Military Record Keeping for Employers
Cost of services
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... our work on joint projects assured us of your high level of professionalism
What we offer
• We check your existing military registration records — a military registration audit: we review the documents and provide a written report specifying what needs to be corrected, along with blank forms for missing documents.
• Full audit: review every document copy provided, the applicable deadlines, and the sequence of actions for each employee file.
• We set up military registration records from scratch — turnkey military registration: we prepare a set of templates for a company starting to maintain records or replacing outdated forms.
• Turnkey military registration documentation for a company: under a separate package, we complete the agreed documents using company and employee data. You remain responsible for signatures and organizational actions.
• We keep your military registration records on an ongoing basis: under a separate arrangement, we support current personnel changes, advise the responsible employee, and prepare the company for an inspection by the Territorial Recruitment and Social Support Center (TCC).
Information and Documents Required to Begin Work
Who Needs This Service
- Planning to reserve employees from mobilization but unsure whether your records are in order? Check in advance whether your personnel documents match the military registration lists and whether the required actions were taken. A full audit will show how the records were actually maintained; buying templates alone will not resolve this issue.
- The TCC has already scheduled an inspection. Tell us the date when you contact us. We will determine which audit and preparation tasks can be completed before the inspection.
- You have received comments about your records, or your HR specialist has changed, and it is unclear what the issue is. An audit helps distinguish defects in forms from actions that were not carried out.
- Opening a business and setting up recordkeeping from the beginning? Choose the option that suits you: order blank forms and fill them in yourself, or have us prepare a completed set.
Three Service Formats: Military Registration Audit, Turnkey Setup, and Ongoing Recordkeeping
An audit of existing records is ordered separately from the preparation of templates or completed documents. The first two formats deliver a one-time result; the third involves ongoing work.
Military Registration Audit
There are two packages. “Document Audit” reviews one copy of each document type, checking the required details, fields, and content. “Full Audit” covers every actual document copy for the agreed period, including deadlines, signing, and submission of documents for each employee.
Turnkey Setup
There are also two packages here. “Customized Templates” include the details of the company and its officials; you enter employee and personnel-event data yourself. If you need completed orders, notices, lists, or other documents, we agree on an individual set under the “Completed Documents” package. The result is a set tailored to your company, not a collection of generic forms.
Ongoing Recordkeeping
For regular work, you can agree on an additional “Ongoing Support and Inspection Preparation” package, also referred to as subscription-based recordkeeping support. It specifies the service period, covered events, number of documents and consultations, and the procedures for transferring data and interacting with the TCC.
Stages and Timelines
- Package selection. We establish your needs, workforce size, current condition of the records, and the inspection date, if one has been scheduled. Before paying, you need only briefly describe your current recordkeeping, desired outcome, and number of employees; for a full audit, also specify the number of employee files. For completed documents and additional support, the lawyer first determines an individualized scope and fee.
- Receipt of materials. After payment, we send a questionnaire and a document list tailored to the selected service and your company. We clarify any missing information; for a full audit, we specify the review period and the employee files to be covered. Provide Word or PDF files and, if needed, legible scans or photographs. Copies containing personal data are transferred using a secure method agreed in advance; there is no need to send original military registration documents.
- Lawyer’s work. We review the materials or prepare the documents within the agreed scope. If information is insufficient, we identify the specific gaps and explain which conclusions or documents they affect.
- Delivery of the result. You receive an audit report or a document set, together with a list and an implementation guide. Under an additional support arrangement, we then work on new events according to the agreed procedure.
We set completion dates for each stage of the specific engagement based on the number of employee files, the audit period, the completeness of the materials, and the document set required. We account separately for the time needed to obtain missing information or for government authorities to correct register information. Signing an agreement does not postpone a scheduled inspection.
What You Receive
After an audit, you receive a written assessment of each document, a list of corrections, and blank forms for missing military registration documents with the company’s and officials’ details. A full audit also shows the chronology of actions for each employee file and the deadline violations identified.
Under the templates package, we deliver blank Word forms selected for the company’s profile, a document list, and an implementation guide. Under the completed-documents package, we deliver agreed company and individual employee documents, as well as completed lists and tables. Signing documents and carrying out the organizational actions remain the responsibility of authorized company personnel.
How This Relates to Employee Reservation from Mobilization
Properly maintained records help prepare consistent data for employee reservation applications, but do not by themselves establish entitlement to a mobilization deferment. Employee reservation support can be ordered together with recordkeeping services, with the scope of that work agreed separately.
Our Experience
Preparing a manufacturing company for an inspection. At a company with more than 60 employees, we identified gaps in how the responsible employee’s duties were documented, as well as in the lists and notices. We updated the documents, prepared the employee, and supported the inspection remotely. According to the published results of that matter, the TCC recorded no violations. Read more in our case study, “Support for a Scheduled Military Registration Inspection at an Enterprise by the TCC”.
Hiring a startup team. A mobile app developer was converting arrangements with sole proprietors into employment relationships. The company head asked about applicants’ missing and electronic military registration documents. We addressed these situations during a consultation, and the client received answers about the documents and how to verify them when hiring. This is an example of advisory work: “Hiring Conscripts: Legal Aspects of Military Registration in the Workplace”.
These are different levels of assistance: in the first case, inspection preparation and support; in the second, legal advice. The result in a previous matter does not guarantee the same outcome for another company.
Service packages offers
- Review of one submitted copy of each type of military registration document for required details, fields, and content.
- Findings for each document: what is missing and what needs to be corrected.
- Blank forms for missing military registration documents, populated with the company’s details and the details of its officials; employee and event information is left to be completed.
- Consolidated audit report.
- Review of all actual document copies and deadlines, correction of documents, and completion of documents for individual employees are ordered separately. We do not recreate documents issued by Territorial Recruitment and Social Support Centers (TCCs), HR documents, or accounting documents as blank forms; we provide recommendations concerning missing materials.
*UAH 25,000 for the first employee file and UAH 1,000 for each additional file.
- Everything included in the “Document Audit” package, including blank forms for missing military registration documents.
- Review of all actual copies provided for the agreed period and for each employee file.
- Cross-checking dates and the sequence of actions: completing, signing, registering, and submitting documents.
- A chronology for each employee file, identified deadline violations, and specific recommendations.
- Consolidated audit report covering the document and deadline reviews.
- Re-preparation of completed documents, representation during an inspection, and appeals against fines are not included in the audit.
- Selection of a document set based on the company’s profile, staffing, and relevant areas of work.
- Customized blank forms for orders, instructions, lists, statements, logs, schedules, and guidance notes applicable to your company.
- Entry of the company’s details and information about its officials; employee data, HR events, dates, and reference numbers remain blank.
- Editable documents, an inventory of the document set, and implementation guidance.
- Where needed, the set includes relevant forms for critically important enterprise status, employee reservation from mobilization, or Diia.City; support for these procedures is not included.
- An audit of existing military registration records and completion of documents with employee data are ordered separately.
- Determining a tailored list of documents based on the company’s needs and employee information.
- Preparing the agreed orders, notifications, lists, cards, and other documents using factual information provided by the client.
- Separate employee-specific documents for each employee within the agreed scope, as well as completed lists and tables.
- Where needed and separately agreed, documents concerning critically important enterprise status, employee reservation from mobilization, Diia.City, and a calendar of deadlines.
- An inventory of the documents prepared and implementation guidance.
- The lawyer determines the scope and price after reviewing the request. Filing documents, representation before a TCC or a court, and obtaining decisions are not automatically included.
- Legal support for the designated responsible employee during the agreed period.
- Processing information provided by the company concerning hiring, dismissals, and changes to employee details.
- Preparing agreed ongoing documents and notifications, updating lists, and monitoring the agreed schedule of actions.
- Consultations on ongoing military registration matters within the agreed scope.
- Preparing materials and the designated responsible employee for an inspection; the lawyer’s participation in the inspection or correspondence with the TCC, if expressly included in the agreed scope of services.
- The period, number of events, documents and consultations, response deadlines, and price are determined individually. Employee reservation from mobilization and appeals against fines are agreed separately.
Cost of Military Registration Recordkeeping for a Company: What Determines the Price
Document audits and customized templates are offered at fixed prices. A full audit is priced according to the number of employee files: the base amount covers the first file, and each additional file is charged at a set rate. For pricing purposes, an employee file means the documents relating to one employee during the audit period.
We quote the preparation of completed documents individually, taking into account the number of employees and the documents and events that must be documented. For ongoing support, we also determine the service period, frequency of changes, and required lawyer involvement. Current prices and the scope of each package appear in the separate “Service Packages” section.
Submitting documents, representation during an inspection, obtaining critically important enterprise status, employee reservation from mobilization, and appeals against administrative rulings are not automatically included in the audit or document-preparation fee. Any on-site visit, postage, or other external expenses are agreed before they are incurred.
Why us
Our clients
What Remains the Company’s Responsibility
External legal support does not eliminate the need to organize recordkeeping internally. Under paragraph 8 of Procedure No. 1487, organization is the responsibility of the head of the company, while recordkeeping is carried out by employees designated by the head in accordance with the Procedure. We help fulfill these duties within the agreed scope; a contract with a service provider does not transfer the officials’ administrative liability to that provider.
If Records Were Not Maintained Previously
In that case, we prepare documents using actual information and dates. Correcting the current situation does not automatically eliminate the consequences of a previous violation and does not replace the employee’s personal military registration actions.
Answers to frequently asked questions
Can Military Registration Recordkeeping Be Outsourced?
Yes, military registration recordkeeping can be outsourced: a service provider can be engaged for review, document preparation, and support. However, the company retains the head and responsible employee required by Procedure No. 1487. The contract must clearly allocate the work, data transfer, and oversight of performance.
Who Is Responsible for Recordkeeping if a Law Firm Prepares the Documents?
The head of the company and responsible officials must fulfill the duties imposed on them by law. The provider’s liability to the client is determined by the contract and the law; it does not replace the personal administrative liability of a responsible company official for an established violation.
How Long Does It Take to Set Up Recordkeeping From Scratch?
We determine the timeline after an initial assessment of the number of employees and the readiness of their documents. Before work begins, we agree on a schedule for the stages. Obtaining missing information and correcting information in government registers may take additional time.
Can You Help if We Have Already Received an Inspection Notice?
Yes. When contacting us, provide the inspection date and briefly describe the situation. After the engagement is agreed, we review the materials provided and identify priority actions. Participation in the inspection itself is agreed separately and is not automatically included in the audit.
Is Employee Reservation Included in the Recordkeeping Fee?
Not automatically. The document set may include agreed documents for the relevant area, but preparing templates or completed documents does not constitute support for the reservation procedure or guarantee that employees will be reserved.
Three Situations When Military Registration Issues Should Not Be Put Off
The templates are there, but no records are being maintained. The company once purchased a set of blank forms and considers the matter settled. But the existence of the forms does not mean that records were maintained: the forms had to be completed, signed, and submitted on time. Only a full audit can show what actually happened.The HR specialist has left, and no one knows what was done. The documents are in folders, but it is unclear which notices were sent and which were not. An audit distinguishes deficiencies in forms from actions that were missed, and you receive a list of exactly what to correct.
An inspection has been announced, but there is little time. It will not be possible to do everything at once, so we begin with the priorities: review the materials provided and identify what can realistically be prepared before the inspection date.
Where to Start
You do not need documents to get started. Briefly describe how records are maintained now, how many employees you have, and what outcome you want. Based on that information, we will tell you which package is appropriate.
If the TCC has already scheduled an inspection, provide the date immediately. A service agreement does not postpone an inspection, so the scope of preparation depends on the time remaining.
Fill out the request form or call us at the number provided.
We are ready to help you!
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