Rules for drawing up an order for granting annual leave in form T-6 - form and sample for downloading

Registration deadlines for providing annual paid rest to an employee

The order must be submitted no later than 3 days before the start of the annual rest period.

This need is due to the following point: the organization is obliged to pay annual leave 3 days before it starts.

Since the order serves as a signal for the accountant to calculate vacation pay, it is logical that it should be drawn up within the same period.

You can issue an order earlier, the law does not prohibit this. The main thing is to indicate in the form the correct start date of the annual vacation and its duration.

Procedure for applying the order

Leaves are divided into basic annual and additional, without pay, for child care, educational and others. The main document documenting this period at the enterprise is the vacation order. The law provides for a standard T-6 form, which a company can use or develop its own form based on it.

The order form T-6 is drawn up by the personnel department and endorsed by the director of the organization. Paid vacation is equal to 28 calendar days. Moreover, according to the Labor Code of the Russian Federation, an employee is entitled to 2.33 days of rest for each month of work. If more than half of the month is worked, it is taken as one, otherwise it should be discarded.

For the first time, an employee has the right to vacation after 6 months from the date of his employment in accordance with the vacation schedule established by the organization. In this case, the employee also needs to write a vacation application 2 weeks before it begins. The personnel officer must collect and process all this information, and after that only draw up the vacation order form T 6.

Before the start of an employee’s rest period, the company administration must notify him of the exact vacation dates and duration. If a vacation order is issued at least 2 weeks before its start, then instead of drawing up a notice, you can use the order itself, which contains all this information.

Additional leave is granted for special working conditions. They are also included in the schedule and formalized by written order of the director.

Also paid leave is time for caring for children, which begins after maternity leave and can follow each other for up to 1.5 and up to 3 years, respectively.

Upon application, the employee is granted a period of leave without pay, but with preservation of his job.

Together with the order, the HR department for accounting can issue a note-calculation for vacation to determine the amount of payment.

Foundation documents

To draw up an order you need a documentary basis.
This could be an employee’s application if he submits one.

But the employee does not always need to write a statement.

If in December of the previous year the employer approved the vacation schedule and familiarized the staff with its contents against signature, then there is no need to write an application.

In this case, the document basis for drawing up the order is schedule T-7.

In this case, you do not need to wait for any written documents from the employee; 3 days before the date specified in the schedule, you should issue an order and calculate vacation pay with their subsequent payment. To calculate vacation pay, a calculation note, form T-60, can be used.

Which form should I fill out?

There is a unified form T-6, used to register vacation for one employee, or T-6a, if several employees are sent on vacation at once.

An organization can use standard forms that are convenient and correct.

However, legislation has long abolished the obligation to fill out standardized personnel document forms.

The company can develop its own forms and use them for registration.

The order can be drawn up in form T-6 or in free form; no strict rules are imposed at this time.

The only thing is that the free form of the order must contain the necessary details available in the standard unified form.

How to properly fill out the T-6 form?

If an employer fills out a standard T-6 form to apply for annual leave, then it must indicate:

• abbreviated name of the company;
• Date of completion;
• number;
• Full name of the employee, position, personnel number, department;
• period of work - a working year for which paid rest is provided;
• in section A - duration in calendar days, start and end dates of rest;
• in section B, information must be filled out if, in addition to the main paid leave, another type is also provided (for example, without pay or educational leave);
• in section B – summarized information from sections A and B;
• director's signature;
• employee signature.

Numbering

The order must be assigned a unique number within the current year. The numbering is determined at the time the order is registered in the journal.

The number may include numbers and letters indicating the contents of the document. For example, orders issued in relation to vacations may contain the letters “O” or “OT” through a fraction or hyphen in the number.

This is convenient and allows you to quickly assess the contents of the order, about which, only by its number.

Numbering within a year must be sequential; numbers must not be repeated.

Date of preparation

The current day the order was issued is used as the date.
The date of preparation should not coincide with the day of going on vacation; specific periods of rest are prescribed in the contents of the order.

You need to draw up an order in advance in order to have time to calculate vacation pay and pay it 3 days before the employee leaves.

Employee's work period

Each working year entitles you to 28 days of vacation (or more if additional days are allowed).

The working year is calculated from the date of admission to the company, these are not calendar years.

Example:

If the employee was hired on June 16, 2022, then his first working year: from 06/16/2019 to 06/15/2020. During this year he may be given 28 vacation days.

In the line “period of work” you need to enter the working year for which the next vacation is granted.

If the employee did not have time to work for a full year, then the actual time from the date of employment with the company is indicated.

Is a stamp required on the order?

Personnel orders do not require a stamp. The signature of the manager is sufficient to approve the order.

If the director’s signature is nevertheless stamped, this will not be considered a violation and will not render the document invalid.

Order on granting leave (form T-6 and T-6a)

Home / Personnel documents

Any leave granted to an employee must be properly documented in the form of an order. Only in this case will all the rules of personnel records be observed.

This document also serves as the basis for calculating vacation pay and entering data into the time sheet.

To issue a leave order, two unified forms are most often used: T-6 and T-6a. Their main difference is that the first form is intended for registration of leave for one person, and the second, designated by the letter “a”, for registration of several employees at once.

Using the T-6a form, you can apply for only one person, there will be no mistakes here.

Download form T-6 or form T-6a

Download a sample of filling out form T-6 or form T-6a

Is it necessary to use these forms?

Starting from 2013, it is not necessary to use unified forms of personnel orders; accordingly, the employer has the right not to use forms T-6 and T-6a when registering vacations. You can develop your own form, or add or shorten the above. The main thing is that the use of the new form and its form must be approved by order of the organization.

But, despite this, most organizations continue to use unified forms as the most convenient and optimal.

Vacation registration

An order for granting leave is drawn up on the basis of one of two documents:

1. Vacation schedule for the current year;
2. Employee's application for leave.

As a rule, a leave order is issued by an employee of the HR department. Then a copy is sent to the accounting department for accrual of vacation pay. The original order is filed in the order book.

The period for issuing a vacation order is not defined by law, so when issuing it, you can focus on two periods:

• 3 days before the start of vacation is the deadline for paying vacation pay to the employee. Accordingly, the order must be issued 1-2 days earlier, that is, 4-5 days before the start of the employee’s vacation, so that the accounting department has time to calculate and transfer funds to the employee;
• 14 days before the start of vacation - the period within which the employee must be notified that he is going on vacation. In this situation, the order can be used as a written warning to the employee, familiarizing him with signature. This deadline cannot always be met, especially if the employee goes on vacation unscheduled.

This means that each organization can determine the deadline for issuing an order independently, the main thing is to comply with the deadlines established by law, indicated above.

Instructions for filling out form T-6

Form T-6 is used when only one employee needs to be sent on vacation. It is filled out in the following order:

Name of company

It should be included here in full, without abbreviations. This procedure is established by Decree of the State Standard of the Russian Federation dated March 3, 2003 No. 65-Art. It also clarifies that if the constituent documents contain an abbreviated name of the company, it may be indicated below the full name (or next to it in parentheses).

The above document is valid only until 07/01/2018, and then GOST R 7.0.97-2016 will come into force, but it also contains the same requirement regarding the name as a document requisite.

All the above rules fully apply to individual entrepreneurs.

OKPO code

Next to the name there is a small field reserved for OKPO; the data for filling it out is taken from the list of codes issued by statistical authorities when registering a company. But leaving this field empty will not be a serious mistake.

If personnel records are maintained in specialized programs, then the OKPO code can be entered into the company details, and it will be automatically entered in each order.

Structural unit where the employee works

If the organization does not have such a division, then this line can be left blank.

Employee position

Its name is entered exactly as it is indicated in the staffing table and employment contract.

Line “During the period of work with...”

This line is intended to enter information about for what working period vacation is granted. It can be left empty if the type of leave on which the employee is sent does not depend on periods of work, for example, study leave.

On the other hand, this period must be indicated when a person goes on annual paid leave and all other leaves, the duration of which is regulated for a year, that is, when a certain number of days of rest are due in one working year (main, additional, for irregular working days , for special working conditions).

Letter "A"

This line is intended for entering information about the number of days of annual basic paid leave. The number of days and the period during which this leave is granted is indicated.

Letter "B"

The line is intended to reflect the duration of all other leaves (without pay, additional, educational). The type of leave, number of days and period are indicated.

Letter "B"

The line is intended to reflect the total number of vacation days. All vacation days are summed up, and the period is marked with the start date of the first vacation and the end date of the second vacation. If only line “A” or line “B” is completed, then it will coincide with line “C”.

The final stage of placing an order is signatures. The completed form is signed by the head of the organization, and then the personnel officer introduces it to the employee against signature.

The following features of the T-6 form can be distinguished:

• With its help, you can only take two vacations. If an employee is granted more vacations in a row, then another form will need to be filled out;
• If there is at least one working day between the employee’s vacations, then it is necessary to issue two orders, since in this case the final vacation line (line “B”) will reflect incorrect information.

Sample of filling out form T-6

Instructions for filling out form T-6a

Form T-6a is taken when leave is issued for several employees at once.

Basic details of the order: name of the organization, date and number are filled out in the same way as in the previous form. The further part of the order is presented in tabular form:

1. Last name, first name, patronymic of employees going on vacation;
2. Personnel number – indicated if available;
3. Structural unit – indicated if available;
4. Name of the employee's position;
5. How many days of basic paid leave did the employee receive;
6. Number of days of other types of vacation. The days are put, and next to it, in brackets, the type of rest is indicated;
7. Start date of the working year for which leave is granted;
8. End date of the work period;
9. The total amount of calendar days of all vacations;
10. Vacation start date – set the start date of the first vacation;
11. Vacation end date – indicates the last day of the last vacation;
12. The employee’s signature confirms that he has read the order.

After drawing up, the order is signed by the head of the organization.

The main difference in filling out the T-6a form from the previous one is that vacation periods are entered once and immediately cover all vacations, that is, there is no allocation of periods for each of the vacations.

As in the T-6 form, this form can reflect no more than two types of leave per employee, but it is possible to enter it several times in one order. You can also enter one employee several times if he goes on continuous main leave, but it is provided for different periods of work.

Sample of filling out form T-6a

Read in more detail: Vacation order (form T-6 and T-6a, sample + instructions)

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How to make up if there are holidays

When drawing up an order, you need to take into account the presence of holidays during the vacation period.

Non-working official holidays are not included in the annual leave period and vacation pay is not paid for them.

If such a holiday falls during vacation time, then the date the employee returns to work should be postponed by the number of days off.

This point must be taken into account when drawing up the order, and no documents are required from the employee.

The personnel specialist drawing up the order must independently correctly calculate the end date of the vacation, taking into account its duration and the presence of non-working holidays.

For example, if the schedule specifies an employee’s vacation from June 10, 2019 for 14 calendar days, then the order is drawn up based on this schedule (an application is not needed).

The order fills in the duration - 14 days, the start date of the vacation is June 10, 2022, and the end date is June 15, 2022. The person will return to work on June 16.

The postponement of the release date by one day is due to the fact that the holiday period included the weekend holiday of June 12 - Russia Day, which is not included in the vacation.

Sample order

Limited Liability Company "Success" (LLC "Success")

ORDER No. 71

March 7, 2022 Moscow

In accordance with Article 173 of the Labor Code of the Russian Federation, which establishes guarantees for employees who combine study with higher education,

I ORDER:

Provide Krasnova Irina Pavlovna, accountant of the accounting department (Table No. 11), study leave with pay from March 11 to March 30 for 20 days.

Reason: certificate-challenge, statement of Krasnova I.P.

Director Samoilov F.S. (signature)

When using T-6, information is entered into the fields of the form, sections B and C are filled in, and section A and the field “for the period of work” are left empty.

The most important

1. An order for granting study leave can be issued on company letterhead or by f. T-6.
2. Attached to it is a certificate of summons from the place of study and a statement from the student.
3. The order records the vacation period, notes that the vacation is educational, and specifies whether the employee is paid for the vacation.
4. Before issuing the order, it is necessary to clarify whether the period in the certificate exceeds the maximum periods for granting study leave, according to Chapter. 26 Labor Code of the Russian Federation. Only the period under the Code is paid; the rest of the training time is provided to the employee without payment.
5. The employee must put his signature under the order confirming that he has read the order.

Download the form and sample for free

form T-6 – word.

filling out an order for annual leave – word.

This is what the sample looks like:

Leave without pay

In this case, the administrative document must be drawn up correctly, as this is important when calculating wages and vacation pay. This requires confirmation that the employee himself has expressed a desire to go on vacation and agrees to do so at his own expense. Under such circumstances, the average salary does not need to be paid, and the organization should not register this time as a period of downtime.

Registration of leave without saving earnings

But, nevertheless, it should be noted that it is still worthwhile for management to protect themselves from the demands of employees. In this case, it is necessary to have a package of documents on the basis of which the employee independently went on vacation, having previously notified the employer about this. Here, consultation from specialists will be as follows:

1. It is necessary to have a statement from an employee who went on leave without pay.
2. An administrative document should also be prepared and, most importantly, it should contain the signature of the employee and his manager.

Vacation at your own expense is provided without retaining earnings and the employee should also be familiarized with this aspect in advance.

Vacation order: registration rules, types of vacations and sample orders

Labor legislation provides for several types of leave, each of which is regulated by an administrative act.

How to write a vacation order correctly

The requirements for completing an order are the same:

1. Date and document number. The numbering is common for all types or separate for categories.
2. City, if the employee’s workplace is remote from the company’s head office or human resources department.
3. Name and reason for issuing the instruction.
4. Signature of the manager and employee.

An administrative act is drawn up both for one employee and for several people at the same time, provided that the content of the act is identical.

Order forms

The Labor Code specifies the following types of leave:

Leave for study or pregnancy and childbirth is issued in the presence of special certificates. In the first case, a certificate of summons from the educational institution is issued, in the second - a certificate of incapacity for work. Administrative acts are filled out according to form T-6.