A necessary measure when planning a planned vacation is a notice of leave to the employee. Each company may have a sample, since there is no single template. In this case, an alert should be provided to the employee 2 weeks before the start of the holiday. To complete the process, the employee must put his signature.
Why notify
According to the law (Article 123 of the Labor Code of the Russian Federation), each employer is obliged to notify the employee of the start of the leave in writing. At the same time, the document should indicate the date of the start of the holiday. It is also important to take into account the annual vacation schedule, which is approved by the company.
This approach is especially important for those companies whose process is not interrupted. In such conditions, it is necessary to let employees go on a clear schedule, otherwise the production process may be damaged.
Legal leave has several types:
- training;
- additional;
- annual.
If the leave is granted at the request of the employee, then the need for notification disappears.
How is the document compiled
It should be understood that there is no single form for notification of vacation to the employee. Each company can make a sample taking into account the particularities of the enterprise.
But there are still mandatory points, and in one form or another they must be displayed. It is about the following information:
- date of outgoing document and its registration number;
- employer details (official);
- individual vacationer data;
- position held by the employee;
- reference to the article of the Labor Code, which is the basis for the notification;
- Signature of the person managing the organization.
The text of the document itself should not be voluminous. It usually indicates only the necessary information regarding the upcoming vacation: the fact of its provision, the number of days of rest and the period of time worked, which is taken into account.
Each company as a result compiles its own sample of employee notification of vacation, in which only initials, duration and dates are changed.
The use of such a template can significantly reduce the time spent on compiling an alert.
Employee introduction
So that the employee has time to prepare for the upcoming vacation, he needs to know about him in advance. It is for this that the notice of granting leave to the employee is used. The sample should contain all the necessary blocks of information. And for this process to be legal, it is necessary to personally familiarize the specialist with the decision of the management.
This means that the notice is handed personally to each employee.
The employee can learn about the fact of the vacation in several ways: - having read the order on the provision of a certain number of days of rest;
- meeting with an employee of the organization’s human resources;
- signing the statement sheet in the process of approving the vacation plan.
A situation is not excluded in which the employee does not agree with the deadlines set by the authorities. In this case, you need to draw up an act in which the employee's reaction will be displayed.
It is worth remembering that the procedure for applying employee notification of leave involves compiling two copies of the document. And a specialist should sign each of them.
If the notice is not drawn up and provided to the employee, then in the end an administrative fine may be imposed (Art.5.27 of the Code of Administrative Offenses) and the vacation was transferred (the employee has the right to do so by law).
Do I need to register a document
To optimize the process of storing and recording notifications, you need to keep a special journal. In this case, too, there is no single form that can be used. For this reason, the company administration should develop its own magazine template. As a result, it will precisely fit the model of the notification on granting leave to an employee of a particular enterprise, which will positively affect the speed of paperwork.
On the cover page of the magazine you need to display:
- the start and end date of the data entry process;
- name of the document and the company that issued the magazine.
In the tabular part, information such as:
- name of the document that has been prepared and is undergoing the accounting procedure;
- date of issue;
- serial number;
- the meaning of the notice issued to the employee;
- personal data and position of the employee in whose name the notice is issued;
- information on the fact of delivery of the document;
- information regarding the response to the notification.
Keep registered documents for 5 years. The enterprise is obliged to this by order of the Ministry of Culture of the Russian Federation.
Concurrent Notice
In addition to the standard sample notice of the start of the vacation, any company periodically uses special statements. Or not used at all. For example, when notice of part-timers occurs.
If an employee works as part of an additional form of employment, the first thing that a personnel officer needs to know before drawing up a document is the dates of rest of the specialist at his main place of work.
These data should subsequently be entered in the vacation plan during its development. As a result, days of rest at both places of work should coincide.
In such circumstances, the provision of leave instructions for the accountant should include the correct calculation of the issuance of funds. For example, when the planned rest time for the part-time came, but he did not accumulate the necessary work experience, then the days that are missing should be drawn up without maintenance. That is, only the salary part of the vacation should be paid.
As for the notification process, you can notify such an employee without using documentation. Part-timers are convenient when they provide annual vacations, arrange in one period at two enterprises.
When part-time employees do not provide the personnel department with information about the schedule of another company, they must be notified officially and 2 weeks before the vacation.
If you have to solve the issue of rest of the authorities, then you need to act on a common basis. The bottom line is that under the topic of leave, the law does not divide employees into posts. The best time to familiarize yourself with the notice will be the moment of signing the order.
Non-standard situations
In any company, sometimes the circumstances are such that the employee’s vacation must be interrupted due to various production reasons.
Initially, it is worth noting that the law does not allow the employer to do this unilaterally. All that the company can afford is to call an employee after his consent is obtained.
At the same time, there are categories of employees whose vacation cannot be interrupted under any circumstances:
- Specialists involved in production with harmful working conditions.
- Women on maternity leave.
- Workers who have not reached the age of 18.
Upon receipt of the consent of the employee to interrupt his vacation, the head of the department must prepare a notification to the director indicating the reason for calling the specialist.
Summary
The notification is used to warn of vacation in cases where the employee goes on vacation according to the schedule. If the employee himself intends to pause in labor activity, then it is not necessary to notify him.Official warning is also not required for those who work in part-time companies.