How to Maintain Military Records at Enterprises in 2024

Amidst the ongoing full-scale war in Ukraine, the importance of maintaining military records within enterprises has grown significantly. Previously overlooked by many business leaders, this aspect of operations is now more critical than ever. Each year brings further innovations and changes to the laws governing military registration, increasing responsibilities and penalties. This necessitates that all enterprises strictly comply with established norms and regulations.

Currently, every company, regardless of size or industry, must ensure accurate registration of employees who fall under military obligations. Failure to comply can lead to hefty fines and other adverse consequences. Therefore, it's essential to understand and implement a proper strategy for organizing this process. Beginning to ensure proper military registration in your company right now is crucial. After all, a business can only be considered successful if all its components are well-managed and efficiently executed.

In this article, we'll explore how to handle military registration at your enterprise in 2024. We'll cover the key aspects of military registration and outline the essential documents every business must possess. Additionally, we will provide practical recommendations based on our extensive experience in legal services, including advice on military registration issues. We are ready to provide not just valuable information but also skilled assistance to help you focus on your business growth. Moreover, we are equipped to ensure all necessary legal requirements are met.

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How to Properly Employ a Person Liable for Military Service: Algorithm of Actions and Legal Nuances

Firstly, how do you employ someone who is subject to military service, such as a draftee, reservist, or other military-obligated individual? It is essential to obtain a military registration document from them upon hiring. Currently, this means acquiring a printout of the electronic military registration document. However, you can also accept a military ID or a temporary certificate, such as a conscription notice, which the employee may not have exchanged at the recruitment office for various reasons.

Once the employee is appointed to their position, the person responsible for military registration at your company must, within seven days from the date of the employment order, prepare a Notification. This Notification should follow the format specified in Appendix 1 of the Cabinet of Ministers of Ukraine Resolution No. 1487 dated December 30, 2022. This document should then be submitted to the military registration and enlistment office that serves the area where your enterprise is located. The Notification can be prepared for each employee individually or as a list for multiple employees, and it can be submitted either by mail or in person. Upon their appointment, it is also necessary to personally inform the employee about the Military Registration Rules, which they should acknowledge with their signature.

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How to Verify an Electronic Military Registration Document

An employer or the individual responsible for military records must verify the "printout" of the electronic military registration document, which includes a QR code. This can be done by downloading the "Reserve+" app and scanning the QR code. The QR code should successfully open and lead to a page with information about the military conscript. It is necessary to print out the electronic military registration document and on the reverse side record the date and time of verification, and the verifier’s details including their position, and full name. It is also advisable to sign this document and include the name of the employee to whom this document belongs.

 This procedure will help prevent any potential issues during inspections by the Territorial Recruitment and Social Support Center or the State Labor Service. Note that according to the regulations governing the organization and maintenance of military registration for draftees, military conscripts, and reservists, as well as labor legislation, it is mandatory to include a copy of the military registration document in the personal file and the military registration card. Therefore, the electronic document must also be attached to the file in printed form.

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Maintaining Military Records at Enterprises: Required Documents for Inspections by Military Registration and Enlistment Offices

At every enterprise, the first step is to prominently display the Rules for Maintaining Military Records. This document is the primary focus during inspections by representatives from the Territorial Centers for Recruitment and Social Support. Another crucial document they will request is the order assigning the responsibilities for military registration management. It’s worth noting that you may have a designated employee responsible for this, who should have a job description that explicitly includes these duties.

If managing military records is one of an employee's functions, it should typically be assigned to an HR specialist or another staff member whose job description formally includes HR management or personnel accounting responsibilities. If no one has been appointed to this role, perhaps due to refusals, the responsibility defaults to the enterprise's leader.

During inspections, the presence of a document confirming that the Rules of Military Registration have been personally signed by military-obligated employees is verified. This could be indicated by a list or a note in the employee's personal card, among other forms. Moreover, the enterprise must maintain:

• Notifications of the appointment or dismissal of the director and the person responsible for maintaining military records;
• Notifications concerning the hiring, dismissal, or transfer of military-obligated employees;
• Lists of personal military registration and a record of operational registration;
• A letter from the Territorial Centers for Recruitment and Social Support concerning the verification of personal military registration lists;
• A schedule for verifying the accuracy of data in personal military registration lists against their respective military registration documents;
• A logbook for recording the results of checks on the military registration status of military-obligated personnel, including the verification of their registration data;
• An order instructing employees on the requirement to report to the Territorial Centers for Recruitment and Social Support;
• A document assessing the need for further training for the employee responsible for managing military records.

Of course, this list of documents is not exhaustive. If you need to understand the forms and rules for documenting the mandatory records for military conscripts, reservations, and more, please consult the lawyers at our firm. With over five years of experience in this field, we constantly monitor all legislative changes and are well-versed in these matters.

We also want to emphasize that failing to maintain proper military records can result in fines from the Territorial Centers for Recruitment and Social Support. Therefore, it's crucial not only to know and understand the legislative requirements but also to have properly prepared documentation and well-organized processes to avoid such penalties. Our experts are ready to provide professional consultation and assist with all aspects of military personnel accounting for enterprises in Ukraine. 

Don't risk the stability of your business—trust this matter to our experts. We will help ensure proper maintenance of military records at your enterprise and maintain peace of mind in your daily operations!