Every organization is required to maintain military records. To avoid fines, find out who is subject to military registration, prepare Required documents and submit information about employees to the military registration and enlistment office in a timely manner.

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Military records in an organization are often the responsibility of personnel officers, who are tasked with collecting, systematizing and updating information about the performance of military duties by employees. The work is carried out in two directions - general accounting and reservation of citizens in reserve (GPP).

Which categories of citizens of the Russian Federation are subject to military registration?

For failure to provide information about citizens subject to registration, failure to notify an employee of a call to the military registration and enlistment office and other violations in the field of military registration (VR), the law provides for administrative liability (Articles 21.1, 21.4, 21.2 of the Code of Administrative Offenses of the Russian Federation). To avoid problems during the next inspection, you need to clearly know which categories of citizens are subject to military registration, and promptly draw up lists of employees who meet the established criteria.

Who is not included in the lists

• Foreign workers are not considered liable for military service, therefore they are not included in the lists (Article 1 of Law No. 53-FZ of March 28, 1998, Article 15 of Law No. 115-FZ of July 25, 2002).
• Women who do not have a military specialty.
• Currently undergoing military service.
• Permanently residing outside the Russian Federation.
• Those serving sentences in prisons.

The General Staff of the Armed Forces of the Russian Federation approved the Methodological Instructions dated July 11, 2017, which lists all categories of personnel subject to registration. These include:

• Men of military age (18-27 years) who are not enlisted in the reserves.
• Men in reserve and exempt from conscription.
• nbsp; Men over 27 years of age who did not serve in the army due to a deferment.
• All citizens discharged from the army or undergoing alternative service.
• Women who received military specialties.
• Specialists trained at military departments of educational institutions.

Important! All eligible employees are taken into account, including those working remotely, part-time or on an external basis. part-time job.

The reservation of citizens in reserve is entrusted to individual employers by order of the Interdepartmental Commission of the RF Armed Forces, bodies executive power and local government. The organization receives ready-made lists of positions and professions or extracts from them. Based on the documents received, you should book suitable employees and fill out Form No. 4 (issued at the military registration and enlistment office). As a rule, we are talking about valuable specialists, representatives of rare professions, and highly qualified managers. Reserved citizens are exempt from conscription for military training and service during mobilization.

What military registration documents does the employer keep?

Maintaining military records in an organization requires the preparation of a number of documents - both for internal use and for transfer to the military registration and enlistment office. First of all, the employer issues an order to organize military registration.

Order on the organization of military registration with expert comments

The document is drawn up in free form and is considered mandatory for any organization.

Experts from the magazine “Personnel Business” will tell you in detail. If the work assignment will be conducted by an employee of the HR department on a part-time basis, do not forget to make appropriate changes to the employment contract, staffing table and time sheet.

Attention! To find out whether the applicant is among those liable for military service, look at page 13 of the internal passport, where the corresponding stamp is placed.

In addition, the employer is responsible for conducting explanatory events with employees, as well as drawing up and maintaining:

• file cabinets of personal cards (forms No. T-2, T-2GS) for all employees who are in the reserve and subject to conscription for military service;
• log of checks on the state of military registration;

How to keep military records in an organization: step-by-step instructions

Absolutely all enterprises are required to maintain military records, regardless of their field of activity and legal form. Step-by-step instructions will help you understand the intricacies of the process and understand where the organization of military registration in an organization begins.

Step-by-step instructions: maintaining military records in an organization

Step 1: Assign a responsible person. This could be either a company secretary or an employee of the human resources department, or a main employee or an entire department (military registration desk) dedicated exclusively to maintaining military records. The Personnel System expert will tell you: how to determine the number of employees keeping military records in an organization

Step 2. Determine which categories of employees you will work with. Focus on requirements Methodological recommendations, approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2017 and Decree of the Government of the Russian Federation No. 719 of November 27, 2006. If the enterprise maintains not only general records, but also reservations for citizens in reserve, additionally develop documents in accordance with the appendices to the Instructions, approved by Resolution of the Interdepartmental Commission on Reservations No. 664c dated February 3, 2015.

Step 3. Register your employer with the local military commissariat. Here you can also get introductory instructions, methodological instructions, sample documents and advice on controversial or atypical cases. Registration separate divisions is conducted at the location of branches and representative offices, and not at the parent organization.

Step 4. Prepare all necessary documents: magazines, cards, lists. If possible, automate some of the paperwork using special programs for creating document flow.

You can master methods of competent document management at the HR School:

Step 5. Keep your military registration information up to date. At least once a year, check the data on your personal cards with documents provided by employees or representatives of the military registration and enlistment office, and make the necessary changes.

Step 6: Meet reporting deadlines. The employer is obliged to provide the military registration and enlistment office or local government authorities with information:

• for male employees who will turn 17 next year - the age of initial military registration (annually before November 1);
• for male employees aged 15 and 16 years (annually in September).
• on the employment and dismissal of employees subject to military registration - within two weeks from the date of the event;
• about employees who are on the VU - upon request within two weeks.

It is very important not to be limited solely to paperwork, but to carry out a full methodological training personnel: explain the procedure for mobilization, serve summons, promptly report calls to the military registration and enlistment office.

VU maintenance checks are carried out regularly. If the company does not yet maintain military records, start with organizational issues: register with the military registration and enlistment office, appoint a responsible employee. If records are being kept, an audit will not hurt: check the data and make sure that you report to the military registration and enlistment office on time, and that all necessary documents are stored in the personnel department or the military registration desk of the enterprise.

Organizations, regardless of their form of ownership, must maintain military records of their employees. The purpose of military registration is to ensure in peacetime full and high-quality staffing of the Armed Forces of the Russian Federation, other troops, military formations and bodies, and during periods of mobilization, martial law and wartime, also to meet the needs for human resources of state authorities, local governments and organizations ( Clause 6, Clause 1, Article 8 of the Federal Law of May 31, 1996 No. 61-FZ, Clause 2 of the Regulations Let us present step-by-step instructions for military registration in an organization in 2019. Let us recall that for maintaining military registration in an organization, Methodological recommendations are relevant for 2019 year, were approved by the General Staff of the Armed Forces of the Russian Federation on July 11, 2017.

Step 1: appoint responsible persons

Who is responsible for military records in organizations and who maintains them? Speaking about the organization of military records in a company (step-by-step instructions), we should start with the fact that it is necessary to determine those responsible for maintaining such records. The head of the organization is responsible for the state of military registration (clause 9 of the Regulations, approved by Government Resolution No. 719 of November 27, 2006). And the person appointed by the head of the organization on the basis of an order is directly involved in maintaining military records. Of course, the obligation to maintain military records should be included in the composition job responsibilities such an employee.

The number of employees appointed responsible for maintaining military records in an organization depends on the number of employees registered with the military. To determine how many employees need to be allocated for maintaining military records, it is necessary to establish the total number of citizens registered with the military in the organization as of December 31 of the previous year (clause 19 of the Regulations, approved by Government Decree No. 719 of November 27, 2006). In this case, the following standards are used (clause 12 of the Regulations, approved by Government Decree No. 719 of November 27, 2006).

If an organization has 2 or more employees assigned to conduct military registration, they are combined into a separate unit called the military registration table.

At the same time, the head of the organization must not only appoint employees to maintain military records, but also provide them with specially equipped premises and iron cabinets that would ensure the safety of military registration documents (clause 21 of the Regulations, approved by Government Decree No. 719 of November 27, 2006) .

Step 2: determine the circle of workers subject to military registration

According to the rules for maintaining military registration in organizations in 2019, the following employees are subject to military registration (clause 14 of the Regulations

• conscripts;
• persons liable for military service.

And for which employees are military records not kept?

Military registration in organizations is not maintained in relation to, in particular, the following employees (clause 15 of the Regulations, approved by Government Resolution No. 719 of November 27, 2006):

• exempted from military duty in accordance with Federal Law of March 28, 1998 No. 53-FZ “On Military Duty and Military Service”;
• female workers who do not have a military specialty;
• permanently residing outside the Russian Federation;
• workers who have military ranks officers and those in reserve of the SVR or FSB.

Step 3: we obtain documents for maintaining military records from conscripts and those liable for military service

Military registration in organizations and filling out personal cards is carried out on the basis of the following documents (clause 25 of the Methodological Recommendations, approved by the General Staff of the Armed Forces of the Russian Federation on July 11, 2017).

Step 4: develop and maintain military registration documents

What documents should an organization maintain for military registration?

As part of maintaining military records, the organization develops (maintains) the following documents (clause 39 of the Methodological Recommendations, approved by the General Staff of the Armed Forces of the Russian Federation on July 11, 2017):

• order on the organization of military registration of citizens, including reservation of citizens in reserve;
• card index of personal cards form No. T-2. In section 2 “Information on military registration” of the employee’s personal card in form No. T-2 (approved by Resolution of the State Statistics Committee of January 5, 2004 No. 1) military registration of conscripts and those liable for military service is maintained;
• log of inspections of military registration and reservation of citizens in the reserve of the Armed Forces of the Russian Federation;
• receipts for receiving military registration documents from citizens;
• official paperwork (a separate matter) on the issues of maintaining military records of citizens and booking citizens in the reserve in the organization;
• other documents in accordance with the requirements established by federal executive authorities, executive authorities of constituent entities of the Russian Federation, local government bodies and heads of organizations;
• reference information on military registration, mobilization training and mobilization.

The sample documents required for maintaining military records in an organization can be found, in particular, in the Methodological Recommendations for maintaining military records in organizations (approved by the General Staff of the Armed Forces of the Russian Federation on July 11, 2017). Among the samples of military registration documents in the organization in the specified Methodological Recommendations, for example, are given:

• order on organizing military registration of citizens, incl. reservations for citizens staying in reserve;
• employee personal card (form No. T-2);
• receipt for receipt of military registration documents for citizens;
• work plan for maintaining military records and booking citizens in reserve;
• log of inspections of military registration and reservation of citizens in the reserves of the Armed Forces of the Russian Federation.

Step 5: we perform and monitor the fulfillment of military registration duties

The responsibilities of managers, as well as other employees responsible for military registration work, are provided for by Federal Law No. 53-FZ dated March 28, 1998, as well as the Regulations, approved. Government Decree No. 719 dated November 27, 2006.

Responsibility for violations in maintaining military records

Current legislation For violation of certain instructions on maintaining military records in organizations, administrative liability in the form of a fine is provided. It is imposed on the manager or other official responsible for military registration work.

Every employer must maintain military records in its organization. Responsibility for this can be either the manager himself or any employee. In this article we will look in detail at how to maintain military records in an organization in 2018.

Who is required to keep military records?

All companies, without exception, are required to maintain military records. Moreover, this obligation does not depend on the form of ownership of the organization and the form of taxation applied. Such accounting is necessary to provide the Armed Forces of our country with potential resources.

Important! Military registration is the responsibility of the leader. It is he who decides who in the organization will lead him.

How to organize military registration in an organization

It is worth saying that maintaining such records is not a complicated procedure for clerks. However, if your responsibility is neglected, the organization faces penalties.

Let's take a step-by-step look at the procedure for organizing military registration in a company:

1. Register. To begin with, the organization must register with the military commissariat there. This can be done within 5 days from the moment the entry about the opening of a legal entity was made in the Unified State Register of Legal Entities. You need to contact the commissariat at the location of the company. If a legal entity changes its address, then it will need to register with the commissariat at the new location.
2. Develop instructions. The company needs to develop special documents for maintaining military records. Such a document is an instruction for the employee responsible for accounting, which also indicates his responsibilities. There are no specially designed forms for such instructions; you can develop it yourself. It is important in the instructions to provide for the obligation to check the authenticity of military documents of employees.
3. Assign a person in charge. There are no restrictions on who can be appointed responsible for military registration. It can be conducted by both the manager and any employees, including part-time workers. In order to establish such an obligation for the selected employee, you will need to enter into an additional agreement with employment contract(Read also article ⇒). At the same time, you need to understand that assigning new responsibilities to an employee should entail additional payment. The assignment of duties to the employee is formalized by order of the manager. The order form can be taken as approved (Appendix 4 of the Methodological Recommendations approved by the Ministry of Defense dated July 11, 2017). In addition to the appointment, the order must indicate the employee who will be responsible for the period of absence of the main employee responsible for military registration.
4. Coordinate events with the military registration and enlistment office. This is the final step in organizing accounting at the enterprise and it consists of agreeing on an action plan. The organization must draw up such a plan independently. To do this, you can use a special form (Appendix 17 of the Methodological Recommendations of the General Staff of the RF Armed Forces dated July 11, 2017). The plan indicates the timing of activities carried out by the military registration organization. Such activities may include a background check carried out once a quarter. After the activities are carried out, a corresponding mark is placed in the plan, and the responsible specialist signs opposite each activity.

Important! If the specialist responsible for military registration is temporarily absent, he must transfer all documents to the person replacing him according to the act.

The order to appoint a responsible officer must be agreed upon with the following bodies: the military commissariat, the local government body of a rural or urban district.

To organize personnel records in a company, beginner HR officers and accountants are perfectly suited to the author’s course by Olga Likina (accountant M.Video management) ⇓

Workers not subject to military registration

Military records are not kept for all employees. Let's consider workers who are not subject to military registration:

• Those who have received exemption from military duty, for example, those employees who were recognized as partially fit or unfit for military service, as well as those who served in another state;
• Those undergoing military or alternative civilian service;
• Those permanently residing outside the Russian Federation;
• Having the rank of officers who are in the reserves of the Russian Foreign Intelligence Service or the Russian FSB;
• Women who do not have a military specialty.

How many specialists keep military records?

Depending on the number of employees in the organization, the number of employees responsible for maintaining military records is determined:

• The number of staff is up to 500 people - records must be kept by 1 employee, including a part-time employee;
• From 500 to 2000 people – records are kept by 1 full-time employee;
• From 2000 to 4000 people – records are kept by 2 full-time employees.

Military registration in the organization

Military registration consists of the following activities:

• Military registration of accepted employees;
• Registration of documents and their safety;
• When employees are dismissed, they are removed from the register.

The instructions for a military registration specialist contain the following responsibilities:

• Control of the authenticity of documents of military duty for each employee;
• Creation of a personal card for each employee containing military registration documents;
• Inform employees about mobilization training activities, as well as responsibility for avoiding them;
• Inform the military registration and enlistment office about violations or inaccuracies in military documents.
• Preparation of reports on maintaining military records for the military registration and enlistment office and local government. One such report could be a list of employees who are subject to military registration.

The documents that employees must provide for military registration for conscripts and men liable for military service are recognized as a military ID or certificate.

Important! If an employee cannot provide military registration documents when hiring, the employer is obliged to independently request them.

Military registration reporting

Periodically, the person responsible for military registration is obliged to provide reports to the military registration and enlistment office with which the organization is registered. Such reports are the following lists:

• Hired or dismissed employees subject to military registration. Submission period – 2 weeks;
• For employees who are registered with the military, or for those who are required to be registered. Submission period – 2 weeks;
• For males aged 15 and 16 years. Presented once a year in September;
• For males who are registered for the next year. Submitted once a year before November 1st.

Each organization is also required to maintain a military records verification log. This journal is registered, the sheets are numbered, laced, sealed and certified with the signature of the manager.

Important! Samples of all documents and instructions for filling them out are contained in the recommendations approved by the General Staff of the RF Armed Forces on July 11, 2017.

Checking military records

An internal audit is conducted to verify employee records. For this purpose, a commission is created, the chairman of which is the head of the personnel department. Such a check will allow you to check military registration documents and their compliance regulations and legislation.

Defects found during the inspection are recorded in the inspection report. This act may serve as a basis for timely elimination of shortcomings so that the organization does not fall under administrative liability.

Responsibility of the organization for military registration

In case of ignorance or violation of military registration, the organization can be held administratively liable. The following penalties are provided for the organization:

• 500 - 1000 rubles - for the fact that the organization does not notify the employee about the summons to the military commissariat on the basis of a summons;
• 300 - 1000 rubles - for the fact that the organization does not provide information on employees who are required to be registered with the military.

The legislative framework

Please select forms and sample reports for the military registration and enlistment office. I had never encountered this before. You need to provide report No. 6 and form No. 18, work plan, lists of those with mobile phones. prescription, lists of those remaining on the farm?

Answer

We recommend that you contact the military commissariat at the place of registration of the organization, due to the fact that the report on Form No. 6 on the number of working and reserved citizens in reserve (hereinafter referred to as the GPZ) and the report (explanatory note), as well as Form No. 18 – the organization’s registration card is compiled annually as of December 31 of the reporting year and must contain complete and reliable information about the number of working and reserved citizens in reserve, and about the work done on the reservation of citizens in reserve, for which they are represented, in fact , as well as a report on Form 11-MU.

Read related articles:

• HR records management
• Getting ready for the military registration and enlistment office inspection
• Organization of military registration

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Responsibilities of employees personnel service The enterprise includes not only the preparation of documents for the hiring of new employees and the dismissal of previously hired ones, but also some interaction with government agencies.

In particular, personnel department employees periodically send a report to the military registration and enlistment office for persons liable for military service, which is in charge of the enterprise territorially.

Interaction between the personnel department and the military commissariat

Federal legislation stipulates that all enterprises in the country are required to promptly inform military commissariats about citizens who are legally liable for military service, hired or dismissed from the enterprise staff.

First of all, such a requirement is related to maintaining the defense capability of the state. Therefore, this matter is quite serious.

The reporting procedure itself and the list of documents required for this are not sufficiently regulated. And personnel service employees, by personally contacting the military registration and enlistment office on behalf of the company, have to clarify such points.

But still, some general provisions are provided for by the rules of law, we will consider them in more detail.

Filling out a report to the military registration and enlistment office on those liable for military service

Dismissal and hiring

The personnel employee is obliged to know which of the enterprise’s employees is liable for military service and is subject to mobilization in the event of war.

For this purpose, when applying for employment, they are asked to present a military ID or other document confirming the citizen’s military duty. The information is not only entered into the employee’s personal card, but must also be transferred to the military commissariat within two weeks.

You should not think that the military registration and enlistment office knows nothing about the newly created company and there is no need to organize military registration. Government bodies(tax office and military registration and enlistment office) interact and information about the newly created company is transferred to the military registration and enlistment office from the tax service in a timely manner.

Thus, the company, represented by a personnel service employee, is obliged to notify the military registration and enlistment office about all employees liable for military service who are hired or fired.

Annual reconciliations

Reliability of information about employees on military registration, will have to be confirmed annually.

Military registration and enlistment offices conduct periodic inspections of enterprises, during which the information provided by the company is verified with the information in the personal cards of all employees. If discrepancies are identified, a fine may be imposed.

An employee of the HR department, without waiting for the visit of “men in uniform,” needs to independently contact the military registration and enlistment office and clarify the company’s reporting procedure for citizens liable for military service working in the company.

Below is a standard form and a sample report to the military registration and enlistment office for those liable for military service, a version of which can be downloaded for free.