that the employee received a handwritten application for an additional day. The reasons for leave are also specified (wedding, birth of a child, death of a close relative).
• A separate clause stipulates that for this period of time the employee is deprived of wages and cannot claim vacation pay.

For pregnancy and childbirth

In the seventh month of pregnancy, the gynecologist prepares a sick leave certificate for a maternity employee. This is the only document giving a woman grounds for temporary absence from work and receiving financial compensation during this period. Therefore, a woman must present a document from the clinic.

The duration of rest depends on the characteristics of pregnancy. When expecting one child - 140 days, with multiple pregnancies - 192 days. This period may increase if the birth was performed by caesarean section.

Changing the conditions of rest after signing the order

The law provides grounds when the head of an enterprise can issue a new order - an order to cancel vacation. The preparation of the document does not mean that the employee is completely deprived of his right to vacation, but requires the transfer of the vacation period or part of it.

Vacation cancellation

An order to cancel vacation may be due to production necessity when the absence of an employee will negatively affect the work of the company. The document means that the employee continues to work, but will be able to use rest days later within the current year.

Such an order can only be prepared before the start of the vacation. Otherwise, it is necessary to issue a recall from the employee’s vacation.

If a decision is made to cancel the order, the employee is deprived of the right to vacation payments. The money will be credited later, after booking your next vacation.

Employee review

After the start of the vacation period, the manager can only recall the employee. It will not be possible to force such a decision unilaterally. The employee must confirm his consent to resume work.

Labor legislation protects the rights of all participants in legal relations, therefore, if the rights of the parties are violated, the injured person has the opportunity to challenge the illegal decision. This can be done by forming a labor dispute commission or in court.

Deadlines for issuing an order with a vacation pay schedule

According to the Labor Code, annual paid leave is established according to the schedule at the end of each calendar year . In this case, the employee is notified by notice two weeks before the start of the vacation. If we are talking about extraordinary paid leave, the employee must agree on the date of the leave with the employer no earlier than 15 days before the start of the holiday.

An order for leave is made on the basis of an application. The legislation also does not stipulate the exact deadlines required for its release. The most important thing is that the date of the order must be earlier than the day when the employee goes on vacation.

The Labor Code of the Russian Federation does not stipulate whether it is possible to write an application earlier. The timing of the release of all documents may be stipulated by the company’s internal rules.

It is impossible to foresee everything in advance, just like the dates of your vacation. Knowing the rules for applying for vacations is important for both the employer and the employee. This will avoid any disagreements or litigation.

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Key points and design rules

Mandatory requirements for registration are not established by labor legislation, therefore, enterprises and public sector institutions have their own instructions that determine the procedure for processing personnel documents and reporting. In the budget sector, it is necessary to strictly adhere to the document approval process.

The decision may fall within the competence of higher-level managers, organizations and executive authorities, in accordance with the structure of the company or institution. These requirements should be taken into account when drawing up.

The document is the basis for making an entry in the employee’s personal card (unified form No. T-2), and is also used to calculate the corresponding payments and is taken into account in the final calculation upon dismissal and taxes of the organization. It is issued in one copy, the shelf life depending on the type is 5 or 75 years (clause.

“b” clause 19 of the Order of the Ministry of Culture of Russia dated August 25, 2010 No. 558).

Signature on document

The leave order will most likely be prepared by a human resources specialist. And it will be approved by the director of the organization or the person acting as the head.

A mandatory item is the employee’s signature confirming familiarization with the order.

If these signatures are available, the personnel officer passes the order to the accounting department. Based on this, vacation pay will be transferred to the employee. Do not forget to enter information about the vacation in the employee’s personal card.

Please note that familiarization with the order and notification of leave are two different things. The main thing here is the mandatory notification of vacation (2 weeks before the vacation). The employee’s signature in the order is considered a kind of duplicate of the notification.

Unified forms and samples

They are contained in Resolution of the State Statistics Committee of the Russian Federation dated January 05, 2004 No. 1. Although 01/01/2013 the forms contained in the albums are not mandatory, as any lawyer will confirm, forms No. T-6 and No. T6a are widely used: No. T-6 is used for one employee, No. T-6a - for a group of employees.

There have been no innovations in labor legislation regarding the registration of vacations in recent years. To create your own forms, it is recommended to take as a basis a unified sample order for annual paid leave in the T-6 form.

general information

In order for an employee to go on vacation, guaranteed to him by labor legislation and lower regulations, orders are used in office work, listed in a unified form in Resolution of the State Statistics Committee of January 5, 2004 No. 1.

IMPORTANT. An order to grant leave to an employee acts as a mandatory document. After all, they are used in accounting when calculating the amount paid to an employee for vacation days; marks are made in the employee’s personal card, Form No. T-2, and in his personal account.

How many days before vacation is a vacation order issued? The document is drawn up in advance, no later than two weeks before the day of the vacation.

This period is stipulated by law so that the employee knows about the impending event in advance and can prepare for it.

It’s better not to wait until the last minute and take care of completing the document in advance.

It is also worth mentioning that payments to the employee are made three days before the upcoming vacation.

The content of the order on granting leave to an employee is unified, which, however, does not prevent organizations from changing its structure and approving it independently within the institution. If only the logic of the order was not violated. As for the rest, the document is open for corrections and changes.

REFERENCE. Forms T-6 and T-6a differ due to the letter “A”, which indicates the group orientation of the order. The absence of a letter implies that the order is drawn up for one person.

Order form: its preparation and completion

An order is drawn up in a specialized structural unit (usually in the personnel department). Responsibility for its development rests either with an employee of this department or with a person authorized to deal with personnel issues.

During the development of the draft order, we are guided by the following documents:

The details used in the unified form include:

1. Employee's full name.
2. Employee personnel number.
3. Structural subdivision.
4. The position held by the employee.
5. Type of leave (annual basic paid).
6. Type of leave (additional paid).
7. Vacation period (from...to).
8. Duration of vacation (total in calendar days).
9. Vacation start/end date (from...to).

Also, do not forget about such details as the “registration number”, which is placed opposite the name of the type of document.

The document is registered in accordance with the rules established in a particular organization.

An order for annual paid leave is signed by the head of the organization.

The employee is introduced to this document; after the manager’s signature, he must leave his signature.

ATTENTION. A seal is not required for a document to gain legal force and significance. After all, a seal is a means of confirming the authenticity of a signature only if the document is sent to a third-party organization. In all other cases, the use of printing is not advisable.

When filling out the order form, pay attention to the following columns:

1. Work period. This phrase refers to a time period that guarantees the employee annual paid leave. Such a period is a working year, calculated from the moment the employee joins the company.
2. Duration of annual basic paid leave. The duration of leave is regulated by Articles 115 and 120 of the Labor Code of the Russian Federation. From these articles one can deduce the statutory holiday period of 28 days, and also conclude that there is no upper limit. One more point: weekends do not count towards vacation, but are transferred.
3. Duration of annual additional paid leave. Turning to Article 116 of the Labor Code of the Russian Federation. It is important to note: only categories of employees designated by law are entitled to additional leave. More information about these categories can be found in the above article.
4. Total duration of vacation. The number of days is indicated, which is the sum of the number of days of main and additional leave (if any).

You can order your vacation here.

You can find a sample of filling out a vacation order form T-6 here.

Once a document is approved by the manager, it cannot be changed. Even before the document has acquired legal force, changes can be made to it. But not after publication.

The only possible option in such a situation is to cancel one document and replace it with another. For example, if an employee expressed a reasonable desire to reschedule a vacation in a statement, then the original order is replaced with a new one. The same applies to drawing up a settlement note.

IMPORTANT. As has already been mentioned more than once, the structure of the document itself can be modified. remake to suit your own needs. But it is impossible to make changes to a ready-made document registered and signed by the head. This rule is immutable for everyone.

Vacation orders are stored in the structural units of the organization responsible for personnel management.

As a rule, these are personnel services (HR departments).

There, prompt storage of such documents is carried out in special files intended for personnel orders.

In addition, institutions can organize an archive where files from structural divisions should be received.

The shelf life of vacation orders in organizations is 50 years from the date the document is entered into the file. This is guaranteed by the order of the Ministry of Culture of the Russian Federation, which establishes standard storage periods for archival documents.

When drawing up such a document as an order for granting leave, it is important to understand that the only thing that will protect you from mistakes is: carefully filling out all the fields of the document. proper execution of all procedures provided for by law and, most importantly, compliance with all deadlines prescribed in the Labor Code of the Russian Federation.

Only by keeping all these teachings in mind can you send an employee on vacation without any problems. Yes, so that the employee does not run to court later!

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Own forms

Expert opinion

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Lawyer with 6 years of experience. Specializes in family law. Knows everything about the law.

Taking into account the specifics of an enterprise or institution, its organizational structure, most organizations approve their own templates of a universal type.

Own forms are necessary, for example, to unify orders:

1. An order for leave followed by dismissal (Article 127 of the Labor Code of the Russian Federation).
2. On transfer to another date and revocation (Articles 124 and 125 of the Labor Code of the Russian Federation).
3. On extension due to temporary disability (Article 124 of the Labor Code of the Russian Federation).

When to write a statement

The norms of the Labor Code of the Russian Federation provide for three types of rest for full-time employees of companies, namely:

• Annual;
• Additional;
• Administrative.

The first and second vacations by virtue of Article 114 of the Labor Code of the Russian Federation and Article 116 of the Labor Code of the Russian Federation are paid, the third type of exemption from official duties is provided without pay, although with preservation of the job. At the same time, given that the law provides for different reasons for these holidays, the rules for documenting are also slightly different.

For paid leave

In the usual manner, if the personnel employee clearly complies with the law and the priority schedule contains specific start dates for both the main and additional vacations of employees, a notice of the start and end dates of the vacation is given. The worker reads the document, signs it and returns it to the personnel officer. Based on the notification, an order is issued and compensation is calculated.

However, if the rest schedule does not contain clear vacation dates and is based only on a period equal to a month, according to established practice, an application for vacation is drawn up by the employee based on the rest periods verbally agreed with management, taking into account the specifics of production. An application for leave is also written if an employee requires leave outside of the schedule, for example, due to personal problems or other objective reasons.

In pursuance of Article 123 of the Labor Code of the Russian Federation, the vacation schedule is mandatory for compliance by both management and employees. However, under certain circumstances, changes can be made to the document, which is permitted by law.

In particular, a worker may ask in an application to transfer the vacation to another period for the following reasons:

• Providing a voucher for sanatorium-resort treatment on the recommendation of a doctor;
• To solve family problems, for example, when moving, divorce, or helping a child enroll in a university.

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If the production process does not suffer from the absence of an employee during the proposed period, management, as a rule, agrees to a meeting and, based on the application, provides rest. The statement also serves as the basis for making adjustments to the schedule.

However, in some situations determined by law, the directorate is obliged to postpone the worker’s annual vacation to the period proposed by him. So, by virtue of Article 124 of the Labor Code of the Russian Federation, vacation must be postponed on the following grounds:

1. Before holiday under the BiR or immediately after it.
2. When rest coincides with a period of illness.
3. When an employee performs state or civil duties, such as military training, serving as jurors, members of an election commission, etc.
4. If the spouse of a serviceman under a contract requests vacation at the same time as her husband.
5. When granting leave to part-time workers.
6. Planned professional development at the insistence of management.
7. When annual and student leave coincide.

In most cases, main and additional leave are provided together, which is permitted by law. However, in the priority schedule, these types of recreation must be reflected separately, taking into account that the law provides for different reasons for their presentation.

On vacation at your own expense

The procedure for taking leave without saving earnings is regulated by the norms of Article 128 of the Labor Code of the Russian Federation. At the same time, this norm does not provide for the preliminary drawing up of a priority schedule for this type of vacation due to the fact that it is intended to solve family problems, the occurrence of which cannot be foreseen.

This is important to know: Compensation for unused vacation during maternity leave

At the same time, this type of exemption from work duties, depending on the grounds for registration, may or may not be mandatory. In particular, the company management does not have the right to refuse to apply for leave in the following cases:

• To register a marriage;
• When a child is born to an employee;
• In case of death of loved ones.

The directorate is also obliged to issue leave upon request to preferential categories separately defined by law, in particular:

1. For pensioners.
2. For disabled people.
3. Widows of fallen servicemen.
4. Part-time workers.
5. Single mothers and fathers.
6. Parents of children with disabilities.
7. Dad and mom raising two or more children.
8. Combat veterans.
9. Chernobyl survivors.
10. Northerners.
11. Employees entering the university to take entrance exams.

In other cases, if the worker does not belong to a preferential category or has ordinary family difficulties, administrative leave is issued with the consent of management, taking into account the specifics of the company, based on the application submitted by the employee.

Sections and their descriptions

The standard document is published on company letterhead indicating all mandatory details and contains the following sections:

1. Preamble - a brief description of the reasons for drawing up the document, for example, a link to a schedule, personal statement, article of the Labor Code.
2. Main (content) part. Filled in with specific information about the vacation: position, full name. employee, dates, periods, reasons.
3. Applications. Usually - grounds confirming the right (certificates, certificates, etc.).
4. Signatures and necessary approvals (visas). Contains an indication of the positions of authorized persons, visas of approving persons, and a signature confirming the familiarization of the employee.

Instructions for drawing up a vacation order

We will tell you in more detail how to issue a vacation order, using the T-6 form as an example.

Step 1. Indicate the number of the vacation administrative document and the date of its formation.

Step 2. Indicate the name of the institution that issues the document.

Step 3. After the words “Grant leave,” indicate your full name. employee completely.

Step 4. Record the name of the structural unit and the position of the employee in the appropriate lines.

Step 5. The provided line must indicate the working period for which the employee is granted leave. The working period is the length of a particular person's working year.

Step 6. Complete lines A, B, C depending on what type of leave is being issued.

Step 7. In the required section (A, B, C) you should indicate the number of calendar days of rest, as well as the specific dates of its start and end.

Step 8. Sign the leave document with the head of the institution.

Step 9. Familiarize the employee with the leave document in writing.

The deadline for preparing and issuing a vacation document is not established by law.

Where and for how long should documents be stored?

Today, to determine the procedure and storage period for documents, it is customary to be guided by the norms of Order No. 558 of the Ministry of Culture. At the same time, an organization can publish its own local document, which will reflect the rules for storing leave orders, employee statements, and also indicate the permissible number of sheets in one binder.

For which holidays is an order required?

The Labor Code establishes three types of leave:

For all types of leave, a special document must be drawn up that will confirm the employee’s absence from the workplace - this document is an order granting leave to the employee.

The order is drawn up by the personnel service, signed by the head of the enterprise, and the employee himself must be familiar with it. This document is binding on all parties.

How to draw up an order for leave

A vacation order can be drawn up in free form or using standardized forms:

• vacation order form No. T-6 (this vacation order form is used if one employee has a vacation);
• vacation order form No. T-6a (this vacation order form is used if vacation is issued to several employees).

Important. The order is issued 14 days before the start of annual leave. At the same time, the employee must be notified of the upcoming vacation. After familiarization, the employee is required to put a personal signature on the line of the document provided for this purpose.

The order consists of three parts:

1. Heading (company details are indicated)
2. Document name
3. Main part (document content)
4. Formal part (vising authorized persons who confirm the validity of the document)

Application deadlines

Any employee can reschedule his planned vacation dates by agreement with the employer. In this case, the basis for granting leave will be his personal statement. The procedure in this case is as follows:

1. the employee writes a statement,
2. a decree is issued on the employee's leave,
3. the manager sends an order to the accounting department to accrue vacation pay,
4. At least 3 days before the start of the vacation, the employee is credited with money.

In this case, the employer can establish internal rules of the enterprise, which stipulate the deadlines for submitting all documents from employees.

The law does not stipulate the exact time for filing an application.

When writing an application, an employee should take into account the fact that after reviewing his request, management must issue an order. and based on the order, the accounting department must pay vacation pay. In this case, the deadline for accruing money must be no later than 3 days before the start of the employee’s vacation.

Outside the plan, employees may request time off while maintaining their job in the following cases:

• an employee may submit a request for several days of rest without pay with a good reason,
• a number of persons (such as retired active workers, disabled people) can go on unpaid leave when it is convenient for them,
• women who are about to go on maternity leave in the near future, or who have just returned to work from maternity leave,
• persons under 18 years of age,
• if a person has just adopted a baby.

In all these cases, the employee’s rest is formalized by order based on his written application.

How to place an order for annual leave?

We will present how to correctly fill out an order in the form of a table.

Rules for notifying an employee

According to the Labor Code of the Russian Federation, all employees have the right to vacation for a period of 28 calendar days . People in certain professions with more difficult working conditions compared to other professions are entitled to additional leave.

According to the law, the enterprise draws up a plan for all vacations. It is established within the company according to the planned profit, established priority and other factors.

The deadline for drawing up the rest order for all employees must be no later than 2 weeks before the end of the calendar year. The employer is obliged to allow his employees to rest on time. Workers must follow the sequence specified in the schedule.

Rest days can be divided into parts by prior agreement between the employee and the employer.

Each employee must review the schedule and sign it. Based on such a plan, a vacation notice is drawn up and sent to the employee for signature no later than 2 weeks before the start of his vacation. In this case, the employee does not have to write a leave application. The basis for the order is the vacation schedule and notification.

There are certain groups of employees who can take unscheduled leave . For example, combat veterans. In this case, employees already write a leave application.

Mandatory order parameters

1. The name of the document, in this case it is the Order
2. Name of the organization indicating the legal form (LLC, OJSC, individual entrepreneur, etc.)
3. Information about the employee (full name, position, personnel number, unit name)
4. Order generation date
5. Type of vacation
6. Number of vacation days indicating the start and end of the vacation
7. Approval of authorized persons.
8. Validation by an employee after familiarization

The order form is not stamped. The order is signed by the head of the organization or another authorized person.

The director has the right to either agree with the order or not. And he can also make changes to it.

Changes

Once a document is approved by the manager, it cannot be changed . Even before the document has acquired legal force, changes can be made to it. But not after publication.

The only possible option in such a situation is to cancel one document and replace it with another . For example, if an employee expressed a reasonable desire to reschedule a vacation in a statement, then the original order is replaced with a new one. The same applies to drawing up a settlement note.