Order to change the vacation schedule - sample and example of completion

Home / Labor Law / Vacation

Back

Published: 05/09/2017

Reading time: 6 min

2527

The vacation schedule (VA) is approved two weeks before the New Year for the next calendar year.

Its implementation is mandatory for both employees and the employer, so the schedule should not contain irrelevant information.

However, it may happen that an employee's vacation must be rescheduled, in which case the schedule must be adjusted.

Cases of schedule correction
Why issue an order?
Two options for changing the schedule
How to place an order?
Nuances of document execution

Dear readers! To solve your problem, call hotline 8 or ask a question on the website. It's free.

Ask a Question

In what cases are changes made to the vacation schedule?

The current provisions of regulations allow changes to be made to the vacation schedule, which was previously approved and put into effect.
Let us remind you that the vacation schedule is introduced on the basis of an order approving the vacation schedule no later than December 17 of the previous year. Changes to the vacation schedule are made when someone working at the enterprise postpones their rest period or the vacation schedule changes when hiring a new employee who has already been employed this year.

You just need to remember that hiring a new employee under normal conditions does not necessarily require his inclusion in the schedule, because he is entitled to leave after 6 months of performing his duties.

Also, the rules of law provide for situations of postponing the rest period due to current circumstances, and the employer must formalize all this.

The following cases can be identified:

The vacation period coincides with the period of illness. However, here the condition should be taken into account whether the employee warned the employer or not. If he went on vacation, and then issued a certificate of incapacity for work and notified the company administration about this, then his vacation is increased by the number of days of sick leave. When the period of incapacity for work became known only after the employee began work, the vacation should be postponed to a time convenient for the employee.
During the vacation, the employee fulfilled his civic duties (was a juror, a witness, was called up for military training, etc.). The Labor Code of the Russian Federation establishes that for this entire time he is released from work, and he is accrued average earnings.

Attention!
Labor law determines the employer’s obligation to notify the employee of the start of his annual and (or) additional leave at least 14 days in advance. If this rule is violated by the administration, the employee receives the right to postpone his rest period to a time convenient for him. To do this, he only needs to write a statement. The employer is also given the right to postpone employee vacations, but subject to certain conditions.

Drawing up an order to approve the vacation schedule

Any other changes to the vacation schedule are due to the fact that for some reason vacation is provided earlier or later than the planned vacation date (column 6 of the vacation schedule) or is not provided at all in the current calendar year.

In such cases, you do not change the start date of the vacation planned when approving the vacation schedule (column 6), but enter information in columns 8 (base (document), where you indicate its date and number (if any)), 9 (date of the proposed vacation) and 10 (note) graphics.

The table shows the most common situations that require changes to the vacation schedule, and examples of records justifying the changes.

Remember, there is no need to make any corrections or cross-outs when making changes to the vacation schedule. If the vacation is postponed for one reason or another more than once, then information about this will have to be entered into the schedule several times.

Important

The document is sent to the accounting department, human resources department, so it must be prepared in two copies. Registration of leave when wages are not saved It is very important to issue such an order correctly, since this 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.

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.

The order has been reviewed by: /Lesnaya I.A./ Leave periods may be changed if the institution has a production need for an employee to be at the workplace for a certain period. For example, an organization will undergo accreditation during a period when a lawyer is on vacation.

Based on this, the vacation may be postponed. ORDER No. 175/3 Moscow June 20, 2020 On the postponement of vacation due to production needs, I ORDER:

Transfer the annual paid leave to lawyer V.V. Pozdnyakov.
from June 21 to July 11, 2020 in the amount of 21 (twenty-one) calendar days from October 1 to October 21, 2020.
Make changes to the vacation schedule for HR department specialist Ya.S. Shirokova. based on the order.
Introduce lawyer V.V. Pozdnyakov with an order.

Director of Express LLC Alimov M.M.

Ivanova Statement to Me, K.M. Ivanov was granted paid leave from January 12 to January 28, 2020. At this time I was on sick leave from January 10 to 17. This fact is confirmed by a certificate of temporary incapacity for work from the city clinic No. 213-3624 dated January 17, 2020. Based on the above, I request that the remaining seven days of vacation be postponed to May 10–17, 2018.

Temporary disability sheet No. 213-3624 dated January 17, 2020 is attached to the application. Specialist in working with citizens Ivanov K.M. January 29, 2020 Contents and sample of an order to postpone the date of vacation The form of the order to postpone the vacation is not provided for at the legislative level.

Therefore, employees of the personnel department at the institution develop a standard document or draw up an order in any form. The document must reflect important information.

https://youtu.be/eYnid9dD-RU

How to make changes to your vacation schedule

The current legislation does not contain specific instructions on whether changes can be made to this regulatory act, or how to do so correctly. However, personnel officers believe that changes still need to be made.

And there are the following reasons for this:

An incorrect document may cause confusion in the order of granting leave, and will also entail sanctions from inspection authorities;
An unplanned absence from work by an employee can negatively impact the company's operations.

In any situation, changes to the schedule must be authorized by the company administration, and this must also be agreed upon with the employee himself.

In a situation where an employee wants to reschedule a vacation to another time, you need to write an application addressed to the manager. It must politely state the request to postpone the vacation time to another, desired date. The application signed by the manager is sent to the personnel department, which draws up the necessary order. In the schedule itself, in the “Note” field, information about the application is entered.

Attention! If the transfer is carried out due to production needs, the procedure is almost the same. Only the employee must issue not an application, but consent to transfer the vacation to a new term. In this case, the schedule indicates the details of the submitted document.

Order to postpone vacation at the employee’s initiative

Leave is provided in accordance with a special schedule.
It is drawn up and agreed upon in advance. The agreed schedule is a document that is mandatory for implementation on the basis of Article 123 of the Labor Code of the Russian Federation. That is, each employee knows in advance what dates his vacation falls on. However, sometimes it becomes necessary to reschedule dates. The procedure is performed in accordance with a certain order. In particular, the manager needs to issue an order to postpone the vacation at the employee’s initiative. Postponement of the vacation date can be carried out either at the initiative of the employer or at the initiative of the specialist. The procedure is carried out on the basis of an order. It must be issued at least 14 days before the start of the vacation.

How to draw up an order to amend the vacation schedule

There is no required form for this document. An organization can design it arbitrarily, including using its own letterhead.

How to place an order?

There is no special form established for such acts, so one is used. The addition to the schedule itself can be drawn up on the unified form T-7, taking it as a basis, only with the mark “Addition”.

The order contains all the parts required for this type of document:

a cap;
a common part;
administrative part.

As usual, the header indicates the name of the organization, place, date of publication of the order and its registration number (according to nomenklatura).

The general part contains the grounds for adjusting the civil defense, for example, the impossibility of providing vacation as scheduled due to the risk of disruption of supplies.

The following points are entered in the administrative part (after the word “I order”):

about the new date of the employee’s vacation (indicating his full name and position);
on the appointment of the performer and on his actions (which is entrusted to the personnel officer);
about the person obliged to control the execution of the order.

Next, the reasons for the adjustment are indicated (memorandum, application or other documents). At the end, the director’s visa and a line of familiarization with the order of all the persons listed in it are affixed.

An order to change the vacation schedule can be found here.

Important: introductory lines must contain live signatures of interested parties!

Vacation for part-time work and main place of work - find out all the details from us. One of the categories of workers who have the right to retire based on length of service are civil servants. Read here how payments are calculated. Any employee is entitled to compensation for delayed wages. How it is calculated, read this article.

Do employees need to be made aware of the changes?

The vacation schedule is a local regulatory document, and by law, the employer must familiarize all employees with it against signature. When changes are made to the schedule, only the employee who is directly affected by them should be familiarized with them. There is no need to re-familiarize all other employees mentioned in the document.

There are several ways to perform this operation. Along with the vacation schedule, you can provide an introductory sheet in which a note will be made about the essence of the changes made, and the employee will put his signature next to it.

In addition, it is possible to provide in the order on the basis of which changes are made a separate column where the employee will also have to put a mark.

Special circumstances

The employee has the right to reschedule leave. However, there are still certain limitations. But some categories of employees have the right to postpone their vacation to any time. In particular, these are the following persons:

Part-timers.
Spouses of security and military officials.
Adoptive parents of children under 3 months.
Men who want to go on vacation at the same time as their wife's maternity leave.

The wishes of employees must be recorded in the vacation schedule.

When is it issued?

An order for amendments is a mandatory document that serves as the basis for editing the vacation schedule.

It is issued in cases where there is a need to change the planned vacation dates of one or more employees.

The reason for this may be the initiative of the employer, when, due to unplanned circumstances, it is necessary to select more convenient dates for staff rest that will help avoid production problems and downtime. For example, this may be related to the introduction or removal of new equipment, changes in technological processes, dismissal of employees, or their being on sick leave.

Also, the reason for making changes and drawing up an order may be a statement from an employee when a request is made to shift the dates of annual leave for any family reasons. The reasons can be very different, usually referred to as “family circumstances”.

How to draw up an employee’s application?

If an employee’s circumstances have changed, and he needs to change the vacation period - move it to other dates, then a statement is written to the manager.

In the application, the employee indicates to which dates his vacation should be shifted, and what was the reason for this. The employer decides on the transfer on an individual basis, depending on the capabilities of the company and the validity of the reason.

If the production situation allows adjustments to be made to the schedule without disrupting the work of the organization, then the employer draws up an order.

The order specifies the following points:

place and date of compilation;
organization details;
title and number of the document;
basis for drawing up - making changes to the schedule based on the employee’s application;
an order to change the vacation schedule and transfer the employee’s vacation time to other dates (specific dates are indicated);
manager's signature;
signatures of responsible persons and the employee whose vacation dates in the schedule are edited.

A sample order in this case can be downloaded below.

How to write at the initiative of the employer (production necessity)?

A more common reason for transfer is the initiative of the employer. The vacation schedule is planned in advance, and there is a high probability of unplanned circumstances that require adjustments to the distribution of vacations.

On the occurrence of circumstances, a paper is drawn up, for example, a report or memo, which will serve as the basis for issuing an order and making changes to the T-7 schedule.

In this case, the order contains the same information as in cases where adjustments are made at the request of the employee.

It is necessary to indicate what was the reason for issuing the order, and also list the basis documents.

It is important to understand that employees whose vacations are postponed must be familiarized with these changes upon signature. To do this, in addition to the manager’s approving signature, the order always contains the signatures of the responsible persons and employees who are affected by the adjustments.

Early exit

An employee may return from vacation ahead of schedule. In this case, a memo is drawn up addressed to the manager, which should contain the reasons for the early exit.

The document must contain the date of preparation and the signature of the applicant. It is recorded in the register at the time of submission. The paper is submitted to the boss for approval. If he considers the reason important, then he gives the employee the right to call the employee back from vacation in accordance with the order.

Written notice may not be delivered due to the person's absence from the city. Therefore, the issue of leaving a vacation is resolved over the telephone.

If the employee agrees to leave, the manager issues an order for personnel.

It states the requirements:

call an employee back from vacation;
recalculate vacation amounts;
provide the opportunity to subsequently leave for the remainder of the vacation or add it to the next vacation.

The order is certified by the signature of the head and the seal of the institution. The document is registered in the register of vacation orders.

The work time sheet, as well as the employee’s personal card in the section reflecting information about vacation, are subject to change. The notes indicate the reasons for adjusting the schedule.

In the vacation column, you need to make notes with the actual dates of the employee going on vacation or leaving. The note will be the reason why the period was not completed until the end.

https://youtu.be/d3-i5FeDp8Y

In what cases is it permissible to change deadlines?

The timing of employees going on vacation can be changed by the employer.

This is provided for:

the need to complete urgent tasks that a certain employee can do;
carrying out reorganization procedures (expansion, elimination of positions, change of profile, reduction);
application of new work methods, equipment, computer programs;
inspection of the organization’s activities by regulatory structures;
urgent business trip of an employee due to production needs;
illness of the boss, during which the employee must fulfill his obligations.

If any emergency is noted, the date of leave may be changed. In this case, the employee must agree to adjust the schedule in writing. When he does not want to make concessions, a corresponding document is similarly issued.

The need for change can be caused not only by the circumstances of the work process, but also by the desire of the subordinate himself. Most often, employees who are experiencing financial, personal or family problems ask to reschedule their vacation.

Among them are:

illness;
maternity leave for the employee or the employee’s spouse;
the desire to adapt to the spouse’s schedule to organize a family vacation, etc.

The boss, in accordance with the stated reasons, makes a decision on the possibility or impossibility of postponing the vacation. If it is negative, the employee will rest according to the schedule.