Military registration of employees – what should the employer know?

Military registration – right or duty of the employer?

Keeping military records in the company is the responsibility of the company manager and HR manager.

That is, employee accounting issues are dealt with by the director or manager of the company and an appointed person from the personnel/personnel department. Moreover, such a person must meet specific qualification requirements and undergo special training courses, and the Territorial Center of Recruitment and Social Support notified of his appointment.

And, of course, the manager and HR manager are responsible for violating the rules and procedures of military registration of employees.

Are all employees subject to military registration?

All male workers aged 18-60 are accepted for military registration if they have not been previously removed/excluded from registration at the Territorial Center of Recruitment and Social Support. The status of “conscript,” “conscript,” “reservist,” and the presence or absence of military experience does not matter.

If the employee has grounds for removal or exclusion from military registration, you must contact the Territorial Center of Recruitment and Social Support. These issues are not within the competence of the employer.

Women are also required to register for the military. But this rule only applies to some. Registration is mandatory for women with a medical or pharmaceutical specialty (doctors, nurses, pharmacists). Such women have until December 31, 2026, to register. Other female workers can register for military service at their request.

What are the actions/responsibilities of the employer?

In short, collect information about employees and transfer it to the Territorial Center of Recruitment and Social Support. In general, military accounting in the company looks like constant interaction and communication with the Territorial Center of Recruitment and Social Support. Why so?

All because the employer must keep lists of personal military records, a list of operational military records of employees, notify the Territorial Center of Recruitment and Social Support about changes in employee data, about hiring or dismissal, conduct reconciliation of employee data at the Territorial Center of Recruitment and Social Support, and many other duties

Is it possible to hire an employee without a military ID?

No. Military records are checked upon hiring. It can be a military ID card, a certificate of registration at a conscription station, or a temporary certificate of a conscript.

If the employee does not have a military card, he must obtain such a document from the Territorial Center of Recruitment and Social Support. Only after that can such an employee be registered for work and taken on military registration in the company.

The rules of military registration are communicated to new employees under the personal signature. The employer has 7 days to notify the Territorial Center of Recruitment and Social Support about hiring an employee.

Can the employer serve summonses?

The employer is obliged by order of the Territorial Center of Recruitment and Social Support:

– notify employees about the summons to the Territorial Center of Recruitment and Social Support;
– to serve summonses on summons;
– notify the Territorial Center of Recruitment and Social Support about employees on vacation, on sick leave, or a business trip;
– monitor notification and arrival of employees to the Territorial Center of Recruitment and Social Support.

Responsibility of the employer and the employee

The responsible officials of the company bear administrative responsibility – a fine of UAH 3,400 up to UAH 8,500

The responsibility of the employee can be of two types:

• administrative – fine from UAH 510. up to UAH 5,100
  criminal;
• imprisonment for 3 to 5 years or a fine of UAH 5,100. up to UAH 11,900, or repair work for 1-2 years.

Conclusions

Every employer must know the rules of military registration, grounds for removal and exclusion from military registration, and be familiar with related issues (reservation of conscripts, grounds for postponement of conscription).

We will be happy to help you understand the rules of military accounting and other relevant issues, prepare a checklist, and organize military accounting documents.