The basis for verification by the military registration and enlistment office. Maintaining military records and booking in the organization: general information

Keeping military records in an organization is the duty of every company, and far from being a right, as many believe. This is what the Federal Law “On Defense” of May 31, 1996 No. 61-FZ tells us (clause 6, clause 1, article 8). At the same time, many organizations neglect this obligation, since fines for dishonest management military registration in the organization or ignorance of it at all, are negligible in comparison with violations of other areas of reference personnel office work, and do not exceed 1000 rubles for each type of violation (Chapter 21 of the Code of Administrative Offenses of the Russian Federation). However, each company sooner or later comes to the need to establish a military registration, since the district military registration and enlistment offices visit each company operating in the territory entrusted to them with a certain frequency. In addition, it must be remembered that a fine can be imposed for each “incident” of a violation, and not just for the fact of a violation.

In this article, we will consider the main questions that HR specialists have in the course of organizing military registration in a company. After all, despite the availability of precise instructions from the General Staff, immediately at the beginning of work, especially when this is done for the first time in the life of a specialist, instructions become insufficient. You need a well-defined plan. It is on the principle of the plan that our article will be built.

Starting work on the organization of military registration, first of all, it is necessary to study all the governing documents. This will help the so-called "working folder", containing in printed form the guidelines for maintaining military records (laws). Such a folder must be mandatory in every organization, contain the Federal Law of 04.24.1996 No. 61 “On Defense”, the Federal Law of 01.24.1997 No. 31 “On mobilization training and mobilization in the Russian Federation”, Federal Law of 06.03.1998 No. 53 “On military service and military service”, Code of the Russian Federation “On Administrative Offenses”, chapter 21, Comments on the Code of the Russian Federation “On Administrative Offenses”, chapter 21, FKZ of December 27, 2001 “On Martial Law”, Decree of the Government of the Russian Federation of November 27, 2006 No. 719 “On Approval of the Regulations on Military accounting”, Guidelines for the organization and maintenance of military records and reservations of citizens in reserve (GPZ). During the check, the checking inspector will definitely pay attention to this folder and, if it is not there, he will definitely prescribe to start it. In addition, it is assumed that the employee responsible for military records in the organization must know and constantly study the governing documents, therefore, if you are going to keep military records in accordance with all the rules, then the presence of this folder is primarily in your interests, and only then - in order to pass the test.

The duty to maintain military records is assigned to the head of the organization "by default". However, the enterprise must have an order appointing a person responsible for maintaining military records, indicating the employee replacing him during the absence of the main one (business trip, vacation, sick leave). The form of the order on the appointment of a person responsible for military registration in the organization is given in the guidelines for the organization and maintenance of military registration and reservation of the GPZ and is mandatory. The order is prepared annually and in without fail coordinated with the military registration and enlistment office (after approval, the military commissar's signature appears on the order with the seal of the military registration and enlistment office, which is a confirmation of the fulfillment of the document approval rule). Next, a package of documents is being prepared for putting the organization on military registration: an organization card for f-18 and a work plan for military registration for a year, which is also agreed annually with the district military registration and enlistment office. Form 18 is filled out on the basis of statistical data on the employees of the organization at the time of preparation of the document and contains information about the organization, total strength employees, as well as the number of citizens who are in the reserve and working in the organization, with a breakdown by composition and degree of fitness for military service. The work plan is prepared according to the form given in the guidelines for the organization and maintenance of military records and booking of the GPZ. Depending on the military registration and enlistment office and the region, when registering an organization for military registration, a notice of the organization’s registration with military registration, Form 6, a plan for replacing specialists at the time of mobilization, and war time, as well as a list of conscripts.

Particular attention should be paid to the card index of personal cards of citizens who are in reserve. It is built in the form of T-2, but sorted by composition:

• separately personal cards of reserve officers;
• separately personal cards of warrant officers, midshipmen, sergeants, foremen, soldiers and reserve sailors;
• separately personal cards of citizens in the reserve, female;
• separately personal cards of citizens subject to conscription for military service.

All T-2 cards of citizens subject to reserve and working / working employees must be recorded in the register of T-2 cards. The form of the journal is given in the guidelines for the organization and maintenance of military records and reservations of the GPZ and is mandatory. According to the form of the journal, columns are provided for marks on registration and deregistration of the GPP in the organization. Note that logging is allowed in in electronic format. However, during the inspection, it will need to be printed and presented to the inspector as proof of compliance. When an employee leaves, the T-2 card is transferred to the archive. Unlike the T-2 cards for employee records, the T-2 cards of the military service card file are stored for 3 years (T-2 cards of employees - 75 years) after dismissal.

When hiring an employee, as well as when building a card file of those liable for military service, pay attention to the correctness of the completed data on military registration in the T-2 card:

• The composition (profile) is filled out without abbreviations based on the data of the military registration document: command, engineering and technical, military-humanitarian, pedagogical, legal, medical, veterinary.
• The full code designation of the VUS is also indicated in the military registration document and is entered on the card in full accordance with the military ID.
• The category of fitness for military service is also presented on the corresponding page in the military ID. At the same time, if there is no record of fitness, then the fitness category “A” is affixed (this is often the case with reserve officers).
• The name of the military commissariat is affixed in accordance with the last entry in the military ticket.
• The column "Registered for military service" is filled in according to the following lines:

a) in cases where there is a mobilization order and (or) a stamp on the issuance and withdrawal of mobilization orders;

b) for citizens booked for the organization for the period of mobilization and for wartime (section I, clause 4 of the military ticket).

• A mark on deregistration is made in the personal card of those citizens who have reached the age limit for being in the reserve or are recognized as unfit for military service for health reasons.
• Citizens subject to conscription for military service (up to 27 years of age): the columns “Reserve category”, “Composition (profile)”, “Full code designation of the VUS” and “Registered for military service” are not filled . In the column "Military rank" an entry is made with a simple pencil "subject to conscription."
• The category of fitness for military service is written in letters in accordance with the data of the military registration document:
  A - fit for military service.
  B - fit for military service with minor restrictions.
  B - limitedly fit for military service.
  G - temporarily unfit for military service (re-examination period).
  D - not fit for military service (removed from military registration).

When building a file cabinet, you should also pay attention to such card fields as “knowledge foreign languages' and 'education'. Military commissars pay attention to the information in these fields and believe that they must be filled out without fail, despite the 152-FZ (On the protection of personal data) and the absence of education requirements for the position of the employee. They motivate their requirement to fill in these fields by the fact that these data will be extremely necessary for the military registration and enlistment offices in case of mobilization or wartime. Perhaps this is so, but for us, personnel officers, this circumstance, of course, does not make our work easier. Especially if the company has less than 500 employees - in this case, the employee is engaged in military registration along with his main job. And only when the gas processing plant is more than 500, an individual worker relies on this area of ​​work.

In addition to a file cabinet, a working folder, an order to appoint a person responsible for military registration and an agreed work plan, each organization must also have a log of checks on the implementation of military registration and booking of citizens who are in the reserve of the Armed Forces Russian Federation. The form of the journal is given in the guidelines for the organization and maintenance of military records and reservations of the GPZ and is mandatory. In this journal, representatives of the administration and military commissars will give their comments and assessments, who will come with checks - annually with more than 500 employees and once every 3 years with less than 500 employees.

The last step in this difficult task, the organization of military registration at the enterprise from scratch, will be the preparation of a working folder, where all outgoing and incoming military registration documentation will be stored. It is in this folder that notices of the admission and dismissal of employees, which are being prepared within 2 weeks, correspondence with military registration and enlistment offices, and so on, will be transferred for storage. It is recommended to prepare all outgoing documents in 2 copies - one for the military registration and enlistment office, the second for the employer. Documents must be stamped with the outgoing number and date. Documents submitted directly to the military registration and enlistment offices are recommended to be submitted according to the inventory, and when sent by mail, it is imperative to attach an inventory of the shipment. Otherwise, it will be quite difficult to prove that you carried out work on military registration in a timely manner, in accordance with the requirements of the law.

Further maintenance of military records is carried out in accordance with the plan for maintaining military records in the organization in compliance with the deadlines specified in the plan.

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As you can see, in principle, there is nothing complicated in maintaining military records. There is more monotonous, paper work, which not everyone likes. In addition, the work on setting up and maintaining military records is quite labor-intensive, since it requires the presence of a separate card index T-2 for those liable for military service, which also needs to be maintained, filled out and replenished, like the main one.

Whether or not to keep military records - of course, the company can decide for itself, how and then, to pay wages employees on a card, reporting to all relevant funds, or issuing it in envelopes, depriving employees of future pensions and other benefits. But, based on experience, if your company has already “lit up” in the military registration and enlistment office in one way or another, then you will have to keep military records in accordance with all the rules.

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

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Military records in an organization are often the responsibility of personnel officers who are charged 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 booking of citizens in reserve (GPZ).

What 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 enlistment office and other violations in the field of military registration (VU), 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 timely draw up lists of employees that 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 serving in the military.
• Permanently residing outside the Russian Federation.
• Serving sentences in places of detention.

The General Staff of the Armed Forces of the Russian Federation approved Guidelines dated 11.07.2017, where all categories of personnel subject to accounting are listed. These include:

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

Important! Consider all eligible employees, including those working remotely, part-time, or outsourced. part-time jobs.

Reservation of citizens who are in reserve is entrusted to individual employers by order of the Interdepartmental Commission of the Armed Forces of the Russian Federation, executive authorities and local governments. The organization receives ready-made lists of positions and professions or extracts from them. On the basis of the documents received, it is necessary to book employees suitable for the requirements and fill out the forms of form No. 4 (issued at the military registration and enlistment office). Usually, we are talking about valuable specialists, representatives of rare professions, highly qualified managers. Reserved citizens are exempt from conscription for military training and service during mobilization.

What documents of military registration is maintained by the employer

Maintaining military records in an organization requires the execution 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. In "System Kadra" you can download completed sample

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

The experts of the magazine "Personnel Business" will tell in detail,. If the VU will be conducted by an employee of the personnel department on a part-time basis, do not forget to make the appropriate changes to the employment contract, staffing and time sheet.

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

In addition, the employer is entrusted with carrying out explanatory activities with employees, as well as compiling and maintaining:

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

Expert advice The information necessary for processing documents is written out from military tickets and certificates presented by employees, or requested from the military registration and enlistment office. Do not forget a person liable for military service or a conscript, copy all pages of a military ID on which there are records, draw up receipts for receiving military registration documents and store the roots from them.

How to keep military records in an organization: step-by-step instructions-2018

Absolutely all enterprises are required to keep military records, regardless of the field of activity and organizational and legal form. It will help you to understand the intricacies of the process and understand how the organization of military registration in the organization begins, step by step instructions.

Step-by-step instructions: we keep military records in the organization

Step 1. Assign responsible person. This can be either a company secretary or an employee of the personnel department, or a main employee or an entire unit (military registration desk) engaged exclusively in maintaining military records. The expert of the "Personnel System" will tell 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 the requirements of the Guidelines, approved. 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 of citizens staying in reserve, additionally develop documents in accordance with the annexes to the Instruction approved by the Resolution of the Interdepartmental Commission on Reservations No. 664c dated February 3, 2015.

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

Step 4. Prepare all the necessary documents: magazines, cards, lists. If possible, automate part of the paperwork using special programs for the formation of workflow.

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

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

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

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

It is important not to be limited solely paperwork, but to carry out full-fledged methodological training of personnel: explain the procedure for mobilization, hand over summonses, and 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 at the military registration and enlistment office, appoint a responsible employee. If records are maintained, an audit will not interfere: check the data and make sure that you report to the military registration and enlistment office on time, and all the necessary documents are stored in the personnel department or the military registration desk of the enterprise.

Every company has conscripts. The article will help to properly organize military records. Read the proposed material that will help the employer to establish military registration work.

In accordance with federal law"On Defense" dated May 31, 1996 No. 61-FZ (clause 6, clause 1, article 8) all organizations, regardless of their form of ownership, must keep military records. The process of military registration is regulated by Decree of the Government of the Russian Federation of November 27, 2006 No. 719 “On approval of the Regulations on military registration”.

It is necessary to report on the maintenance of military records to the military registration and enlistment offices at the location of the organization. This procedure follows from paragraphs 27, 30 and 32 of the Regulations, approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719.

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ORDER on the organization of military registration and reservation of citizens 2018 - 2019

Which of the employees should keep military records in the organization

The head of the organization is responsible for the state of military registration in the organization (clause 6, article 1 of the Law of March 28, 1998 No. 53-FZ, clause 9 of the Regulations approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719). He may appoint an officer responsible for military registration work. For this, an order is issued. The order must also indicate the employee who will replace the person responsible for military registration during his absence (for example, vacations or business trips). In the event of a temporary absence, the employee responsible for military registration must, according to the act, transfer documents to the second employee for keeping records. This is stated in paragraph 22 of the Methodological Recommendations approved by the General Staff of the Armed Forces of the Russian Federation.

Is it possible to assign the responsibility for maintaining military records to an accountant

Yes, you can. To do this, the obligation to maintain military records must be provided for in the employment contract or job description accountant (paragraph 2, letter of Rostrud dated October 31, 2007 No. 4412-6). If the duties of an employee do not provide for the maintenance of military records, then such work can be assigned to an accountant by issuing an internal combination or part-time job.

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Who is subject to military registration

According to paragraph 14 of Decree No. 719, employees subject to military registration include:

• conscripts;
• conscripts.

How to determine that an employee whom an organization hires is subject to military registration

The attitude to military duty can be determined by the passport of a citizen of the Russian Federation (clause 49 of resolution No. 719). When hiring a new employee, you need to check his passport. If a citizen is subject to military registration, then on the 13th page of the passport there will be a stamp "Conscript"(clause 11 of the Description of the passport form, approved by the Decree of the Government of the Russian Federation of July 8, 1997 No. 828).

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Which employees are not subject to military registration

According to paragraph 15 of the Regulations, approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719, employees are not subject to military registration:

• those released from military duty in accordance with Article 23 of the Law of March 28, 1998 No. 53-FZ (for example, those who were declared unfit or partially fit for military service for health reasons, who completed military service in another state, etc.);
• performing military service or alternative civilian service;
• women who do not have a military registration specialty;
• permanently residing outside of Russia;
• having military ranks of officers and staying in the reserve of the SVR of Russia and the FSB of Russia.

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Legislation on military registration at the enterprise

1. Labor Code of the Russian Federation ().
2. Federal Law No. 61-FZ of May 31, 1996 "On Defense" (clause 6, clause 1, article 8).
3. Decree of the Government of the Russian Federation of November 27, 2006 No. 719 "On approval of the Regulations on military registration" .
4. Guidelines for maintaining military records in organizations, approved. General Staff of the Armed Forces of the Russian Federation
5. Federal Law No. 53-FZ of March 28, 1998 "On military duty and military service".
6. "Rules for maintaining the Unified state register legal entities and providing the information contained therein", approved by Decree of the Government of the Russian Federation of June 19, 2002 No. 438 (p. 19).
7. Code of Administrative Offenses of the Russian Federation ().

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Military registration documents

Keep military registration on the basis of military registration documents. They must be presented by citizens when applying for a job. If such documents are not presented, the organization is obliged to request information about the status of the person itself (clause 28 of the regulation, approved by Government Decree No. 719 of November 27, 2006, part 1 of article 65 of the Labor Code, decision Supreme Court dated November 19, 2009 No. GKPI 09-1351).

Military records include:

• for conscripts - a certificate of a citizen subject to conscription for military service;
• for men liable for military service - a military ID, a military ID of a reserve officer, a temporary certificate or a temporary certificate of a reserve officer.

The forms of military registration documents are given in Appendix 9 to the Instruction approved by Order of the Ministry of Defense dated July 18, 2014 No. 495.

Download an example of filling out form No. 18 "Card of registration of an organization in the military registration and enlistment office" (.docx 17Kb)

Note: The form of registration card No. 18 and the deadlines for submission should be clarified at the military commissariat at the place of registration of the organization, since a single procedure is not fixed at the federal level.

The fact that women belong to the category of citizens liable for military service is confirmed by the stamp in the passport. This follows from paragraphs 28 and 49 of the regulation approved by Government Decree No. 719 dated November 27, 2006.

Is it possible to refuse to hire a person who has not presented documents of military registration

No. Citizens liable for military service or conscripts present military registration documents when applying for a job. If there are no documents, the organization itself is obliged to request information about the status of the employee for the purposes of military registration (part 1 of article 65 of the Labor Code, decision of the Supreme Court of November 19, 2009 No. GKPI 09-1351).

AT Labor Code there are no provisions prohibiting the employment of citizens without military registration documents. If you refuse to hire such an applicant, violate it labor rights(Art. 3 and 64 of the Labor Code).

About hiring an employee who did not present military registration documents, inform the military registration and enlistment office. If the organization fails to fulfill this obligation, this may lead to administrative liability (subparagraph “a”, paragraph 32 of the provision, approved by Government Decree No. 719 of November 27, 2006, part 3 of article 21.4 of the Code of Administrative Offenses).

Notification of the military registration and enlistment office, organization and maintenance of military records?

How to report draft dodgers to the military registration and enlistment office

From February 17, 2019, employers have new obligations provided for by Federal Law No. 8-FZ of February 6, 2019, which amended the law on military duty and military service. Now the heads (other responsible persons) of organizations must report to the military commissariats about employees who evade military registration, and also hand over referrals to the military registration and enlistment offices to the "evaders". In what form should such directions be drawn up? The answer to this question is contained in the letter of the Russian Ministry of Defense dated 01.03.19 No. 315/4/1023.

Under the new rules, employers must:

• send, within two weeks, information on cases of identification of citizens who are not registered with the military, but who are obliged to be on such a record;
• give these citizens referrals to the military registration and enlistment offices for military registration.

The form of referral to the military commissariat for military registration was approved by the joint order of the Ministry of Defense, the Ministry of Internal Affairs and the Federal Migration Service of September 10, 2007 No. 366/789/197 (.rtf 287 Kb) . There is also a form in which information about citizens who are not registered, but are obliged to be registered in the military.

Notice of the military registration and enlistment office

On the admission and dismissal of an employee who is subject to military registration, the employer is obliged to notify the military commissariat and (or) local authorities within two weeks (subparagraph “a”, paragraph 32 of the Regulation, approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719 ).

You can send information using the form given in Appendix 9 to the Guidelines approved by the Russian Ministry of Defense on July 11, 2017.

If such information is not provided, it will be imposed (part 3 of article 21.4 of the Code of Administrative Offenses of the Russian Federation).

Organization and maintenance of military records

Everything is described in great detail in the sources below.

• Source 1
• http://www.kadrovik....11687

The military registration and enlistment office can check the correctness of the organization of military registration

Military commissariats check the maintenance of military records in organizations. Such inspections are carried out once a year for organizations with more than 500 employees and at least once every three years for employers with fewer employees.

During the inspection, the military commissariats establish:

• complete coverage of citizens by military registration;
• the quality of military registration;
• the completeness and reliability of the data contained in the personal cards of people subject to military registration;
• organizing and ensuring the fulfillment by citizens of duties on military registration, the implementation officials organizations of the requirements of the legislation on military duty and military registration.

The military enlistment office communicates the results of checks to the heads of organizations and reflects them in the logs of checks on the implementation of military registration, which are conducted in military commissariats (local governments) and in organizations. The form of the journal was approved by order of the Russian Ministry of Defense dated July 18, 2014 No. 495.

If serious shortcomings are identified in the maintenance of military records by organizations, military commissars report this to the military commissariats of the constituent entities of the Russian Federation and a higher authority that has jurisdiction over the organization being inspected (if any). In addition, if certain violations in the field of military registration are revealed, the guilty employees of the organization may be held administratively liable under Articles 21.1–21.4 of the Code of Administrative Offenses of the Russian Federation.

Such rules are established by subparagraph 8 of paragraph 17 of the Regulations approved by Decree of the President of the Russian Federation of December 7, 2012 No. 1609, paragraphs 3–9 of Appendix 2 to the Instruction approved by order of the Russian Ministry of Defense of July 18, 2014 No. 495, and paragraph 1 of Article 26.1 of the Law dated December 26, 2008 No. 294-FZ.

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Do entrepreneurs need to keep military records of employees?

An entrepreneur is not required to keep military records (subparagraph 6, paragraph 1, article 8 of the Law of May 31, 1996 No. 61-FZ, paragraph 7 of Article 8 of the Law of March 28, 1998 No. 53-FZ).

At the same time, he, like other employers, must request military registration documents from persons entering work (part 1, part 3, article 11, part 4, article 20 of the Labor Code of the Russian Federation).

However, responsibility for not reporting the admission of employees without military documents is provided only for organizations (). Therefore, an entrepreneur can maintain military registration documents (for example, enter information about military registration on an employee’s personal card), but is not required to provide information about employees to the military registration and enlistment office. In addition, the entrepreneur does not have the right to refuse employment to an applicant who has not submitted the necessary documents on military registration.

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PENALTY for violation of the procedure for maintaining military records

Note: Clause 54 of the Regulation approved by Decree of the Government of the Russian Federation of November 27, 2006 No. 719

For failure to submit within the prescribed period to the military commissariat or to another body that carries out military registration, lists of employees subject to initial military registration, a fine in the amount of 300 to 1000 rubles is imposed. ().

For failure to notify an employee of a call on the agenda of the military commissariat, as well as failure to ensure the possibility of timely appearance on call, a fine in the amount of 500 to 1000 rubles is provided. (Article 21.2 of the Code of Administrative Offenses of the Russian Federation).

Untimely submission of information about changes in the composition of permanently residing citizens or citizens staying for more than three months in a place of temporary residence, who are or are required to be registered with the military, is punishable by a fine in the amount of 300 to 1000 rubles. (Article 21.3 of the Code of Administrative Offenses of the Russian Federation).

For failure to provide information about hired / dismissed employees who are or are required to be registered with the military, the organization will have to pay from 300 to 1000 rubles. (Article 21.4 of the Code of Administrative Offenses of the Russian Federation).

Employees may also be held liable for non-fulfillment of military registration duties. For example, the non-appearance of a citizen who is or is obliged to be registered with the military at the call (summon) of the military commissariat at the appointed time and place without good reason entails a warning or the imposition of an administrative fine in the amount of 100 to 500 rubles. (Article 21.5 of the Code of Administrative Offenses of the Russian Federation). The same punishment threatens those who did not report within the prescribed period to the military enlistment office or to another body that carries out military registration, at the place of residence about a change in marital status, education, place of work, position.

All violations in the field of military registration, for which administrative responsibility has been established, do not apply to ongoing ones. The term for bringing to responsibility for them does not exceed two months from the date of commission (part 1 of article 4.5 of the Code of Administrative Offenses of the Russian Federation).

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Each employer must keep military records in his organization. Responsible for this can be either the manager himself or any employee. In the article, we will consider in detail how to keep military records in an organization in 2018.

Who is required to keep military records

All companies without exception are required to keep military records. At the same time, this obligation does not depend on the form of ownership of the organization and the applicable form of taxation. 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 complicated procedure for businessmen. However, if you neglect your duty, the organization faces penalties.

Consider step by step the procedure for organizing military registration in a company:

1. Get registered. To begin with, the organization must have a military commissariat and register there. This can be done within up to 5 days from the moment the entry was made about the opening of a legal entity in the Unified State Register of Legal Entities. You need to contact the commissariat for the location of the company. If a legal entity changes its address, then it will be necessary 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 duties. There are no specially designed forms for such instructions; you can develop it yourself. It is important in the instruction to provide for the obligation to verify the authenticity of military documents of employees.
3. Designate a responsible person. There are no restrictions on who can be appointed responsible for military registration. It can be conducted by both the head and any employees, including part-time workers. In order to establish such an obligation for the selected employee, it will be necessary to conclude an additional agreement to employment contract(See also the article ⇒). At the same time, you need to understand that the assignment of new duties to an employee should entail an additional payment. The assignment of duties to the employee is issued by order of the head. The order form can be taken approved (Appendix 4 of the Methodological Recommendations approved by the Ministry of Defense of 07/11/2017). In the order, in addition to the appointment, it is necessary to designate an employee who will be responsible for the period of absence of the main employee responsible for military records.
4. Coordinate activities with the military registration and enlistment office. This is the final step in organizing accounting at the enterprise and it consists in agreeing on an action plan. The organization must draw up such a plan on its own. To do this, you can use a special form (Appendix 17 of the Methodological Recommendations of the General Staff of the Armed Forces of the Russian Federation dated July 11, 2017). The plan indicates the timing of the activities carried out by the military registration organization. Such activities may include a quarterly background check. After the events are carried out, a corresponding mark is put in the plan, and a responsible specialist signs opposite each event.

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

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

For organization personnel records in the company, novice personnel officers and accountants are well suited for the author's course of Olga Likina (accountant M.Video management) ⇓

Employees not subject to military registration

Military records are not kept for all employees. Consider workers who are not subject to military registration:

• Those who received exemption from military duty, for example, those employees who were found to be partially fit or not fit for military service, as well as those who served in another state;
• Performing military or alternative civilian service;
• Permanently residing outside the Russian Federation;
• Having the rank of officers who are in the reserve of the SVR of Russia or the FSB of Russia;
• Women who do not have a military specialty.

How many specialists keep military records

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

• The number of staff is up to 500 people - 1 employee must keep records, including this may be a part-time employee;
• From 500 to 2000 people - 1 staff member keeps records;
• From 2000 to 4000 people - 2 full-time employees keep records.

Military registration in the organization

Military registration is the following activities:

• Military registration of accepted employees;
• Registration of documents and their safety;
• Upon dismissal of employees, their deregistration.

The instruction of a military registration specialist contains the following duties:

• Authenticity control of military duty documents for each employee;
• Creation of a personal card for each employee containing military registration documents;
• Inform employees about mobilization activities for preparation, as well as responsibility for avoiding them;
• Inform the military registration and enlistment office about violations or inaccuracies in military documents.
• Drawing up reports on the conduct of military records for the military registration and enlistment office and local government. One of these reports may be a list of employees who are subject to military registration.

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

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

military records reporting

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

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

Each organization is also required to keep a military record check log. This magazine register, number the sheets, lace, seal and certify with the signature of the head.

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 dated July 11, 2017.

Military registration check

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

Deficiencies found during the inspection are recorded in the inspection report. This act can serve as the basis for the timely elimination of shortcomings so that the organization does not fall under administrative responsibility.

Responsibility of the organization for military registration

In case of ignorance or violation of military records, the organization can be held administratively liable. Organizations are penalized as follows:

• 500 - 1000 rubles - for the fact that the organization does not notify the employee about the call to the military commissariat on the agenda;
• 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

Military registration in the organization - a step-by-step instruction for 2017-2018 on its maintenance will be described in this article - should be maintained by each employer if citizens liable for military service work in his staff. This is a requirement of paragraph 7 of Art. 8 of Law No. 53-FZ of March 28, 1998 "On military duty and military service." Also from the article you will find out who is doing this and what categories of citizens are subject to registration.

The procedure for maintaining military records of citizens in organizations

The rules for organizing military registration are established by the Regulations on military registration, approved by Decree of the Government of the Russian Federation No. 719 dated November 27, 2006, and the Methodological recommendations for maintaining military registration in organizations (hereinafter referred to as the Methodological Recommendations), approved by the General Staff of the Armed Forces of the Russian Federation on April 11, 2008.

• men of military age (18-27 years old) not enrolled in the reserve;
• men in reserve;
• employees trained in military departments in educational institutions vocational education;
• persons released from conscription;
• men over 27 years of age who, due to a delay, did not complete their service;
• citizens discharged from the army;
• employees who served alternatively;
• women who have received military registration specialties.

The process of military registration is the collection and systematization of information on the performance of military duty by the above employees, as well as its updating. The purpose of this procedure is to ensure that the citizens of the Russian Federation fulfill their duty to the Motherland, as well as to meet the state's needs for military resources in case of hostilities.

Who keeps military records and reservations in the organization?

The obligation to organize accounting in an organization lies with its head, although, if necessary, he can delegate the direct execution of this duty to other employees by his order. The procedure for delegation is established by clause 12 of the Regulations on military registration:

• if less than 500 employees are registered, one person can perform these duties in combination;
• if the company employs from 500 to 2000 persons liable for military service, it is necessary to single out a specialist, imputing him to maintain military records as the main workload;
• if the number of persons liable for military service is 2000-4000 people, it is required to attract two full-time employees.

With a larger staff, the law allows for the delegation of accounting duties to a larger number of employees. In this case, it is necessary to allocate an employee for every 3,000 employees and create a military registration unit. Note: Candidates for employees applying for record keeping should be agreed in advance with the military commissariat in order to avoid problems.

Step-by-step instructions for maintaining military records in organizations

For the competent organization of the accounting process, the company's management must take several steps.

Step 1 - Edition order on the organization of military registration. With this document, the manager must appoint a responsible person and his deputy, who will perform accounting duties during rest or forced breaks in the work of the responsible person.

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Step 2 - preparation and coordination with the military commissariat of the work plan. A sample plan can be found in Annex 17 to the Guidelines. The document must contain information about the planned activities, the timing of their implementation and the name of the organization, as well as a note on agreement with the military registration and enlistment office.

Step 3 - development of a log of checks of accounting and booking of citizens. The company's management should be guided by the sample that is presented in the Guidelines. According to Appendix 1 to this regulatory legal act, the document must be drawn up in the form of a table with the following columns:

• "Date of verification";
• "Position and full name of the inspector";
• "Results, shortcomings and evaluation";
• "The decision of the head of the company based on the results of the audit and marks for the elimination of deficiencies."

Step 4 - a thorough check of documents from citizens in the process of employment in the company. Those liable for military service in the reserve must submit a military ID to the personnel department, and those who have not completed the service must submit a registration certificate. It is necessary to make sure that the data and photos in these documents correspond to the information in the passport.

Step 5 - filling out personal cards of employees. They must indicate:

• marital status information;
• education data;
• place of work;
• position;
• the address of the employee's place of residence.

Cards, as a rule, are stored in a special file cabinet. The filing system can be organized by departments or teams, and within them alphabetically.

Step 6 - explanation to citizens of their duties for accounting and military training, control over their performance by the employee.

Order on the organization of military registration (sample document)

A sample order is contained in Appendix 4 to the Guidelines. The document must contain the following information:

• name of company;
• date of issue of the order;
• Document Number;
• order on the organization of accounting;
• data of the person responsible for record keeping;
• data on the deputy employee responsible for accounting in the company in case of his temporary absence or incapacity for work;
• information about the control over the execution of the order.

The order is signed by the head of the organization and certified by the company seal. A copy of the document is sent to the military registration and enlistment office.

Corner of military registration in the organization (content, sample)

According to clause 39 of the Methodological Recommendations, the management of the organization is obliged to provide employees background information on registration, mobilization and preparation for it. The equipment of the military registration corner makes it possible to visually convey to employees necessary information on these issues.

In the legislation, the sample of the corner is not described. As a rule, it is issued in the form of a stand with illustrations and contains information defining:

• accounting tasks;
• duties of employees;
• liability for violation of accounting rules;
• a list of documents regulating military registration;
• rules for passing fees, etc.

Checking military records in organizations

Control over accounting in large organizations (with more than 500 employees) is carried out once a year. The inspection is carried out by representatives of the military registration and enlistment office or local authorities. If the number of employees in the company is less than 500 people, the verification can be expected once every 3 years.

Inspectors evaluate the reliability of the organization's documents related to record keeping: personal cards of employees, work plan for record keeping. The results of the check are recorded in a special journal.

As you can see, keeping records and keeping up-to-date information about conscription workers is an important function of organizations. With this system government bodies can effectively control the performance by working citizens of their military duty.

Legislative act	Content
Law No. 61-FZ of May 31, 1996	"On Defense"
Law No. 31-FZ of February 26, 1997	"On mobilization training and mobilization in the Russian Federation"
Law No. 53-FZ of March 28, 1998	"On military duty and military service"
Decree of the Government of the Russian Federation No. 719 dated November 27, 2006	"Regulations on military registration"
Chapter 21 of the Code of Administrative Offenses of the Russian Federation	"Administrative offenses in the field of military registration"
Recommendations approved by the General Staff of the RF Armed Forces dated July 11, 2017