Is it necessary to familiarize employees with the vacation schedule approved by the employer against their signature?

The period for granting annual paid leave to subordinates of the employer must be agreed upon with the workers.

The procedure does not just happen orally, but a familiarization sheet is drawn up.

The procedure for familiarizing yourself with the vacation schedule will help to avoid various types of comments, and employees will be able to plan their vacation in advance.

Coordination with staff against signature in accordance with the Labor Code of the Russian Federation

The legislation does not provide for norms for familiarizing employees with a personal signature with the company’s vacation schedule. In Art. 123 of the Labor Code of the Russian Federation only indicates notification of a specialist about the upcoming vacation no later than 14 days before the date of the vacation. And this is not the same thing. Do workers need to be made aware of the schedule?

Important! In practice, HR employees still carry out the process of familiarizing employees with the schedule.

Reasons why the approval procedure for signature is carried out using a familiarization sheet:

1. Article 22 of the Labor Code of the Russian Federation fixes the employer’s obligation to have introductory notes for all employees on the company’s regulations that are related to work activities. If the schedule is considered as a local document of the enterprise, then familiarization with employees is required, although there are no strict instructions in Article 123 of the Labor Code of the Pension Fund. To avoid an alleged violation of the law, personnel officers take precautions and collect signatures.
2. The procedure for familiarizing yourself with the vacation schedule of specialists replaces the issuance of notifications about the start of vacation for each employee. That is, if a worker has signed his signature on the familiarization sheet, there is no need to notify him of the upcoming vacation. Preparation of the order and payment of vacation pay are all necessary actions. An application is also not required.

The Labor Code does not describe the method and form of approval and familiarization of employees; it only indicates the period for notifying employees about a vacation - 2 weeks before its start.

How to introduce employees?

It is possible to use 2 methods of notifying specialists:

1. Preparation of an additional document - a familiarization sheet.
2. Collect personal notes from colleagues on the schedule form itself.

A separate document - a familiarization sheet - serves as the optimal method of conveying information to subordinates about the time of their vacation.
Most organizations use in practice this method of coordinating the drawn up schedule with employees.

The main purpose of the sheet is to familiarize the employees of the enterprise and provide written confirmation that the document has been read by collecting their signatures.

Sometimes HR specialists prefer to collect notes directly on the vacation schedule. This document is drawn up according to the approved form, and for the purpose of notifying employees, the last cell that remains unfilled is filled in.

In the “note” column, the specialist leaves his autograph, thereby confirming familiarization with the duration of the upcoming vacation. This type of informing employees is not the most common, but is not prohibited by law.

Please note: the drawn up schedule must be agreed upon not only with the employees, but also with the trade union, if there is one in the organization.

Step-by-step procedure for agreement with the trade union and a sample of a reasoned opinion.

Compilation deadlines

The schedule for employees to go on vacation is usually drawn up in December, before the next year. At the same time, it is advisable to prepare a familiarization sheet, collecting the workers’ lists in one place.

Failure to notify colleagues in a timely manner gives the worker the right to postpone vacation to another desired time (Article 124 of the Labor Code of the Russian Federation). The employer is obliged to inform any specialist 2 weeks before the start of the holiday (Article 123 of the Labor Code of the Russian Federation).

If an employee is hired after the schedule is approved, then information about the new employee’s vacation is documented:

• drawing up an appendix to the schedule in a similar form as the main document, approved by the manager;
• a new member of the team writing a free-form application indicating the desired period of rest, without making changes to the previously approved schedule.

The chosen method of indicating information about the leave of new specialists is best reflected in the company’s local regulations.

Is it necessary to familiarize yourself with the vacation schedule?

There are two points of view on this matter; I discussed this issue in detail in the article Procedure for familiarization with documents. Thus, you can adhere to the following scheme: in the vacation schedule, indicate the exact start date of the vacation, after approval, introduce the schedule to all employees against signature, and thereby fulfill requirements of two articles of the Labor Code of the Russian Federation - 22 and 123. To be on the safe side, you can issue an order for leave two weeks in advance, and then the employee’s familiarization with this order will also be a fact of fulfilling the requirement of Art.

123.But from my practice I know that it is impossible to comply with the schedule in the originally approved form; there are always changes. Therefore, I chose a compromise option for myself: after approval, the employees got acquainted with the schedule, but throughout the year, three weeks in advance, I reminded them about the start of the vacation via email, so that in case of any changes we had time to prepare.

registration

The familiarization sheet with the schedule is drawn up in the form of a table.

The official responsible for preparing personnel documents can prepare a form in advance indicating the necessary information.

The sheet needs the following columns:

• Full name and position of the employee in accordance with the company’s staffing table;
• structural subdivision;
• date of signature;
• personal painting.

The columns on the sheet “date of acquaintance” and “personal signature” remain blank. All workers fill them out by hand after the employee has read the document.

Familiarization sheets are stored for 1 year, as are the vacation schedules to which they are annexed.

filling out the familiarization sheet with the schedule for signature - word:

Vacation schedule

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. Our table will help you understand how the vacation schedule is drawn up and what is reflected in it: What to show in the schedule Comment List of employees The schedule reflects absolutely all employees with whom an employment contract has been concluded Number of vacation days Indicates the number of vacation days to which they are entitled to claim this or that employee.

It is best to indicate all vacation days due to the employee. To do this, sum up the days (days for the year for which the vacation schedule is drawn up, and days not taken off for previous years) and days allotted to the employee in accordance with the law and/or on the basis of a collective agreement/local regulation ().

Legal side

Article 22 of the Labor Code of the Russian Federation establishes a strict rule according to which the employer must notify employees about adopted local regulations . Therefore, based on this norm, this also applies to the vacation schedule. If the organization’s management does not fulfill its obligations, then it is believed that employees may not comply with the requirements in these acts.

Vacation on the time sheet: sample

As a general rule, the management of the enterprise itself sets the rest schedule for employees. However, in practice, in organizations with a favorable work atmosphere, the approval of this schedule is carried out taking into account the preferences of subordinates.

In case the employer does not want to accommodate the employee, the legislator has provided for categories of citizens who have a preferential right to choose a rest period.

The following categories of persons may apply for the right to choose the time of the upcoming work holidays:

• mothers with two children whose age does not exceed 12 years (Article 423 of the Labor Code of the Russian Federation);
• expectant mothers going on maternity leave (Article 260 of the Labor Code of the Russian Federation);
• husbands whose wives are already on maternity leave (Article 123 of the Labor Code of the Russian Federation);
• persons under 18 years of age (Article 267 of the Labor Code of the Russian Federation);
• employees combining different positions (Article 286 of the Labor Code of the Russian Federation).

Article 286 of the Labor Code of the Russian Federation. Vacation when working part-time

Persons working part-time are granted annual paid leave simultaneously with leave for their main job.

If an employee has not worked for six months at a part-time job, then leave is granted in advance.

If in a part-time job the duration of the employee’s annual paid leave is less than the duration of leave at the main place of work, then the employer, at the request of the employee, provides him with leave without pay for the corresponding duration.

Nothing lifts an employee’s spirits like pay and vacation. In order to avoid incidents in the team, it is necessary to respect the rights and interests of each subject of labor relations. Therefore, it is important to notify the worker about the upcoming vacation within two weeks, so that the subordinate plans his vacation and returns back rested and with the desire to work hard.

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.

LLC "Sunny Bunny"

Order No. 93

on scheduling annual vacations

Moscow 11/19/2018

To prepare and approve the vacation schedule for 2020

1. Heads of departments no later than 12/07/2018 should submit in writing to the head of the HR department K.I. Elizarova. information for drawing up a vacation schedule for 2020.

- wishes of employees who have the right to leave at a time convenient for them;

- wishes of employees regarding the division of annual basic paid leave into parts, one of which, in accordance with Art. 125 of the Labor Code of the Russian Federation must be at least 14 calendar days;

— the period of vacation of part-time workers at their main place of work.

2. Head of the HR Department K.I. Elizarova prepare a paid vacation schedule and submit it for approval no later than December 12, 2018.

— chief accountant Kustodieva A.V.;

— Head of Sales Department Egorova V.T.;

- Head of the Purchasing Department Trunov N.N.

4. Entrust control over the execution of the Order to the head of the HR department, K.I. Elizarova.

General Director Solnyshkov V.S.

Head of HR Department______________K.I. Elizarova

Chief accountant ___________________ A.V. Kustodieva

Head of Sales Department_____________ V.T. Egorova

Head of Purchasing Department_____________N.N. Trunov

Persons familiarized with such an order, in addition to their signature, must indicate the date of familiarization.

Sample order for drawing up an annual leave schedule

When preparing your vacation schedule, you can use our sample 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)

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

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

We invite you to read: While on maternity leave, I am late with my loan payment, what does this mean for me?

*A fragment of the T-12 uniform is presented

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 to transfer the days he did not take off to another time.

What categories of citizens have the right to take a vacation at a time convenient for them?

To inform the employee about the upcoming vacation, labor legislation has established a two-week period before the start of the vacation (Article 123 of the Labor Code of the Russian Federation). In this case, an important condition is presented: the notified person must sign. This will mean that the organization has fulfilled its notification obligation properly.

Let's look at the procedure:

1. The vacation schedule is approved.
2. A familiarization sheet with this schedule is drawn up.
3. The HR department employee walks around each employee, or calls each one to his place and asks them to sign after reviewing the schedule.
4. Two weeks before the start of the work holidays, HR officers additionally notify the employee about the imminent vacation and offer to familiarize themselves with the manager’s order about this.
5. It is important for the accounting department not to forget to accrue vacation pay. Otherwise, the employee may refuse leave and request it at another time.

There is another option for familiarization, when an additional column is added to the vacation schedule itself for the signature of employees and for the date of familiarization. This option is also legal.

The familiarization sheet is drawn up in any form. Its structure depends on the divisions of the organization. If this is a small enterprise, then you can list all the employees in a list with continuous numbering. If we are talking about large enterprises, then it is better to divide the list of employees according to regular divisions. This will make it easier to quickly find one or another subordinate.

It is more convenient to create it in the form of a table. It indicates such columns as: employee’s full name, structural unit, position, signature, date of acquaintance.

Inspection sheets are kept by personnel officers. Their duration is not specified by law.

If a colleague is not satisfied with the vacation date and the employee refuses to sign the acquaintance sheet, then the date can be changed.

Is it necessary to inform employees about the vacation schedule?

First, there is a hidden legal conflict: Article 22 of the Labor Code talks about the employer’s obligation to familiarize employees, upon signature, with the adopted local regulations directly related to their work activities. If we consider the vacation schedule to be such a local regulatory act, then it is still necessary to familiarize all employees with it, despite the absence of direct instructions in Article 123.

To avoid possible violations of labor laws, HR managers take precautions.

Secondly, familiarizing employees with the vacation schedule can actually replace preparing and filling out numerous notifications about the start time of vacation. In other words, if an employee has signed the vacation schedule (or the familiarization sheet), then it is no longer necessary to send him a notice two weeks before the start of the vacation.

https://youtu.be/VDRL9EvYhgE

It is enough to prepare a vacation order on time and pay vacation pay.

Employer's liability

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.

The HR department may forget to inform one or another employee about the upcoming vacation, thereby violating the rights of the working class guaranteed by current legislation. In this situation, such an employee may refuse the granted leave and demand that it be transferred to another period.

Important! In this situation, the employee’s will must be formalized in writing.

Vacation schedule signs

Vacation schedule The approved vacation schedule is brought to the attention of all employees. Typically, such schedules are posted in departments or announced to employees against signature.

However, in addition to this, the employer must notify each employee of the start time of his vacation no later than two weeks in advance (Part.

3 tbsp. We draw up and approve the vacation schedule 123 of the Labor Code of the Russian Federation). The employer should keep a log of notifying employees about the start time of vacation or notify each specific employee individually against signature. This will avoid claims from the employee and (or) inspection authorities regarding the start time of the vacation.

The document is available: in the commercial version of ConsultantPlus Contents: Blanker.

We recommend reading: Who should you notify after changing your place of residence?

ru If such schedules are absent or not observed by the employer, the labor inspectorate may qualify his actions as a violation of labor legislation.

The organization can