Instructions: we issue an order to grant leave to the employee

An employee’s leave must be formalized in full compliance with accepted standards and norms. It is important to complete the appropriate form to officially grant leave. The key official paper recording the granting of leave is a special approved and unified form T-6. This order is issued by the manager. At the local level, orders are handled by authorized officials, for example, the head of the personnel department.

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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.

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.

Expert opinion

Mikhailov Vladislav Ivanovich

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

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.

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).

Shelf life

After the registration is completed, the document must be filed in a folder and sent for storage. According to clause 19 of the List of standard management archival documents, approved by Order of the Ministry of Culture of the Russian Federation dated August 28, 2010 No. 558, the storage period for such local acts is 5 years. However, if employees who went on vacation are engaged in hard, harmful or dangerous work, or the document concerns the provision of days without pay (wages), then, in accordance with paragraph 19 of the List, such a local act will have to be kept for 75 years.

Vacation order, sample 2020

Order for leave at your own expense, sample T-6

Order for leave without pay, sample 2020

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.

Mandatory holidays from previous years

It happens that an employee has not had a rest for several years, but this year he decided to take advantage of the rest days from previous periods. In this case, this must be reflected in local act No. T-6 or No. T-6a. True, the usual form does not provide for the listing of several periods, so it needs to be modified. Changes must be formalized in the appropriate organizational and administrative document, as provided for in the Procedure for the Application of Unified Forms of Primary Accounting Documentation. In this case, a self-developed form is preferable, since it does not require additional procedures.

Own forms

Expert opinion

Mikhailov Vladislav Ivanovich

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).

The role of the manager in the vacation system

The complexity of employees' daily lives can be due to various reasons. There are situations that labor legislation does not regulate. In this case, the final decision regarding the vacation of an employee is made by the manager.

If an employee asks for unscheduled leave, the employer can make a positive decision if the work process allows. Then they draw up a settlement note and make amendments to the approved vacation schedule.

Such a labor-intensive process may arise due to an employee’s vacation with subsequent dismissal. According to our labor legislation, there are no prohibitions on rest followed by dismissal. Based on this, the decision remains with the manager - be it positive or negative.

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.

Registration of leave when wages are not maintained

It is very important to issue such an order correctly, since it plays a big role not only for reporting, but also for accounting. It is necessary to confirm that the employee is going on vacation on his own initiative and agrees to take a vacation at his own expense. In this case, the average salary is not paid, that is, the organization does not need to compensate for downtime.

It is worth noting that it is advisable for organizations to protect themselves in advance from the likely claims of employees. It is important to have adequate proof that the employee voluntarily asked for unpaid leave. Experts advise thinking about the employee’s application form. Some companies practice filling out applications for unpaid leave on forms that have already been developed and printed. And the employee only has to sign the finished document. This is not a very good solution. Sometimes problems arise with such statements in the future, and employees file claims for compensation for downtime and moral damages, citing the invalidity of the statement. A signature is easy to forge, but it is more difficult to verify and confirm its authenticity.

What should management do? The best option is to ask employees to write an application for unpaid leave in their own hand. Such a document is already a more reliable confirmation, since the examination will accurately determine its author from a rather large handwritten text.

Please note that leave at your own expense can be provided simply at will, as well as for any valid reasons. When an order is issued, it must be written in column B: rest is provided, but payments and salary retention are not provided.

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.

Differences in the execution of orders for different types of leave

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)

How to place an order for annual leave?

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

Days counted as vacation: how to apply

If for some reason an employee needs an unscheduled day off, he has the right to ask the employer to provide it as paid rest. The employer decides whether to provide it or not. If the go-ahead is received, the employee writes a corresponding statement, in which it is advisable to indicate the reason for the day off.

Employers are not recommended to provide “vacations” in advance for a year that has not yet arrived. In this case, you should not even accommodate beneficiaries, because if an employee quits, it will be quite difficult to deduct paid vacation pay from him, because this can only be done with his consent.

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.

Returning from vacation

When an employee returns to work from vacation, this should be reflected in column 7 of the vacation schedule. While he was absent, the same marks are put on the time sheet.

Also see “Letter designations in timesheets”.

Upon returning from vacation, you do not need to fill out any documents. Since the order contains the date of return to work, it is evidence of the end of the vacation.

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15.11.2017