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