Hiring employees subject to military service: everything HR managers need to know

Military registration of employees is one of the most pressing issues for HR departments. Regulations of this process apply to all stages of HR work, from hiring to dismissal. These regulations are constantly changing, so HR managers have to keep track of them to avoid fines for the company.

How to hire employees subject to military service in 2025? What algorithm should HR inspectors follow? We consider it in this article.

Military registration at the enterprise: what the legislation says

The rules for military registration at enterprises are set out in the Procedure for Organizing and Maintaining Military Registration of Conscripts, Military Service Obligors, and Reservists, approved by Cabinet of Ministers Resolution No. 1487 of December 30, 2022 (hereinafter — Procedure No. 1487). In particular, it stipulates that human resources departments at enterprises must:

• sign and register personal military registration lists and operational registration information by January 25 each year (as of January 1);
• enter information about new employees subject to military service into the personal military registration lists and notify the recruitment center within seven days from the date of issuance of the order of employment;
• enter information about dismissed employees subject to military service into the personal military registration lists and operational registration records within five days from the date of issuance of the dismissal order. In addition, it is necessary to notify the recruitment center of the dismissal within seven days from the date of issuance of the order;
• by the 5th day of each month, it is necessary to send a notification to the recruitment center about changes in registration data, if such changes have occurred;
• if there are grounds, reserve employees.

Let’s take a closer look at the steps a personnel inspector must take when hiring a military-duty employee.

Hiring military-duty employees: algorithm of actions

📑 Step 1. Acceptance of documents

Art. 24 of the Labor Code contains a list of documents that an employee must provide when applying for a job. Namely:

• passport or other identity document
• employment record book (if available) or information from the register of insured persons of the State Register of Compulsory State Social Insurance
• documents on education (specialty, qualification) and, if necessary
• a health certificate;
• military registration document;
• other documents required by law.

The employee may provide either the original military registration document or an extract from the electronic military registration document in the «Rezerv+» application.

🔍 Step 2. Verification of military registration status

According to p. 2, cl. 34 of Order No. 1487, before hiring an employee, the personnel inspector must:

• verify that the employee has a military registration document;
• make sure that the employee is registered with the district (city) recruitment center, the Security Service of Ukraine (SSU), or intelligence agencies.

Current legislation allows an employee to be hired only after they confirm that they are registered with the military.

🪖 Step 3. Familiarization with the rules of military registration

The employer must familiarize the employee subject to military service with the Rules of Military Registration (p. 3, cl. 34 of Order No. 1487) and have them sign a confirmation of this.

🖊️ Step 4. Issuing an order on hiring

The employer issues an order on hiring an employee. In doing so, they must comply with the requirements of Art. 29 of the Labor Code, namely:

• familiarize the employee with the order;
• inform them of their rights and obligations;
• provide them with a workplace;
• conduct occupational safety training.

🏛️ Step 5. Notification of state authorities

The employer must notify the following state authorities of the hiring of an employee subject to military service:

• the State Tax Service of Ukraine — before the employee starts work (Art. 24 of the Labor Code);
• Pension Fund of Ukraine — no later than the day after the order of employment is issued (CMU Resolution No. 1332);
• Recruitment center at the place of registration of the employee — within seven days from the date of issuance of the order on hiring (p. 4 cl. 34 of Order No. 1487).

The employer must submit a notification of change of registration data to the recruitment center using the form contained in Appendix 4 to Order No. 1487.

How to compile personal military registration lists?

According to p. 87 of Order No. 1487, personnel inspectors must maintain personal military registration lists of employees. These lists must be compiled for separate groups:

• a list of personal military records of conscripts (reservists) of the officer corps;
• a list of personal military records of conscripts (reservists) of the enlisted, sergeant, and senior sergeant corps;
• list of personal military records of conscripts and reservists among women (conscripts are registered for military service at their request on the general terms specified in the Procedure for the Organization and Maintenance of Military Records);
• list of personal military records of conscripts.

The form for maintaining lists is specified in Appendix 5 to Order No. 1487.

To understand which list an employee should be included in, it is necessary to check their military rank in the military registration document. A complete list of military ranks is provided in Art. 5 of the Law of Ukraine «On Military Duty and Military Service».

The personnel inspector shall indicate the following information in the personal military registration lists:

How to fill in military registration data in an employee’s personal file?

The HR inspector compiles personal files for each group. He adds copies of documents to each file and compiles an employee record card.

Current legislation does not require HR managers to keep employee personal cards in the P-2 form, but most companies currently use it for personnel records. In this case, the form approved by Order No. 495/656 of the State Statistics Committee of Ukraine and the Ministry of Defense of Ukraine is most often used.

In form P-2, the HR inspector duplicates the information about the employee’s military registration from the personal record list.

Digital services for registering employees subject to military service

Art. 39 of Order No. 1487 allows HR inspectors to maintain military registration lists in
paper or electronic form. To simplify military registration, companies are increasingly using digital services.

For example, the Vchasno.Kadry service allows you to automatically generate registration cards and other documents required for hiring. The document registration process consists of the following steps:

1. A new employee fills out a questionnaire. To do this, they log into the service using their phone number. They can upload their personal data via Diya.Sharing service, and the system will automatically fill in the fields with their passport details, education documents, etc.
   If the employee does not use the Diya app, they fill in the fields manually. The Vchasno.Kadry service uses data from state registers, so users can quickly find the correct name of the recruitment centre, educational institution, etc.
2. The HR inspector receives a notification that the questionnaire has been filled out and checks the data. If any documents are missing, the employee can upload them.
3. Based on the data from the questionnaire, the HR inspector generates the documents necessary for hiring.
4. The company manager signs the documents with a qualified electronic signature. If necessary, the inspector can set up a document signing route in the service so that managers sign in the correct order.

The Vchasno.Kadry service uses AI algorithms in test mode. They will recognize data from photos or scanned documents and automatically fill in the fields in the questionnaire. To generate documents for hiring, an employee will only need to upload a photo to the service.

Along with the questionnaire, the HR inspector can send the new employee a document on familiarization with the rules of military registration or any other internal company documents for signature.

The Vchasno.Kadry service helps companies quickly register employees subject to military service, generate the necessary documents, and comply with applicable laws. Try Vchasno.Kadry today to make military registration easy and efficient.