Journal of receiving military tickets from those liable for military service. How to write it

The staff of almost any organization includes employees liable for military service - both conscripts and those transferred to the reserve. Federal law states that the employer is required to maintain military records of employees. The registration procedure is regulated by Decree of the Government of the Russian Federation No. 719. To comply with it, a military registration audit log is required that is drawn up and filled out according to strictly defined standards.

How to keep military records in an organization and correctly fill out the corresponding journal? Step-by-step instructions are contained in this article.

Why is it necessary to keep a log of military registration checks?

Failure to comply with it is punishable by fines, and if intentional concealment of data is proven, criminal liability is provided. That is why the military registration check log must be filled out in a timely manner and without violations.

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Deadlines for sending log data to the military registration and enlistment office

Reconciliation of military registration data in the organization, including those contained in the audit log, with the data of the military commissariat is carried out annually. Before November 1, a list of male employees who have reached conscription age is submitted to the military registration and enlistment office.

Information on the hiring and dismissal of employees liable for military service must be provided to the commissariat within two weeks.

Administrative liability for violations of the military registration procedure

The head of the company is subject to liability provided for by the administrative legislation of the Russian Federation in the following cases:

• if the military registration and enlistment office is not provided with the necessary information about employees subject to military registration in a timely manner;
• if information about any change in the data required by the military registration and enlistment office about the employee liable for military service is not submitted in a timely manner;
• if the employee is not given the opportunity to arrive at the military registration and enlistment office on time when summoned.

Military registration in an organization - step-by-step instructions, what documents are needed?

Military registration data is checked annually (for teams with more than five hundred employees) and every three years (for small businesses). Particular attention is paid to how well the military registration check log is filled out.

You can find out how to correctly fill out the log of incoming documents and download a sample of it using this link.

Internal audit

If inconsistencies are detected with the procedure prescribed by law for maintaining a journal for checking military records, a report is drawn up and measures are taken to eliminate the violations.

Sample of filling out the military registration check log.

You can read how to correctly fill out the electrical tool inspection and testing log and why this document is needed in this article.

Journal design requirements

Any entry in the military registration check log is made in blue, purple or black ink. There should be no blots or abbreviations that are not commonly used.

Each error is crossed out with one line, accompanied by the inscription “corrected” and the dated signature of the person who corrected it.

Military registration check log: sample and filling procedure

To correctly fill out the journal, use the established template. The title page of the military registration audit log should include:

• full name of the document;
• start and end dates and completion of the journal;
• shelf life;
• name of the military commissariat;
• Company name;
• legal address;
• digits of the state registration record number, and for individual entrepreneurs - the taxpayer identification number and the register entry number with the date of entry into the register;
• last name, first name, patronymic and position of the HR employee responsible for filling out the document;
• surname of the head of the company;
• signature with seal.

The following pages must contain:

• date of audit;
• names, surnames and positions of inspectors;
• records with the results and conclusions of the inspection;
• decisions of the organization’s management based on the results of the audit;
• records of corrected deficiencies;
• seal number (if the journal is sealed).

Military registration check log - a sample form to fill out you can download here.

The first three columns are filled out by inspectors, the last section is filled out by the head of the company.

Details of the scan results include:

• start and end dates of the audit;
• total inspection time;
• supervisory authorities
• date and number of the audit order;
• type of audit;
• date and number of the report submitted based on the results of the inspection;
• transfer date;
• violations detected (indicating the relevant legal acts and the perpetrators);
• decisions taken to eliminate identified deficiencies;
• last names, first names, patronymics and positions of the experts involved in the inspection;
• signatures of audit participants.

How to properly maintain a log of outgoing documents at an enterprise - read here.

How to keep military records in an organization? Step-by-step instructions are contained in the following video tutorial:

Organization of military registration in an organization - step-by-step instructions for 2020: Step 1. Study of the regulatory framework. Step 2. Appointment of a responsible person. Step 3. Work with the local commissariat and a certain circle of workers. Step 4. Maintain necessary documentation and regular reporting.

Appendix No. 14. RECEIPT

Format 145 x 210 mm

Appendix No. 15
to the Methodological Recommendations (clause 33)

Regulatory framework

Absolutely all employers have the obligation to organize military registration, and its purpose is to meet the needs of the state and help manage available resources during hostilities (in wartime). But first of all, you need to study the documents that regulate the procedure for maintaining military records in the organization in 2020.

Currently, military registration in the organization is carried out on the basis of the following legal acts:

• Federal Law of May 31, 1996 No. 61-FZ “On Defense”;
• Federal Law of February 26, 1997 No. 31-FZ “On mobilization preparation and mobilization in the Russian Federation”;
• Federal Law of March 28, 1998 No. 53-FZ “On Military Duty and Military Service”;
• Decree of the President of the Russian Federation of August 14, 1992 No. 890 “On the organization of work on the reservation of citizens of the Russian Federation who are in the reserve of the Armed Forces of the Russian Federation, federal executive bodies that have reserves, and who work in government bodies, local governments and organizations”;
• Decree of the Government of the Russian Federation of November 27, 2006 No. 719 “On approval of the Regulations on military registration”;
• Decree of the Government of the Russian Federation dated March 17, 2010 No. 156 “On approval of the Rules for the reservation of citizens of the Russian Federation who are in the reserve of the Armed Forces of the Russian Federation, federal executive bodies with reserves, and working in government bodies, local governments and organizations”;
• Instructions for the reservation of citizens of the Russian Federation who are in reserve of the Armed Forces of the Russian Federation, federal executive bodies with reserves, and working in state authorities, local governments and organizations, for the period of mobilization and for wartime dated 02/03/2015 No. 664c;
• Instructions of the General Staff of the Armed Forces of the Russian Federation on maintaining military records in organizations;
• Methodological recommendations of the General Staff of the Armed Forces of the Russian Federation on maintaining military records in organizations, approved. 07/11/2017.

Officials regularly update the regulatory framework, adding new responsibilities to employers. Thus, from October 19, 2019, Government Resolution No. 1302 of October 9, 2019 came into effect, amending the wording of the Regulations on Military Registration (Government Resolution No. 719 of November 27, 2006). The amendments stipulate that employers are required to use certificates issued instead of military IDs in their work. Organizations had such an obligation before, but there was no mention of the certificate itself in the Regulations on Military Registration. In addition, employers were obliged to check the personal electronic cards of military personnel from citizens applying for work, if the data on their issuance is indicated in the accounting documents.

Organization of military registration in the organization. Step-by-step instruction

Step 1. Appointment of the person responsible for accounting

Maintaining military records in an organization must begin with the issuance of an order and the appointment of a responsible person and persons who will carry out records during the absence of the main responsible person. This work is mainly carried out by personnel department employees, and in small companies - by a manager or even an accountant.

Example of an order

Based on Government Decree No. 719 dated November 27, 2006, those responsible for accounting are appointed based on the following standards:

• 1 employee performing part-time duties - if there are less than 500 citizens registered with the military;
• 1 exempt employee - if 500-2000 citizens are registered;
• 2 exempt employees (military registration table) - if there are from 2000 to 4000 citizens registered with the military;
• 1 exempt employee for every subsequent 3,000 citizens registered.

A copy of the order on those responsible for registering those liable for military service must be submitted to the local military commissariat (MC). VK must be notified of subsequent changes.

A personnel service employee or other person must include in the employment contract and job description the corresponding responsibilities for maintaining military records.

Step 2. Decide who to work with

All citizens of the Russian Federation are required to be registered with the military (Clause 1, Article 8 of the Federal Law of March 28, 1998 No. 53-FZ). Exceptions are persons:

• those undergoing military service;
• those serving a sentence of imprisonment;
• females who do not have a military specialty;
• permanently residing outside the Russian Federation.

In accordance with Government Decree No. 719, Methodological recommendations for maintaining military records at enterprises, approved by the General Staff of the Armed Forces of the Russian Federation on July 11, 2018, it is necessary to take into account:

• men of military age (18-27 years old) not enrolled in the reserves;
• male representatives in reserve;
• employees who studied at military departments in vocational educational institutions;
• persons exempt from conscription;
• men over 27 years of age who did not complete service due to deferment;
• citizens discharged from the army;
• workers who served alternatively;
• women who received military specialties.

If it turns out that the employee is not registered with the military, although he should, the employer will have to notify the military commissariat about such a citizen within two weeks. A new obligation appeared for companies on February 17, 2019, when Federal Law No. 8-FZ dated February 6, 2019 came into force. Another duty is to give the employee a referral to the military registration and enlistment office for military registration. The form of this document was approved by joint Order of the Minister of Defense of the Russian Federation, the Ministry of Internal Affairs of the Russian Federation, and the Federal Migration Service of Russia dated September 10, 2007 No. 366/789/197. The direction looks like this:

Reverse side

Please note that the employer is required to maintain military records, including for external part-time workers. All rules apply to them.

If the organization carries out reservations for citizens who are in the reserve, then, in addition to general military registration, special registration is also carried out. For this purpose, documents are additionally developed and maintained in accordance with the appendices to Instruction No. 664c dated 02/03/2015.

Step 3: Contact your local commissioner

If military registration at the enterprise has not been kept before or the company has been created recently, first you need to arrange a meeting at the local military commissariat. VK employees are ready to provide introductory training on the topic of military registration, issue methodological instructions and necessary forms, and advise the responsible employee on complex or controversial issues in this matter.

Military registration and reservation in an organization that is a branch is maintained at its location. If this is not possible and if necessary, the data is transmitted by mail from the head office.

The procedure for drawing up a receipt for receiving a military ID, conscript ID

The form for receipt of military registration documents from citizens is contained in the Methodological Recommendations of the General Staff of the RF Armed Forces (Appendix No. 14).

The document consists of two parts: the receipt itself and the tear-off spine.

The receipt must indicate information about the citizen who is in the reserve, information about him on his military ID, the purpose of its adoption, validity period, as well as information about the person who accepted the military ID.

A receipt for receipt of a military ID is issued to a citizen who is in the reserves for the period of time during which the employee responsible for military registration work has time to verify and/or make changes to the military registration documents.

And after the document on military registration is returned to the citizen, the receipt remains with the employee, and the counterfoil is transferred for safekeeping to the employee responsible for carrying out military registration.

On the spine of the receipt, the citizen must sign and put the date of receipt of the document (military ID, conscript ID).

Document flow for military accounting work

The company where the accounting is carried out provides in VK:

• information about hired or dismissed citizens who are or are required to be registered with the military (within two weeks);
• lists of men who will turn 17 next year (every year - before November 1), and annually in September - lists of young people 15 and 16 years old.

The main military registration documents, on the basis of which section II of the personal card of form No. T-2 is filled out, are:

• for citizens in the reserve - a military ID (temporary certificate issued instead of a military ID, a certificate instead of a military ID);
• for citizens subject to conscription for military service - a certificate of a citizen subject to conscription for military service.

The employing company is required to create and maintain the following accounting documents:

• order on the organization of military registration and reservation of citizens in reserve;
• work plan for maintaining military records and booking citizens in reserve;
• a file cabinet of personal cards of forms No. T-2 and No. T-2 GS for citizens in the reserve and citizens subject to conscription for military service. Form T-2 for these purposes is planned to be canceled soon or transferred to electronic format, keep an eye out for amendments to the legislation;
• a log of checks on the state of military registration and reservation of citizens in the reserve;
• receipts for receipt of military registration documents and counterfoils from them;
• organization registration card (KUO form No. 18);
• 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 enterprises.

In addition, the employer is obliged to conduct explanatory work with employees subject to registration. In accordance with paragraph 27 of the Methodological Recommendations, employees must be provided, among other things, with background information on mobilization and preparation for it.

Modern software products allow you to automate part of the VUR, generate and print various documents on military registration.

How to write it

Since the receipt for the receipt of documents, which is issued by the responsible officer who resolves issues of military registration of citizens, establishes the highest degree of responsibility, its text cannot be arbitrary. The methodological recommendations prescribing the functionality of the VUS and the methods of maintaining the VU state that the receipt must be drawn up in the prescribed form. An example of this is given in Appendix 14. Employers can download the forms and keep them for when needed.

The form consists of two sheets - the actual receipt and its spine. The receipt has a number, therefore, is recorded in the accounting journal. It contains all the information about the citizen who transferred the military ID. The purposes for transferring documents are indicated in the corresponding line. The expiration date of this receipt must be set. All fields must be completed. They do not require additional description, since the information is entered explicitly.

• Last name, first name and patronymic of the citizen.
• His military rank is assigned in accordance with the entry in the military ID.
• Military specialty in the form of a code.
• Details of the submitted document and its name.
• Purpose of the transfer.

The detached spine, which is the second part of the drawn up agreement, seems to prove the fact that the citizen received a receipt for accepting a military ID. Information must be entered in the form in which the sample form contains it. This sample should be on every accounting desk.

The verified information is recorded by the signature of those who received the relevant documents. The process itself looks sequential. The citizen gives the military ID to the military service employee and receives a receipt. After carrying out the necessary procedures, the military ID is returned to the owner, which the latter must endorse with his signature on the counterfoil. The spine itself is filed in a special folder and stored in the department.

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Practical part

When applying for a job, in accordance with Article 65 of the Labor Code, the applicant is required to present a military ID, temporary certificate or certificate in exchange for it. In practice, candidates sometimes evade this obligation, citing the fact that the military ID is in the military registration and enlistment office, lost, forms are missing, etc. In this case, the employer has the right to refuse to conclude an employment contract with the applicant, at least until all documents are provided . The employer can meet halfway and take a written receipt from the future employee, which indicates the deadline for submitting the document.

Another option is to independently contact the military registration and enlistment office at the place of registration of the employee with a request about his status or with information about the absence of the appropriate documents and marks on the already accepted employee.

In any case, the absence of a military ID must be recorded in writing in order to protect the company from administrative liability for violating the requirements of the law on registration of military personnel.

When concluding an employment contract, the employer is obliged to check the presence of a mark of registration in the military registration and enlistment office at the place of residence in the passport, a valid military ID or registration certificate. Nonresident workers are required to report to the military registration and enlistment office within 2 weeks from the date of receipt of temporary registration. If temporary registration is for a period of more than three months, then attendance at the military registration and enlistment office is mandatory.

Why do you need a receipt?

When registering an employee in the VUS department, an authorized employee may request one of the personal documents. The employee does not have the right to refuse to provide the required documents, since otherwise he will simply not be accepted. The transfer of documents in the presence of a citizen should not be recorded in any way, since they are returned back after the necessary data has been verified.

In some cases, a military service employee is obliged to collect all military tickets and transfer them to the military registration and enlistment office, then the law provides for the preparation of a receipt. Many people cannot understand why it is needed.

A military ID has the same degree of importance as a passport. Naturally, its loss is punishable by a fine and causes unnecessary trouble in obtaining a new one. In addition, the data must be confidential, that is, it must not be disclosed. By drawing up a receipt for receipt, the employee assumes full responsibility for the safety of the document.

Reservation of citizens in reserve (GPZ)

Step-by-step instructions for maintaining military records in organizations also include such a separate area as booking citizens in the reserves. Its goal is to provide personnel and labor resources during the period of mobilization and in wartime. Reservation consists of providing citizens in the reserve (managers, specialists, highly qualified personnel) with a deferment from conscription for military service in wartime.

Reserved citizens who are in the reserve are subject to registration, but they are exempt from conscription for military service upon mobilization and subsequent conscription in wartime for the duration of the deferment granted, and from conscription for military training.

Regulatory and methodological support and control over this is carried out by the Interdepartmental Commission of the Armed Forces of the Russian Federation, federal executive bodies that have reserves and work in government bodies, local governments and private companies.

To reserve citizens in reserve, the employer is sent approved lists of positions and professions (extracts from the lists) and extracts from regulatory documents.

Relevant decisions are made at meetings of the mobilization commission in the special events department (in the administration of the municipality) with the direct participation of a representative of the VC department. Subsequently, this decision is communicated to the enterprise by handing it over to an authorized person of the employer against signature.

Form No. 4 (certificate of deferment) with a power of attorney from the enterprise is issued at the local VC. Workers are booked according to a special list, which specifies the requirements for the GPP - profession, age, rank. After selecting qualified personnel in the company's staff, you must fill out a form.

What must be in the document

In the version proposed by the General Staff manual, the receipt consists of two parts - the receipt itself and the counterfoil. The receipt is given to the employee, and the counterfoil remains with the person responsible for military registration. The same data is entered on the receipt and the counterfoil, including the purpose for which the document was accepted.

The only difference is that there is a place on the counterfoil for the employee to sign that he has received his document back.

You can make a receipt yourself and it can consist of one part, but then it is advisable to draw it up in two copies and make notes on the copy of the person responsible for military registration about the return of the documents.

Most of the information in the receipt from the manual is the employee’s personal data. Questions may arise only in two sections: “Military rank” and “Full code name”. This data is taken from the military ID (for citizens in the reserve) or registration certificate (for men of military age before receiving a military ID).

If there is no information about this in the documents submitted by the employee, “not filled out” is indicated in these columns.

RECEIPT SPOOK No. __10____

at the reception Citizen's ID, _

subject to conscription for military service ___

1. _Mikhailov Mikhail_Maksimovich____

2. Year of birth_1987________________

3. Military rank __ is not filled in ___

4. No. VUS _ is not filled in ____________

5. For what purpose was the military registration document series ___ AA _ No. 15487

Signature _ Sergeeva _ Sergeeva, chief

HR department____________

who accepted the military document

Receipt from a citizen for receiving a military registration document Mikhailov

"_ 28 " _ May ____________ 20 12

RECEIPT No. __10__

Date _28.05.12

Mikhailov Mikhail Maksimovich______

_____________1987____ the year of birth

Military rank __ is not filled in ___, VUS number _ is not filled in ____ in that it belongs to him (her)_____________

(name of military document

Certificate of a citizen subject to conscription for military service

series _ AA __________ No. ____ 15487 _____

accepted for ___ reconciliation with personal card data_____ ___________________

(specify for which

_head of personnel department____________

purpose and name of the body or

official who accepted

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military registration document)

The receipt is valid until

"_ 28 _" _ May __________ 20 12

Signature of Sergeev Sergeeva, chief __

(last name and position

HR department______________________

who accepted the military registration document)

"__ 28 " _ May _________20 12

Reporting for employers

Companies provide accounting reports:

• to federal government agencies or head office;
• to the city commission for the reservation of citizens in reserve;
• to the department of the military commissariat at the location (legal address) of the company.

Annual reporting documents on the status of work on booking the gas processing plant are:

• a report on the number of working and selected citizens in the reserve, compiled according to Form No. 6;
• report (explanatory note) on the state of work in this area for the reporting period;
• registration card (form No. 18).

Reports are compiled as of December 31 of the reporting year and must contain complete and reliable information.

Enterprises that do not make reservations provide Form No. 18 as a report.

Monitoring the implementation of legislation

In large companies (more than 500 employees), inspections are carried out once a year. Inspections for small enterprises (less than 500 people) are carried out once every 3 years. The regularity of inspections largely depends on the activity of the local VC, so it is safer to fill out all the necessary accounting documents in a timely manner and carry out planned activities.

Inspections are carried out by representatives of the military registration and enlistment office or local government bodies. They must evaluate the military registration work of a legal entity for compliance with the requirements of Russian legislation. In addition, they control the accuracy and completeness of the documents provided (after gaining access to employees’ personal cards and work plans). The results of the inspection are reflected in a special journal in the form of an assessment.

Refusal to comply with the requirements of the law may result in liability under the Code of Administrative Offenses. In accordance with Article 21.1 of the Code of Administrative Offenses of the Russian Federation, failure by the manager or other official of the employer and the official of the local government body responsible for the military registration of military authorities, within the prescribed period, to provide lists of citizens subject to initial military registration, entails the imposition of an administrative fine in the amount of 300 to 1000 rubles .

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, approved by Government Decree of November 27, 2006 No. 719). Let us present step-by-step instructions for military registration in an organization in 2020. Let us recall that for maintaining military registration in an organization, the Methodological Recommendations, relevant for 2020, were approved by the General Staff of the Armed Forces of the Russian Federation on July 11, 2017.

Checks from the military registration and enlistment office

Military registration is checked once a year (if the team exceeds 500 employees) or once every 3 years (for small enterprises). If a company does not maintain relations with the military registration and enlistment office, it will be checked out of turn .

What exactly needs to be prepared for the inspectors ? This:

1. Order on the organization of registration of those liable for military service (composition and responsibilities of employees responsible for maintaining records, work plan for the year and its coordination with the commissariat).
2. Card file of personal cards of those liable for military service.
3. Instructions for special office work .
4. Accounting Status Check Log .

Particular attention is paid to correctly filling out the journal.

All entries must be made in ballpoint pen with blue or black ink.

Fill out the papers in clear and legible handwriting, without erasures or unauthorized abbreviations (Appendix No. 7 to the Methodological Recommendations).

Errors made manually correct the incorrect fragment by crossing out one line. In this case, the corrected text should be clearly visible. There should also be the inscription “Corrected”, the signatures of the participants in the procedure and the date the document was corrected.