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Effective September 5, 2025, new rules for serving military summons have come into force in Ukraine: a registered letter from “Ukrposhta” or another official postal operator will now be considered official delivery. CMU Resolution No. 1062 formalizes the centralized printing of summonses, automatic data generation from state registers, and eliminates legal “gray areas” that previously allowed individuals to avoid receiving documents.

What Has Changed?

• Centralized Printing:Summonses can now be printed not only by TRCs (Territorial Recruitment Centers) but also by the Ministry of Defence and state-owned printing enterprises.
• Automated Data Generation:All data for summonses will be automatically generated from the Unified State Register of Conscripts, Persons Liable for Military Service, and Reservists, rather than from paper records.
• Official Postal Delivery:“Ukrposhta” (or another designated postal operator) is now an official channel for delivery. Summonses can be sent by registered mail, and this will be considered legally valid service, not just a supplementary method.

As explained by People’s Deputy Oleksandr Fedienko, the state register will now consolidate all relevant information from various other registers to automatically generate summonses. For example, the Ministry of Defence can generate a list of summonses from the register and, under a contract with “Ukrposhta,” mail them out en masse.

Previously, while summonses were also sent by registered mail, this was often challenged in court. Lawyers successfully argued that an individual had “not received” the letter (e.g., failed to pick it up from the post office, refused delivery).

The new resolution solidifies that delivery by registered mail is equivalent to official in-person service, closing these legal loopholes. This establishes a clear legislative mechanism that enables mass mailings and makes it virtually impossible to evade the service of a summons through the postal system.

Promotion has been providing personnel outstaffing services in Ukraine since 2003, managing over 150 ongoing projects and 4,000+ specialists throughout Ukraine, and is one of the largest companies in the outstaffing segment in Ukraine.

UAH 100,000,000.00+ – is the average monthly amount spent on payments to outstaffed specialists in Ukraine.

During this time (over 22 years), we have participated in hundreds of tenders, primarily conducted by international companies and their professional representatives—procurement specialists, HR managers, and others. We have successfully transitioned over 2,000 employees to our services as part of won tenders.

We have compiled a list of key questions that, in our opinion, will help you conduct a thorough market analysis to select the best outstaffing service provider according to your company’s needs.

1. A High-Quality and Comprehensive Statement of Work (SOW) is the Key to a Successful, Open, and Long-Term Professional Partnership

• A professional outstaffing provider will need minimal information to prepare a quality proposal.
• At the same time, the more details/forecasts the company provides, the more stable the provider’s offer will be (fixed for a year/years, without surprises in cost revisions, etc.).
• We recommend including the following parameters in the core components of the SOW:
  • Is the project new, or is it managed by a current partner?
  • Planned start date of cooperation.
  • Duration of cooperation.
  • For how long would the company like to fix the price proposal and payment terms?
  • What is the number of outstaffed personnel in the project, and can the company forecast an increase/decrease in this number?
  • What is the type of contract between the outstaffed specialists and the provider?
  • Main job positions of the personnel.
  • Is the involvement of personnel in high-risk work anticipated?
  • Requirements for the payroll project (bank).
  • Dates of main payments.
  • Are there additional benefits for personnel that will be managed by the provider (insurance, business trips, meals, mobile communication, car leasing, etc.)?
  • All metrics that can be calculated as of the tender/market analysis date, for example:
    • Number of personnel, plans for increase/decrease in headcount.
    • Average monthly budget for personnel maintenance (salary with taxes).
    • Average monthly budget for additional personnel benefits (insurance, mobile communication, etc.), UAH excluding VAT.
  • The company’s preferred payment procedure for the provider’s services: prepayment on main salary payment dates, 100% post-payment with one set of documents within 5, 15, 30, 45, 60, 75, 90, 120 calendar days from the Acceptance Act date, etc.

2. Key Information Companies Typically Request from Outstaffing Service Providers:

1) Basic Information about the Provider’s Legal Entity

• Company name (full/abbreviated)
• Date of state registration
• Company Registration Code (EDRPOU)
• VAT Payer Status
• Legal address of the company
• Actual address of the company
• Company website
• Full name and contact details of the company director
• Full name and contact details of the person responsible for submitting the proposal

2) Key Information on Company Performance (financials, HR and technical resources, etc.):

• Number of full-time employees directly involved in project support
• Number of outstaffed specialists managed over the last 3 years (by year)
• Revenue (excluding VAT) for the last 3 years (by year)
• Country of registration of the ultimate beneficial owner, and whether there are foreign legal/natural persons in the ownership structure
• List of related legal entities
• Main area of activity, and whether the company is engaged in other areas unrelated to its core business (e.g., trading, export-import activities), and if so, which ones

3) Quality Indicators, Expertise, and Practical Experience

• Years of experience in the relevant service area
• Experience in managing outstaffing projects with over 100 specialists
• Main outstaffing clients
• Contact details of 3-5 main clients for references (full name, position, year cooperation started, contact phone number)
• Electronic document management (yes/no, which tools are used)
• Additional information about the provider (expertise, advantages, other)
• Main competitors
• Competitive advantages
• Status as a critically important enterprise for the economy and population’s livelihood during a special period (related to the possibility of reserving personnel from mobilization)

4) Questions Related to Company Policies

• Sanctions, anti-corruption provisions, corporate requirements, etc.

During martial law, correctly managing labor relations with mobilized employees remains a critical issue. This is especially true when an employee is called to military service during their annual vacation.

Is the Unused Vacation Postponed?
According to Art. 11 of the Law of Ukraine “On Vacations,” annual leave is subject to postponement or extension if an employee performs state or public duties while retaining their average salary. However, following changes to labor legislation (effective July 19, 2022), employers are no longer required to retain the average salary for mobilized employees. Article 119 of the Labor Code only guarantees the retention of their job and position.

Therefore, if mobilization coincides with an annual vacation period, the unused vacation days are not postponed or extended. The paid vacation period is considered fully used.

Employer’s Documentation Procedure
1. Order: After receiving supporting documents, the employer issues an order to release the employee from work due to mobilization, effective from the first day after the vacation ends.
2. Timesheet: The vacation period is marked with the code “В” (Basic Leave) or “A” (Additional Leave). Starting from the day after the vacation ends, the days of service are recorded with the code “ІН” or the numerical code “22”.
3. Work Record Book: No entries regarding mobilization or release from work are made.

Payroll
Payments already made for the vacation period should not be reversed. Going forward, no salary is accrued, as it is not retained during military service.

If an employee is mobilized during their annual vacation, the employer must formalize their release from work starting the day after the vacation ends, reflect their absence in the timesheet with the appropriate codes, and ensure their job is retained. Postponement or extension of the unused part of the vacation is not provided for in this situation.

The employment of minors in Ukraine is regulated by the Labor Code and other legal acts. Employers must consider both general rules for concluding employment contracts and special guarantees for individuals aged 14 to 18.

Minimum Age for Employment
The general rule allows concluding an employment contract from the age of 16. As an exception, it is permitted:
● From age 15 – with the written consent of one parent or a legal guardian;
● From age 14 – for students of schools and vocational or secondary special education institutions, exclusively for light work during their free time, with parental consent.

Hiring children under 14 is prohibited.

Working Conditions for Minors
Minors enjoy all labor rights on par with adults but have additional guarantees, including:
● Reduced working hours: 36 hours per week (ages 16–18), 24 hours (ages 15–16), and half of that for students during the school year;
● Wages: Paid at the same rate as adult employees in the same category, even with reduced hours;
● Annual leave: At least 31 calendar days, granted at a time convenient for the employee, without the requirement of working for six months first;
● Medical examination: Mandatory before hiring and annually until the age of 21.

Setting a probationary period for minors is prohibited.

Restrictions and Prohibitions
Minors cannot be engaged in:
● Work with harmful and hazardous conditions or underground work;
● Night work, overtime, or work on weekends;
● Lifting and moving loads exceeding the established limits.

Formalizing the Employment Contract
An employment contract with a minor must be in writing. The employee must provide a passport, taxpayer identification number, a medical examination certificate, and parental consent if they are 14–15 years old.
After signing the contract, an employment order is issued, the employee is familiarized with internal labor rules, and receives health and safety training.

Dismissal of a Minor
Termination of an employment contract at the employer’s initiative is possible only with the consent of the child protective services. In case of downsizing or company liquidation, the employer is obliged to ensure the minor’s subsequent employment. Additionally, the contract can be terminated at the request of parents or guardianship authorities if the work is harmful to the minor’s health or violates their rights.

Thus, when hiring a minor, employers must consider special working conditions, additional guarantees, and strict restrictions designed to protect the health and rights of young workers.