Vacation plans - everything you need to know

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Before we decide on the desired leave to take a break from everyday work, remember to discuss this issue with the employer in advance. To this end, companies create holiday plans in advance to avoid misunderstandings or situations in which many people choose a date at the same time. Due to the good organization of work, the employer may establish a vacation plan in advance for the entire calendar year or only for part of the year - e.g. a quarter or a half year. In many companies, vacation plans differ depending on the department of the enterprise, which improves work and eliminates unnecessary chaos. However, the employer should remember that not all holidays should be included in the vacation plan. While some of them should be written out, some can be established by verbal agreement with the employee.

Types of leave

Types of leave included in the vacation plan

Among the leaves that should be included in the vacation plan, the following can be distinguished:

  • current, to which employees have already acquired the right,
  • overdue, which have not been used previously by the employee,
  • future, to which employees will acquire the right during the planned period,
  • next - next leaves to which employees acquired the right after January 1,
  • additional ones acquired on the basis of specific regulations,
  • supplementary - when the employee has already used his leave during a given calendar year.

Types of leave not included in the plan

All vacation days planned in advance are taken into account in the vacation plan. In the case of leave on demand - 4 days a year - we do not include these days in the plan, due to the fact that they are usually set the day before or even on the same day on which the employee decides to take the leave.

Vacation plans - what should the employer remember?

In order for the vacation plans to be properly developed, the employer should remember a few basic rules when creating them:

  • The employer should remember that vacation leave is uninterrupted. It is up to the employee whether he wants to use it in full at once or divide it into parts. In the latter case, the employee should remember that one part of the leave must be at least 14 calendar days (including Sunday, public holidays and days off).
  • Vacation plans should be agreed in advance. In the case of a year-round plan, the date should be entered no later than December 31 of the year preceding the planned vacation. If the plan was not created before this period, then the employer has no right to refuse to grant leave to the employee who acquired the right to it on January 1 and plans to use it this year.
  • The employer should remember about employees starting work for the first time. In their case, annual leave is due after each month (30 days) of work in the calendar year in which they started the job. However, employees can only use it after obtaining the right to full vacation.
  • It is the employer's responsibility to ensure that employees submit appropriate - correctly completed - applications on time. The employer should set the deadline for supplementing the leave application in advance, and if this deadline is exceeded, he is obliged to independently determine the plan for the employee, taking into account both the needs of employees, and not to disturb the normal course of work.
  • The employer should also include in the vacation plan the leaves of employees returning during the calendar year including the plan (people whose leave goes beyond the plan do not have to be included) for work, e.g. after parental leave or unpaid leave.
  • Vacation plans should be public and available to all employees - for example on the bulletin board or delivered by e-mail. Once the vacation plan is established, it becomes binding. A possible postponement of the agreed date may only take place in exceptional circumstances.
  • An employee who completed the vacation plan on time should obtain permission from the employer to start the vacation in the indicated period. The employer should ensure that employees re-submit the appropriate application before the start of the leave. Although it is not absolutely necessary to re-submit the application, the employer may decide individually to include this rule in the workplace regulations.
  • The employer should remember about any kind of vacation plan adjustments. The corrections should include any unforeseen random events as a result of which the vacation date changes:
  • at the employee's request - if they justify the change by important reasons (personal, family);
  • on the employer's request - if there is a risk that the employee's absence will cause significant disruptions in the course of work;
  • due to incapacity to work due to illness (e.g. contagious disease), being called up for military service or training for a period of up to 3 months, the need to care for a sick family member, he goes on maternity leave if he has been temporarily arrested while serving a sentence of imprisonment.

In addition, it is the employer's responsibility to inform employees of changes to the vacation plan in the same or the same way as the original plan was made available.

When may an employer not set a vacation plan?

If the workplace trade union organization has agreed to it or there is no such organization in the company, then the holiday plans are not established. In such a situation, leave dates are agreed with the employees. In other cases, the employer may create such vacation plans, but does not have to obtain approval for their creation, although it may create them in agreement with the unions.

Creating a vacation plan - advantages

  • If the vacation plan has been created in advance, then the company's operations are orderly and there is no possible organizational chaos.
  • Pre-determined vacation plans make employees perform their duties more efficiently.
  • The employer can only consider employees' applications. In the event that an agreement cannot be reached with them, employees have more freedom in scheduling holidays.
  • In the event of a possible quarrel between employees about who will go on vacation at a given moment and whose date is better, the employer has the decisive vote to prevent such situations.

Creating a vacation plan - disadvantages

  • Creating a vacation plan well in advance requires the employer to think ahead and the ability to predict possible mishaps.
  • When establishing a vacation plan, it is the employer's responsibility to take into account a number of factors so that the company operates efficiently during the absence of employees on vacation.
  • There is a risk of making a time-consuming correction of the vacation plan in a situation where the employer did not foresee certain factors.

The employer should prepare vacation plans in such a way that they do not harm or favor selected employees. On the other hand, if the employer does not create a vacation plan, then trade unions may take action against him, demanding that such a plan be established. Employees who do not comply with the schedule may even be terminated.