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Checklist: How to Prepare for a Military Registration Inspection at Your Company

Posted on 27.07.202627.07.2026 by Stanislav

Inspections of the state of military registration have become routine for employers, and the price of being unprepared ranges from mandatory orders to fines under Articles 210 and 210-1 of the Code of Administrative Offenses. Below is the complete checklist for preparing for an inspection of the state of military registration at an enterprise.

In total, 38 items across 7 blocks. For each one it states exactly what to check and prepare, and which provision it is based on — the link takes you straight to the relevant paragraph or annex on zakon.rada.gov.ua.

38items

7blocks

No. 1487main Procedure

No. 76reservation

Contents — click to jump to a block:

1 · Organization of the person responsible for military registration 2 · Personal military registration 3 · Regulations, rules, and informing 4 · Reconciliations and interaction with the TCC 5 · Reservation 6 · Employee notification 7 · The day before the inspection

1🧑‍💼 Organization of the person responsible for military registration6 items

1. Order appointing the person responsible for maintaining military registrationCheck the current order, the full name, position, date, and that the function is clearly assigned. The number of responsible persons must correspond to the number of people on military registration; if there are fewer than 500, the function is assigned to an HR department employee.Procedure No. 1487, paras 8–11, 13; Annex 1 ↗

2. Notifying the TCC of the appointment or dismissal of the responsible personPrepare a copy of the notification under Annex 1 and proof of dispatch. The deadline is 7 days from the date the relevant order was issued.Procedure No. 1487, para 13; Annex 1 ↗

3. Job description / functional dutiesThe military registration duties must be expressly assigned. Prepare the document and confirmation that the employee has been familiarized with it.Procedure No. 1487; Annex 31, para 4 ↗

4. Staffing table and pay for the functionIf fewer than 500 people are on registration and the function is assigned to an HR department employee, check that a supplement of up to 50% of the salary has been established. For a separate staff position, check that it exists in the staffing table and has an appropriate salary.Procedure No. 1487, paras 9–12 ↗

5. Professional developmentCheck the document on the annual determination of the need by 1 October and confirmation of training at least once every 5 years at a licensed institution under an approved programme.Procedure No. 1487, para 12 ↗

6. Replacing the responsible person during an absenceIssue an order for the temporary performance of the functions during the responsible person's leave, sick leave, or business trip.Procedure No. 1487 ↗

2🗂️ Personal military registration11 items

7. Personal military registration lists in the form of Annex 5Prepare up-to-date lists in the current version of the form. The data must correspond to the military registration documents and HR documents.Procedure No. 1487, paras 33, 39; Annex 5 ↗

8. Division of the lists into groupsCheck the 4 separate groups: officers; enlisted, sergeant and warrant officer personnel; women liable for military service and reservists; and conscripts.Procedure No. 1487, para 36 ↗

9. Operational records sheet in the form of Annex 12Check that the headcount matches the Annex 5 lists, including those hired, dismissed, and removed from personal registration.Procedure No. 1487, paras 33, 41–44; Annex 12 ↗

10. Annual signed lists and records sheetPrepare the version as of 1 January, signed by the head and the responsible person and registered with the records-management service by 25 January.Procedure No. 1487, para 40 ↗

11. Copies of military registration documentsCheck that up-to-date paper copies or printouts of electronic military registration documents are available.Procedure No. 1487, para 37 ↗

12. Documents of persons removed or struck off military registrationKeep copies of such persons' documents in a separate file, except for persons removed upon reaching the age limit.Procedure No. 1487, paras 35, 38, 44 ↗

13. Entering hires and dismissals into the registration formsCheck that information on hires and dismissals has been entered into the lists and the operational records sheet within 5 days.Procedure No. 1487, paras 41, 42 ↗

14. Notification of a change in registration data under Annex 4Hires and dismissals — notification within 7 days from the date of the order. Other changes — enter into the lists within 5 days from the day the documents are submitted and, if there are changes, send a notification monthly by the 5th.Procedure No. 1487, para 34; Annex 4 ↗

15. Documents concerning mobilized employeesPrepare the release orders, supporting documents, and timesheet designations, and check that the employees are correctly reflected in the registration forms and in the reservation limit calculation.Labour Code of Ukraine; Procedure No. 1487; Procedure No. 76 ↗

16. Notebook (forms) of receipts under Annex 7 — if requiredKeep a prepared set of forms in case an original document is lawfully accepted on a temporary basis. For ordinary personal registration the enterprise keeps copies; do not withdraw originals unnecessarily.Procedure No. 1487, Annex 7; practical application ↗

17. Marks on employees with reservation in the listsCheck that information on active reservation is set out separately in the personal military registration lists and corresponds to the Register data.Procedure No. 1487, para 43 ↗

3📌 Regulations, rules, and informing4 items

18. Military registration Rules in the form of Annex 2Post the current version of the Rules in a visible place in a publicly accessible area. They may be placed on a notice board.Procedure No. 1487, para 19; Annex 2 ↗

19. Familiarizing employees with the RulesPrepare confirmation of familiarization against a personal signature upon hiring. Do not create an artificial “annual campaign” if there is no such requirement.Procedure No. 1487, para 34; Annex 31, para 4 ↗

20. Memo for employees on changes to registration dataBriefly state which changes an employee reports to the employer, which documents they submit, and whom they contact. This is practical evidence of explanatory work. It may be placed on a notice board.Procedure No. 1487, para 34 ↗

21. Folder of current regulatory actsKeep up-to-date texts of Procedure No. 1487 together with Annex 31, Law No. 2232-XII, Articles 210 and 210-1 of the Code of Administrative Offenses and, if there is reservation, Procedure No. 76.Official sources: zakon.rada.gov.ua ↗

4🔄 Reconciliations and interaction with the TCC6 items

22. Log of the results of inspections of the state of military registrationPrepare and check the maintenance of the log in the form of Annex 9: the results of inspections and reconciliations, deficiencies, the head's decisions, and marks on their remediation.Procedure No. 1487, para 34; Annex 9 ↗

23. Schedule of reconciliation with employeesThe schedule must be approved by the head. Check the actual performance, the coverage of employees, and the availability of supporting materials.Procedure No. 1487, para 45 ↗

24. Annual reconciliation with the TCC and SSCheck that the reconciliation is carried out at least once a year within the periods set by the approved local schedule, and not on a date arbitrarily chosen by the enterprise.Procedure No. 1487, para 46 ↗

25. Reconciliation with a TCC in other administrative-territorial unitsPrepare 2 copies of the extracts from the lists and copies of the military registration documents, proof of dispatch, and the returned copy bearing the “reconciled” mark.Procedure No. 1487, para 46 ↗

26. Proof of sending documents to the TCCCollect receipts, inventories of enclosures, dispatch registers, incoming numbers, electronic receipts, and other confirmations.Procedure No. 1487; records-management rules ↗

27. Documents from previous inspectionsPrepare the acts, mandatory orders, correspondence, and evidence that the deficiencies were remedied. If there were findings, check that the body that carried out the inspection was informed within 30 days.Procedure No. 1487, para 86; Annex 31 ↗

5🛡️ Reservation5 items

28. Decision / order recognizing the enterprise as critically importantPrepare the order recognizing the enterprise as critically importantCMU Resolution No. 76; decision of the authorized body ↗

29. Document on the established reservation limitPrepare the decision or another document establishing the reservation percentage/limit, including an increased limit, if one has been granted.Procedure No. 76, paras 8–10 ↗

30. Calculation of the quota (limit) as of the inspection dateReconcile the employee base and the actual number of employees with reservation. Take into account those mobilized after 18.05.2024 and the rule in para 12: employees with a deferment on other grounds and those working part-time at another critically important enterprise are counted at only one place of work — the one where the term of the employment relationship is longest. Check that the limit is not exceeded and that the data matches the Register.Procedure No. 76, paras 8–12; CMU Resolution No. 862 of 01.07.2026 ↗

31. List of employees with active reservationReconcile the current list against the reservation end dates in Annex 5.Procedure No. 76; Procedure No. 1487, para 43 ↗

32. Reporting and supporting documents on reservationPrepare documents confirming the justification and scope of the reservation, in particular HR data and the current Annex 5 to the Tax calculation, in case it is requested during the inspection.Procedure No. 1487, Annex 31, para 4 ↗

6📣 Employee notification4 items

33. TCC orders on notificationPrepare the registered incoming orders in the form of Annex 13 and check the deadlines for their execution.Procedure No. 1487, para 47; Annex 13 ↗

34. The head's order on notificationFor each TCC order there must be a prepared order/instruction of the head on notifying employeesProcedure No. 1487, para 47 ↗

35. Evidence that the notification was deliveredThe primary method is a personal signature. For remote/home-based work, temporary incapacity for work, leave, or a business trip — registered mail with an inventory of the enclosure and a delivery receipt.Procedure No. 1487, para 47 ↗

36. Notifying the TCC of executionSend a copy of the order and the supporting documents on notification to the TCC within 3 days. Regarding employees on sick leave, on leave, or on a business trip, notify the TCC in writing with an extract from the order.Procedure No. 1487, para 47 ↗

7✅ The day before the inspection2 items

37. Prepare Annex 5 as of the inspection dateUpdate the personal military registration lists as of the inspection date; check hires, dismissals, data changes, those removed, and those with reservation.Procedure No. 1487, paras 33, 39–44; Annex 5 ↗

38. Prepare Annex 12 as of the inspection dateUpdate the operational records sheet and reconcile the totals against all Annex 5 groups.Procedure No. 1487, para 33; Annex 12 ↗

Ready for the inspection?

Systematic preparation along these lines removes most findings before the inspector even arrives. Need help with military registration — we handle it on an outsourced basis.

Military Registration When Hiring an Employee: Three Steps You Cannot Delay

Posted on 24.07.202622.07.2026 by Stanislav

1️⃣ First action — checking the military registration document during onboarding

Paragraph 34 of the Procedure approved by Resolution of the Cabinet of Ministers of Ukraine No. 1487 directly requires checking the existence of such a document when hiring. Employment and entry into the employer’s personal registration records are allowed only after the person has been placed on military registration with the relevant TCC, SBU body, or intelligence agency.

The employer is obliged to check the existence of a military registration document (in electronic form or in paper form) and the correspondence of the information indicated in such a document with the information contained in the Unified State Register of Conscripts, Military-Liable Persons, and Reservists, on the basis of a military registration document in electronic form generated in the Reserv+ app or by means of the Diia Portal, no earlier than 72 hours before the hiring date.

2️⃣ Second action — familiarizing the employee with the Military Registration Rules against personal signature

This is also a direct duty of the employer under paragraph 34 of Procedure No. 1487, and it cannot be postponed “for later”: the rule is tied precisely to the moment of hiring.

3️⃣ Third action

Sending a notification of a change in registration data to the TCC and SS, the SBU body, or the intelligence agency using the form of Annex 4 to Procedure No. 1487 within a 7-day period from the day the hiring order is issued.

🧭 The full hiring algorithm with regard to military registration is as follows:

Checking the military registration document
Order on hiring
Signing the military registration rules
Entering the employee’s data into the personal military registration lists (Annex 5 to Procedure No. 1487)
Notification of a change in registration data to the TCC and SS registration (Annex 4 to Procedure No. 1487)

What Changed in Employee Reservation in Summer 2026: What Employers Should Note

Posted on 23.07.202622.07.2026 by Stanislav

In the summer of 2026, the rules for reserving military-liable persons were updated. The main changes are provided for by Resolutions of the Cabinet of Ministers of Ukraine No. 692 of 30.05.2026 and No. 862 of 01.07.2026. Some of the innovations are already in effect, while certain provisions will start to apply on September 1, 2026.

🧮 New procedure for calculating the quota

As of July 3, the procedure for determining the total number of military-liable employees, on the basis of which the reservation limit is calculated, has changed. Employees who have a deferment on other grounds provided for by Article 23 of the Law of Ukraine “On Mobilization Preparation and Mobilization,” as well as part-timers who work at another critically important enterprise or institution, are counted at only one place of work — the one where the term of the employment relationship is the longest.

The main place of work does not have priority in itself. What is decisive is the employer with which the employment relationship lasts longer. Therefore, a single employee cannot simultaneously increase the base for calculating the quota at several critically important enterprises.

Employers should check all external part-timers and employees who have a deferment on other grounds. After they are excluded, the calculation base may decrease, and with it — the permitted number of reserved employees.

⚠️ What to do if the reservation limit is exceeded

If, after recalculation, the actual number of reserved employees exceeds the established limit, the enterprise must bring the quota into compliance within ten working days from the day the excess arises. This can be done in two ways:

either by canceling part of the reservations through the Diia portal,
or, if vacancies are available, by hiring additional employees to increase the calculation base and, accordingly, the permitted number of reserved persons.

Currently, the cancellation service allows applications to be submitted without a limit on their number during the day. Therefore, the employer can promptly adjust the list of reserved employees and make changes if necessary.

🔄 Criticality must be re-confirmed

Decisions recognizing enterprises as critically important that are valid at the time Resolution No. 692 enters into force are retained for the term specified in them, but no longer than until September 1, 2026. The sectoral and regional criticality criteria are being revised. Therefore, the employer must monitor the decisions of the body that granted the status and prepare documents for its confirmation in advance.

💰 The salary requirement is changing

From September 1, 2026, the salary requirement is being tightened for most critically important enterprises. The average accrued salary across the enterprise and the salary of the employee to be reserved must correspond to the level of three minimum wages. For enterprises that actually operate in designated front-line territories, a separate threshold will apply — 2.5 minimum wages.

Front-line territories include territorial communities included in the list of territories where hostilities are (were) taking place or that are under temporary occupation, encirclement (blockade).

📋 What the person responsible for military registration should pay attention to

check employees with deferments and external part-timers;
determine the place of work where the term of the employment relationship is the longest;
recalculate the total number of military-liable persons and the reservation limit;
check whether an excess in the number of reserved persons has arisen;
monitor the validity period of the criticality decision.

Reservation Quota After the Changes of 03.07.2026: Who to Count and Who Not

Posted on 22.07.202622.07.2026 by Stanislav

As of July 3, 2026, the procedure for determining the total number of military-liable employees, on the basis of which the reservation limit is calculated, has changed.

Resolution of the Cabinet of Ministers of Ukraine No. 862 of 01.07.2026 clarified paragraph 12 of Procedure No. 76: employees with a deferment on other grounds under Article 23 of the Law of Ukraine “On Mobilization Preparation and Mobilization,” as well as part-timers who work at another critically important enterprise or in a critically important institution, are counted at only one place of work — the one where the term of the employment relationship is the longest.

✅ Who to include in the reservation quota calculation

The base for determining the quota includes military-liable employees who are in an employment relationship with the enterprise and do not fall under the established exceptions.

Having a personal deferment — due to disability, studies, family circumstances, or another ground provided for by Article 23 of the Law — does not in itself exclude an employee from the quota. Such an employee is counted, but only at one employer.
The total number also continues to include employees called up for military service during mobilization after May 18, 2024.

🚫 Who not to count

The following are not included in the quota:

military-liable women;
persons who are on military registration with the SBU or intelligence agencies;
those removed from military registration (mobilized before 18.05.2024, removed by age or state of health);
those on military registration as conscripts (not military-liable);
employees reserved by another enterprise.
an employee with a deferment, if the longer term of their employment relationship is at another critically important enterprise or in a critically important institution.

The formal status of the main place of work is not decisive: what matters is precisely the duration of the employment relationship.

Separately check part-timers mobilized after May 18, 2024. Such mobilized persons are generally included in the calculation; however, a part-timer cannot form the quota for several employers at the same time. Therefore, they should not be counted toward your enterprise’s quota if they have a longer term of employment relationship at another place of work.

📱 What to do with the figure in “Diia”

As of the date this material was prepared, “Diia” has not yet implemented the correct display of part-timers who have a deferment on other grounds. Because of this, the portal may continue to count such employees in the total headcount and show an overstated available limit.

You may not reserve additional employees merely because “Diia” technically allows it. The ability to generate an application does not mean that the reservation complies with Procedure No. 76.

Using an overstated system quota may lead to exceeding the lawful limit, the need to cancel excess reservations, and the risk of losing critically important enterprise status. If the enterprise has employees with other deferments who work at another critically important enterprise or in a critically important institution longer than at your enterprise, they must be subtracted from the quota shown in “Diia” manually.

The same check should be applied to part-timers mobilized after May 18, 2024.

Thus, “Diia” remains a technical tool, but responsibility for the correct calculation of the quota lies with the employer.