A vacation schedule is a summary document containing information about employee vacations for the upcoming calendar year. The employer is responsible for drawing up and approving this schedule annually. Find out what this document is, as well as download the vacation schedule in Excel or Word, in this article.
In accordance with the Labor Code of the Russian Federation, every employee has the right to annual paid leave. Its duration is 28 calendar days. Employees who work in special or hazardous working conditions have the right to additional leave.
Which vacation schedule form to use for 2020
To draw up a vacation schedule for 2021, the unified form No. T-7 of the same name is suitable. It was approved by Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1.
It looks like this:
From our website you can freely download the vacation schedule for 2021 in excel using the T-7 form using the direct link here:
- Vacation schedule 2021 excel
However, the company can also use its own Excel form of the vacation schedule for 2021, pre-approved by a local act. At the same time, it is advisable when developing it to still focus on the T-7 form.
Thus, the vacation schedule is drawn up in the form approved by the order of the head of the enterprise to the accounting policy.
What to reflect
The draft vacation schedule must include the positions held by employees in structural divisions, their personnel numbers, and the duration of rest in calendar days. The number of days for employees varies, since it consists of:
- basic leave, which, according to the Labor Code of the Russian Federation, is usually 28 days, but for some categories of citizens (disabled people, civil servants, teaching staff) this figure is usually higher;
- additional (for example, for employees engaged in work 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.
ConsultantPlus experts discussed how to draw up and approve a vacation schedule for 2021. Use these instructions for free.
to read.
How to make a vacation schedule for 2020
Usually, HR department employees are involved in preparing the vacation schedule. But if it is not there, the schedule can be drawn up by the employee who is responsible for maintaining personnel records.
Please note that before approving the excel file with the vacation schedule for 2020, you also need to take into account the opinion of the trade union (if there is one). The procedure for taking into account the opinion of a trade union cell is the same as for the adoption of local regulations (Article 372 of the Labor Code of the Russian Federation).
At the time of approval, columns 1 to 6 must be completed in the vacation schedule for 2021. There are no other special rules.
From our website, you can download a free completed sample vacation schedule for 2021 in Excel using a direct link here:
- Vacation schedule 2021 excel sample filling
Should staff be aware of the schedule?
There is no direct obligation in the law to familiarize employees with the approved vacation schedule. Art. 123 of the Labor Code of the Russian Federation only requires that the employee be notified of the start time of the vacation against signature no later than 2 weeks before it starts.
However, it is still advisable to familiarize staff with this document. ConsultantPlus experts explained in detail how and why this should be done:
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The question often arises: does an employee need to write an application for leave provided for in the vacation schedule? For the answer, let's turn to Part 3 of Art. 123 of the Labor Code of the Russian Federation, according to which the employee must be notified of the start time of the vacation against receipt no later than 2 weeks before the start. It follows that in order for an employee to go on vacation in accordance with the vacation schedule, it is necessary to notify the employee, and not the employer. An additional application from the employee is not required.
How to approve the vacation schedule for 2020
This can be done by a separate order from the manager on company letterhead (there is no mandatory or unified form). However, it is not formally required: the manager’s signature in the “I approve” field of the schedule form is sufficient.
Once approved, the vacation schedule for 2021 becomes mandatory for both the employer and employees.
For more information about all this, see “How to draw up and approve a vacation schedule for 2021.”
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Changes and cancellations
A drawn up schedule is a plan that often does not coincide with the actual progress of work in the organization. If the planned dates do not ultimately coincide with the actual dates, changes must be made. To do this, you need to receive a transfer application from the employee, on the basis of which an order is issued. When making changes, the start date of the postponed holiday and the reason for the transfer are indicated.
Here's what a sample of filling out a vacation sheet for 2021 looks like when rescheduling vacations:
Changes are made if:
- temporary incapacity for work of the employee during rest;
- feedback from it;
- if providing rest to an employee in the current working period will adversely affect the normal course of work of the organization;
- at the request of the employee and with the consent of the employer
Cancellation of the schedule after its approval is no longer possible; all additions (for example, for new employees) are drawn up in the form of attachments.
Nuances of scheduling
Next, we will consider certain aspects of granting vacations and scheduling, which often raise questions.
Vacation of an external part-time worker
Article 286 of the Labor Code of the Russian Federation states that annual leave must be granted to an external part-time worker simultaneously with leave from his main job. Two conclusions can be drawn from this:
- An external part-time worker is entitled to leave, which means it must be included in the schedule ;
- This leave must be planned for the same period when it is provided to the employee by the main employer.
The question arises: how to do this? Obviously, you should ask your part-time worker in advance when his vacation from his main place of work is planned. Alternatively, you can ask to provide a certificate of planned vacation for the next year. But the part-time worker is not obliged to do this, just as the part-time employer cannot insist on this. Moreover, the employee may not know when he will be granted leave at his main place of work next year, because the schedule there may not be ready yet.
Nevertheless, it is necessary to include the vacation of an external part-time worker in the schedule. However, it is likely that changes will have to be made to the document.
Such a situation is also possible. The part-time worker’s vacation is planned for the same period by both employers, but the citizen submitted an application to his main place of work to postpone this period, and it was agreed upon. In this case, the part-time employer will also have to postpone the vacation period.
Duration of vacations: standard and extended
Standard annual paid leave is 28 calendar days (Article 115 of the Labor Code of the Russian Federation). But some categories of workers are entitled to extended basic leave. The right to it is given by the Labor Code and federal laws. Who is entitled to longer leave is shown in the following table.
Table 1. Who has the right to longer leave
| Category of workers | Rule of law | Duration of vacation |
| Minor workers | Art. 267 Labor Code of the Russian Federation | 31 calendar days |
| Disabled people | Art. 23 of Law No. 181-FZ of November 24, 1995 | 30 calendar days |
| Teachers | Art. 334 Labor Code of the Russian Federation, Government Decree No. 466 dated May 14, 2015 | 42 (56) calendar days |
| Certain categories of medical workers | Art. 350 Labor Code of the Russian Federation, resolution of the Ministry of Labor of Russia dated 08.08.1996 No. 50 | 36 calendar days |
| Civil servants | Art. 46 of Law No. 79-FZ of July 27, 2004 | 30 calendar days + days depending on length of service |
| Municipal employees | clause 3 art. 21 of Law No. 25-FZ of 03/02/2007 | |
| Doctors and candidates of science holding positions in scientific organizations funded from the federal budget | Government Decree 08/12/1994 No. 949 | Doctor of Science - 48 working days; candidates of science – 36 working days |
| Workers working with chemical weapons | Art. 1, 5 of Law No. 136-FZ of November 7, 2000 | 56 or 49 calendar days (depending on the group of work) |
| Rescuers of professional emergency rescue services and units | clause 5 art. 28 of Law No. 151-FZ of August 22, 1995 | 30, 35 or 40 days (depending on continuous service) |
| Prosecutors, scientific and teaching staff of the prosecutor's office | Art. 41.4 of Law No. 2202-1 of January 17, 1992 | 30 calendar days (excluding travel to and from your vacation spot) |
| Investigative Committee employees | Art. 25 of Law No. 403-FZ of December 28, 2010 | |
| Military personnel | Law No. 76-FZ of May 27, 1998 | Various durations |
Some employees also have the right to additional paid leave , which is provided in addition to the main one (Article 116 of the Labor Code of the Russian Federation). What periods also need to be reflected in the chart. Employees are entitled to:
- those employed in jobs with harmful and (or) dangerous working conditions;
- having a special nature of work;
- working irregular hours;
- working in the Far North and similar areas.
compensation instead of additional vacation . However, such vacation days still need to be included in the schedule, and then (if the employee prefers money) reflect this in the schedule, as shown above.
What length of vacation should I indicate in the schedule?
An employee is not required to go on vacation for 28 days in a row - it can be divided into several parts. Moreover, one of them should not be less than 14 calendar days . The vacation schedule should indicate all vacation periods for each employee.
Who can take vacation at a convenient time?
Some categories of employees have the right to choose their vacation time. This does not require agreement with the employer. Details are in the following table.
Table 2. Who has the right to leave at a convenient time
| Category of workers and circumstances | Rule of law | How to confirm |
| Minor workers | Art. 267 Labor Code of the Russian Federation | Passport |
| Parent (guardian, custodian, foster parent) raising a disabled child under the age of 18 | Art. 262.1 Labor Code of the Russian Federation | Child's birth certificate |
| Pregnant women - before or after maternity leave After maternity leave | Art. 260 Labor Code of the Russian Federation | Certificate of pregnancy, sick leave taken in connection with maternity leave |
| Workers with three or more children under 12 years of age | Art. 262.2 | Birth certificates of children |
| A husband while his wife is on maternity leave | Art. 123 Labor Code of the Russian Federation | Certificate of pregnancy, copy of sick leave issued for maternity leave |
| External part-time workers - simultaneously with annual paid leave from the main job | Art. 286 Labor Code of the Russian Federation | Certificate of employment, extract from the vacation schedule |
| Spouses of military personnel - simultaneously with the military leave | Art. 11 of Law No. 76-FZ of May 27, 1998 | Certificate from the place of service, extract from the husband’s vacation schedule |
| Citizens who received the total (accumulated) effective radiation dose as a result of nuclear tests at the Semipalatinsk test site | Clause 15 Art. 2 of Law No. 2-FZ of January 10, 2002 | Certificate of a citizen who has been exposed to radiation |
| Participants in the liquidation of the consequences of the disaster at the Chernobyl nuclear power plant. Separate groups of citizens who received radiation sickness, people with disabilities as a result of the disaster, people working in the exclusion zone and others related to the accident at the Chernobyl nuclear power plant. | Law No. 1244-1 of May 15, 1991 | Certificate of a citizen who has been exposed to radiation, certificate of disability |
| Heroes of Socialist Labor, Heroes of Labor of the Russian Federation and full holders of the Order of Labor Glory | Art. 6 of Law No. 5-FZ of 01/09/1997 | Certificate of Hero of Labor or Knight of the Order |
| Heroes of the Soviet Union, Heroes of the Russian Federation and full holders of the Order of Glory. Participants in the Great Patriotic War, residents of besieged Leningrad and people working at defense facilities during the Great Patriotic War, war veterans, combat veterans | clause 3 art. 8 of Law No. 4301-1 of January 15, 1993 Law No. 5-FZ of January 12, 1995 | Certificate of Hero or Knight of the Order |
| Honorary Donors | Art. 23 of Law No. 125-FZ of July 20, 2012 | Honorary Donor Certificate |
| A parent working in the Far North and equivalent areas to accompany a child under 18 years of age entering education in another area | Art. 322 Labor Code of the Russian Federation | Child's passport, certificate from the admissions committee |
How long should I keep my vacation schedule?
Documents are stored in accordance with the order of the Ministry of Culture of Russia dated August 25, 2010 No. 558. Different deadlines are established for different documents. The vacation schedule is kept for 1 year after it ceases to be valid.
Key Features
- Perform vacation calculations: duration, start and end day of the vacation period.
- Compatible with all versions of the Windows operating system.
- Support for different systems of public holidays for different countries, taking them into account when calculating periods.
- A simple and convenient interface with only one window.
- Possibility of using user-defined reference points, selected arbitrarily.
- Function of transferring working days, holidays, weekends to any dates.
- Possibility of creating an individual schedule of holidays and weekends.
Document meaning
The schedule helps solve several problems :
- Plan vacation periods for the next year so that there are no overlaps. For example, so that all specialists performing the same functions do not go on vacation at the same time.
- Take care in advance of replacing the employee during the vacation period or transfer his functions to colleagues.
- Fulfill the requirements of labor legislation: notify the employee in a timely manner about the upcoming vacation and pay vacation pay.
- Keep under control the issue of compliance with vacation dates, as well as the number of unused days.
