Military records at the enterprise is an important part of the state system of mobilization training and civil protection.

Military records is a complex and mandatory procedure that every enterprise in Ukraine must follow. It covers accounting, control and reporting on the martial service status of citizens, employees, equipment and vehicles that can be used for military needs in accordance with a number of laws and other regulations:

• Law of Ukraine No. 3127-IX “On Amendments to the Law of Ukraine “On Military Duty and Military Service"
• Law of Ukraine No. 3543-XII “Preparation for Mobilisation and Mobilisation” dated 21.10.1993
• Resolution of the Cabinet of Ministers No. 559 “On Approval of the Procedure for Registration (Creation) and Issuance of Military Registration Documents for Conscripts, Military Personnel and Reservists and the Form of Such Documents” dated 16.05.2024
• Resolution of the Cabinet of Ministers No. 560 “On Approval of the Procedure for Conscription of Citizens for Military Service during Mobilisation, for a Special Period” dated 16.05.2024
• Law of Ukraine No. 3549-IX  “On Amendments to Certain Laws of Ukraine on Improving the Procedure for Processing and Using Data in State Registers for Military Registration and Acquiring the Status of a War Veteran during Martial Law” dated 16 January 2024
• Law of Ukraine No. 3621-IX “On Amendments to Certain Laws of Ukraine on Ensuring the Rights of Military Personnel and Police Officers to Social Protection” dated 23 April 2024
• Law of Ukraine No. 3633 “On Amendments to Certain Legislative Acts of Ukraine on Certain Issues of Military Service, Mobilization and Military Registration” dated 11 April 2024.

Regardless of the ownership structure of the company, industry or its location, the company must appoint a person responsible for maintaining military records, his duties include, in particular, the following:

• Document management: Ensuring the accuracy and timeliness of military records.
• Compliance with submissions: Timely preparation and submission of mandatory military registration documents, including plans, schedules, notifications, decrees (orders) and responses to requests from the TCR and SS.
• Control: Ensuring the completeness and quality of registration of all persons liable for military service, compliance with the Rules of Military Registration by employees liable for military service, verification of military registration documents when hiring persons liable for military service.
• Deferral of conscription for military service: Registration for the booking of employees liable for military service.
• Promotion activities: Conducting awareness-raising activities among employees liable for military service regarding their compliance with the rules of military registration. Informing employees and management of their rights, obligations and consequences of non-compliance with the rules of military registration.
• Cooperation: Interaction with territorial recruitment and social support centers regarding the terms and methods of reconciling data from military registration, notifying persons liable for military service and informing about violations of military registration rules. 

The Code of Administrative Offences (CAO) provides for liability for violation of the rules of military registration and legislation on defence, mobilisation preparation and mobilisation — Article 210-1 "Violation of legislation on defence, mobilisation preparation and mobilisation".

Thus, the fine is as follows:

for violation of the rules of military registration by conscripts, persons liable for military service, reservists (Article 210 of the Code of Administrative Offences):

• in peacetime - from UAH 3400 to 5100;
• repeatedly during the year - from 5100 to 8500 UAH;
• during a special period - from UAH 17,000 to 25,500.

for violation of the legislation on defence, mobilisation preparation and mobilisation of officials (Article 210-1 of the CAO):

• in peacetime - from 5,100 to 8,500 UAH for citizens, from 17,000 to 25,500 UAH for officials and legal entities;
• repeatedly during the year - from UAH 8,500 to UAH 11,900 for citizens, from UAH 25,500 to UAH 34,000 for officials and legal entities;
• during a special period - from UAH 17,000 to UAH 25,500 for individuals, including for failure to fulfil the obligation to update data from 18.05.2024 within 60 days, i.e. until 17.07.2024, from UAH 34,000 to UAH 59,500 for officials and legal entities.

How can BDO in Ukraine help with military registration?

Among its areas of expertise, BDO in Ukraine offers services in military records and booking services for businesses of all sizes and industries. Our comprehensive services include:

1. Development of initial package of mandatory documents on military registration:

• The process of first-time military registration
• Creation of the necessary forms and templates for maintaining military records.

2. Collection and processing of data on persons liable for military service:

• One-time collection of data on employees liable for military service
• Filling in the Lists of personal military registration and operational accounting information
• Formation of cases with personal military registration lists, copies of military registration documents and other mandatory documents

3. Updating military registration data:

• Constant updating and verification and updating of data in the Personal Military Registration Lists
• Interaction with the Territorial Recruitment and Social Support Centers

4. Booking of persons liable for military service:

• Identifying the number of military personnel eligible for the booking quota
• Calculating the booking quota 
• Creating a booking request in Diia/supporting the booking process for the Client

5. Information about vehicles and equipment:

• Preparation and submission of information on the availability and condition of vehicles and equipment twice a year
• Collection of data on citizens working in the enterprise using this technique

6. Support in obtaining the status of a critically important enterprise:

• Analysis of industry/regional criteria
• Verification of the enterprise's compliance with the criteria
• Preparation of a package of documents for obtaining the status of a critically important enterprise
• Submission of documents for consideration to the relevant authority
• Monitoring and fulfilment of requirements

If your company needs additional advice on maintaining military records or preparation for inspection of TCR and SS, please contact the specialists of BDO in Ukraine. Be sure of reliable support and professional experience of our specialists in the military records.