From March 1, new forms of military registration documents are in effect.

Organization of military registration and its purpose

Military registration is a system of techniques and methods that ensures the registration of all persons of military age in a single database, the reflection in it of basic information about each such person, as well as the subsequent updating of this information. The military registration system allows the competent authorities to monitor how timely each person liable for military service fulfills his military duty, and to track cases of illegal evasion.

The main regulatory acts that regulate the process of military registration are the Law “On Military Duty and Military Service” dated March 28, 1998 No. 53-FZ and the regulations on military registration approved by Decree of the Government of the Russian Federation dated November 27, 2006 No. 719.

What exactly is military registration for, what is its purpose? The answer to this question can be found in regulation No. 719, in paragraph 2 of which the purpose of military registration is formulated approximately as follows:

• during periods when the situation in the country is calm, the main task of military registration is to ensure that each conscript fulfills his military duty, that is, to promptly monitor the army’s staffing level and prevent illegal evasion from service;
• if a military conflict occurs or a real threat to the country’s security arises, then, using the military registration mechanism, the authorized bodies must promptly mobilize those liable for military service, as well as ensure the need of government agencies for labor resources.

IMPORTANT! The need for labor resources is ensured by attaching citizens liable for military service who are in the reserves to certain government agencies, so that during mobilization they are not sent to the place of hostilities, but perform certain labor functions in such government structures.

In order for military registration to serve its purpose, as stated above, the state must have up-to-date information about each conscript. For this purpose, special responsible bodies (military commissariats) are obliged to ensure that all potential conscripts (men aged 18–27 years) and those liable for military service (reservists; persons who have a deferment until they reach the age of 27; women who have received military specialties, as well as some other persons listed in clause 14 of regulation No. 719).

To do this, the legislator obliged all males in the year in which they turn 17 years old to appear on a summons at the military registration and enlistment office and undergo the initial military registration procedure, during which a special commission will determine whether the conscript is fit for military service and to what extent ( without restrictions or limited suitability).

ATTENTION! The initial military registration is carried out from January 1 to March 31 of the year in which the conscript turns 17 years old (Clause 1, Article 9 of Law No. 53-FZ). This means that even conscripts who have not yet actually reached the age of 17 must appear at the military registration and enlistment office within the specified time frame if they have received a summons.

For more information about the initial military registration, see the article “Initial military registration of citizens”

Both large departments (Ministry of Defense, Ministry of Internal Affairs, Foreign Intelligence Service, FSB) and authorities of constituent entities of the Russian Federation and local governments, as well as organizations (clause 5 of Regulation No. 719) are responsible for the functioning of the military registration mechanism.

But who exactly carries out military registration for each person liable for military service? As mentioned above, these are military commissariats (or, if they are not in a certain territory, local government bodies). But not only. If a potential conscript works in any organization, then it is she who must maintain military records for him.

Step-by-step instructions for maintaining military records in an organization were prepared by ConsultantPlus experts. Get a free trial and proceed to the HR Guide.

What does military registration mean in an organization and why is it needed, we will explain further.

Sample functional responsibilities of the person responsible for military registration work

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.

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 organization as of December 31 of the previous year (clause

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) .

The inspector for registration and reservation of military personnel belongs to the category of specialists, is hired and dismissed from work by order of ______________________. All these tasks are aimed at ensuring the main goal - ensuring that citizens of the state fulfill their military duties.

We invite you to read: Statement of claim for recognition of incompetence

During the absence of the inspector for registration and reservation of military personnel, his duties are performed in the prescribed manner by an appointed deputy, who bears full responsibility for their proper execution.

The person responsible for maintaining military records is appointed to a position and dismissed from office in accordance with the current labor legislation, the Instructions for maintaining military records in an organization, by order of the general director in agreement with the military commissariat. 1.3.

Monitor the state of military registration in organizations, keep records of the limit on confiscation of vehicles in government organizations for the period of mobilization.

Now the reader is familiar with the full range of functional work responsibilities of the employee responsible for military records in the organization. Like everyone else, he has a certain set of rights and a share of responsibility for actions and decisions in the workplace.

The procedure for registration, maintenance and storage of personal cards of employees of the organization, military registration documents for employees, military registration documentation.

The military commissariat of a constituent entity of the Russian Federation, in agreement with the executive authority of the constituent entity of the Russian Federation, may establish other information provided in this message.

A person with a higher professional education and work experience in the personnel service of at least 2 years is appointed to the position of Responsible for the work of maintaining military records. A person with a secondary specialized education is appointed to the position of Inspector for the registration and reservation of military personnel without presenting requirements for work experience.

The person responsible for maintaining military records is obliged to: develop a work plan for the implementation of military registration and reservation of citizens in the reserve, and coordinate it with the military commissariat;

draw up reports in a timely manner in the established form, providing for the reflection of information about the composition of the reserve (military ranks) and the age (ranks) of citizens working in the organization who are in the reserve;

provide other additional information established by the military commissariat in agreement with the executive authority of the constituent entity of the Russian Federation. 2.8. This job description defines the functional duties, rights and responsibilities of the Person Responsible for maintaining military records.

Fill out section II “Information on military registration” of the employee’s personal card (Form No. T-2) or the personal card of a civil servant (Form No. T-2 GS)” in accordance with the rules set out in Appendix No. 3.

For violations provided for in the above articles, enterprises are subject to a fine in the amount of 1 to 3 non-taxable minimum income of citizens (hereinafter referred to as NMID) (that is, from 17 to 51 UAH), and for repeated commission of such an offense within a year - from 3 to 7 NMDG (from 51 to 119 UAH).

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Maintaining military records and reservations in an organization: general information

First of all, it is worth noting that military records should be kept not only for conscripts, but also for all those liable for military service who work/train in the organization. Law No. 53-FZ (clause 1, article 52) includes all persons in reserve as such:

• those who were discharged from the army into the reserve;
• persons who have a deferment or for some other reason did not have time to serve up to 27 years (including those exempted from service due to successful completion of the military department at the university);
• persons who served alternatively in civilian life;
• women with military specialties.

ATTENTION! If the company employs persons exempt from military service by law, or women who do not have a military specialty, then the employer does not need to keep military records for them.

For more information about who should keep military records in a company, see the article “What applies to mandatory personnel documentation?”

The procedure and basic rules that companies must follow in this context are established in the Methodological Recommendations for maintaining military records in organizations approved by the General Staff of the RF Armed Forces on July 11, 2017.

So, in relation to the above persons, companies must carry out military registration. To do this, they, just like military registration and enlistment offices, collect, systematize and keep up to date information about the performance of military duty by employees liable for military service. In addition, an important goal of military registration in an organization is a correct analysis of how much the company will be provided with labor resources if a military conflict suddenly arises and the mobilization of the military-liable part of the population is announced.

Military registration in a company must be carried out by as many specialists as required by the norms of clause 12 of Regulation No. 719. So, for example, if the company employs less than 1,500 citizens liable for military service, then the registration is carried out by one specialist, and then part-time.

IMPORTANT! Moreover, if in a company two or more specialists must keep records of employees liable for military service, then the company should create a separate structural unit - a military registration desk (clause 13 of Regulation No. 719).

In order to document the maintenance of military registration in the company, an order should be issued on the organization of military registration, in which, signed by the manager, it is indicated which of the employees will carry out military registration.

ATTENTION! Candidates of specialists who will carry out military registration must be agreed upon with the military registration and enlistment office, which has jurisdiction over the territory where the company is located. In addition, companies must send there copies of orders on the appointment/dismissal of specialists from the position of maintaining military records (clause 22 of the Methodological Recommendations).

Sample functional responsibilities of the person responsible for military registration 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 - until November 1), as well as 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);
• 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 reserves and citizens subject to conscription for military service;
• 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. According to paragraph 27 of the Methodological Recommendations, employees must be provided, among other things, with background information on mobilization and preparation for it.

We invite you to familiarize yourself with: Deadline for registering a foreigner for migration

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

Instructions for maintaining military records in organizations

A specific list of functions assigned to employees involved in the registration of military personnel in the company must be enshrined in special instructions for maintaining military records.

Such instructions outline the requirements for an employee involved in recording military personnel: what legal norms he should know and what he should be guided by in his work. In addition, this document defines the main job responsibilities and rights of the employee who carries out military registration in the company, and also prescribes provisions regarding the measures of responsibility of such a specialist for violations that he may commit while maintaining records.

Responsibilities

Work carried out on military registration in companies is subject to inspection. The Code of Administrative Offenses provides for administrative penalties for violations of registration activities for VU and the regulatory duties of a competent employee.

The applied sanctions are collected in the table:

The degree of fulfillment of assigned duties is checked by management. Why is an internal audit prescribed? Activities are reviewed in accordance with standards, and any flaws found are recorded. The person in charge eliminates the violations found, which allows the administration to avoid being fined.

According to the duties, the authorized person is obliged to make any changes regarding the employee’s data. There is a personal card for this. The district military registration and enlistment office is also informed about the changes.

Standard changes subject to adjustment:

• data on marital status;
• completed advanced training;
• passing courses where military specialty was obtained;
• changes in the fixed residential address.

An authorized employee is obliged to provide information to the government agency about citizens who are not registered, but, in his assessment, should be registered. Analyze the enterprise's supply of reservists.

The responsibility of the responsible person is simple. The main thing is the instructions for keeping records. In your work you need to follow the instructions, be careful with documentation and strictly adhere to reporting deadlines.

Methodological recommendations for maintaining military records in 2020

To correctly maintain military records, the company must draw up a plan for the relevant work for the year (which must also be agreed upon with the military registration and enlistment office). In such a plan, all deadlines for employee accounting activities should be indicated.

Military registration of citizens in organizations is carried out according to documents, the list, forms, storage and filling procedures of which are established by the Ministry of Defense of the Russian Federation (clause 27 of Regulation No. 719). And it is conducted on the basis of the following documents (clause 25 of the Methodological Recommendations):

• registration certificate - for conscripts who have not yet served;
• military ID - for persons liable for military service in reserve.

Therefore, when hiring in 2020, the specialist responsible for accounting must check whether all the specified documents are in order: whether there are any inaccuracies, fake records, torn sheets, whether all the necessary marks are in place. And if not, inform the military registration and enlistment office.

So, during the year, a special employee in the organization must monitor the completeness and relevance of information about employees subject to military registration. For these purposes, such an employee creates a personal card for each employee liable for military service, which reflects all the information about him: marital status, position held in the organization, level of education, place of residence, etc. (clause 28 of the Methodological Recommendations).

For information on the form with which the employer carries out military registration of employees, see the article “Unified Form No. T-2 - form and sample of completion.”

If any employee receives a summons from the military registration and enlistment office, the company's military registration desk must notify him about this, and also ensure that he appears at the military registration and enlistment office in a timely manner. If a woman with a military specialty gets a job, the company must send her to the military registration and enlistment office for initial registration.

In addition, the company should explain to its employees exactly how they must fulfill their military duty in the event of mobilization, as well as what responsibility will arise if they do not do so.

An important function of specialists conducting military records in an organization is the reservation of workers, i.e., assigning the necessary specialists to the organization for the duration of a military conflict.

ATTENTION! As a rule, the booking tool is available only for strategically important enterprises, i.e. those carrying out military or government contracts, directly affecting the livelihoods of the population, etc. You can find out whether a company can book employees in the event of martial law being introduced at the military registration and enlistment office.

The company's military registration desk reports to the military registration and enlistment office. Therefore, the organization must send all information regarding:

• hiring (dismissal) of military personnel;
• changes in current information about such employees.

In addition, the company is required to annually notify the military registration and enlistment office of the number and composition of employees aged 15 and 16 years, as well as those who have just reached the age when initial military registration must be carried out.

An inspector from the State Labor Inspectorate in the Nizhny Novgorod region explained what kind of reporting organizations are required to submit to the military registration and enlistment office. V. I. Neklyudova. Get trial access to ConsultantPlus and get acquainted with the official’s point of view for free.

At least once a year, the information from the organization’s military registration desk should be verified with the information available at the military registration and enlistment office. For these purposes, the company must maintain a special audit log.

Step-by-step instructions on how to fill out

Data provided to the district military registration and enlistment office must be accurate at the time of presentation. Persons appointed by order are responsible for their accuracy; as a rule, this is the direct head of the company and (or) the personnel officer. Punishment can be expressed in the form of a fine, so it is better to familiarize yourself with the rules for filling out the form.

Step-by-step instructions are compiled in the table:

To correctly count the persons who should be reflected in F19, you need to know the following information:

• Employees subject to military registration include conscripts and persons liable for military service.
• Membership of military service can be determined by a civil document that certifies the identity of a citizen of the Russian Federation. In any case, this document is required to be presented upon employment. On the 13th page of this document there must be a stamp indicating that the citizen has military service.
• On the basis of Government Resolution No. 719, workers who are exempt from the army are not included in the military registration, as they have the grounds enshrined in Art. 23 No. 53-FZ. As an example, employees with serious illnesses, women without a specialty, etc.

Filling out Form 19 at the military registration and enlistment office will not be difficult if you study the recommendations of the manuals on military registration and familiarize yourself with the rules for filling out the relevant forms.

Issues related to reporting can also be resolved directly with employees of the district military registration and enlistment office. Competent employees, as a rule, help the responsible persons of the enterprise in drawing up reports and filling out forms, but it is better to study the sample before filling it out. To avoid mistakes and inaccuracies, it is better to first study the rules and requirements of the military registration and enlistment office.

Maintaining military records of employees liable for military service is controlled by military commissariats. They regularly inspect businesses. In accordance with established legislation, the head of the organization must appoint someone responsible for maintaining military records. He, in turn, must fill out all the necessary documentation.

The results of inspections of military registration organizations are reflected in a special journal, Form 19. A sample of it is presented in the Regulations developed by the General Staff of the Ministry of Defense of the Russian Federation. The journal is stitched and the start date of its maintenance is indicated. It must be signed by the responsible persons and the head of the enterprise.

Order on the organization of military registration: sample

As stated above, military registration in the company is organized from the moment the order is issued, signed by the head, on the organization of military registration of citizens, including the reservation of employees in the reserve.

You can download the form for such an order on our website.

This order must specify who exactly will carry out military registration in the company, as well as who will replace the main specialist during the period when he will be absent for some reason.

What is Form 19 for the military registration and enlistment office

Form 19 is a reporting form that is submitted only by those institutions that make reservations for citizens in reserve. To familiarize yourself with the data that needs to be included in the reporting, you can use Form 19 for the military registration and enlistment office on the Internet.

Important! In organizations whose structural units are located on the territory of several municipalities, f19 provides information on the number of employees that characterize the organization’s activities in the corresponding municipality.

Responsibility for violation of the rules for maintaining military records in the company

Since maintaining military records in an organization is its duty, and not a right, then, accordingly, the legislator provides for penalties for failure to fulfill/incorrect performance of this duty.

From 05/05/2020, liability for violations with military registration for officials of organizations responsible for military registration work has been strengthened. The corresponding amendments to the Code of Administrative Offenses of the Russian Federation were introduced by Law No. 132-FZ dated April 24, 2020. So:

• for failure to submit within the prescribed period to the military registration and enlistment office or other body carrying out military registration, lists of citizens subject to initial military registration, the fine will be 1000-3000 rubles. instead of 300-1000 rubles. (Article 21.1);
• failure to notify citizens of a summons from the military registration and enlistment office or other body that carries out military registration, as well as failure to provide citizens with the opportunity to timely appear when summoned - 1000-3000 rubles. instead of 500-1000 rubles. (Article 21.2);
• failure to report information about citizens hired or dismissed from work who are or are required to be, but are not registered with the military - 1000-5000 rubles. instead of 300-1000 rubles. (clause 3 of article 21.4).

Military registration form 4: sample filling

This form is filled out when an employee is hired. It must be registered at the military registration and enlistment office. The form is filled out electronically: in a special register. If necessary, it can be printed.

It contains the following information:

• Full name of the employee;
• date of birth;
• rank;
• compound;
• VUS;
• name of company;
• her address;
• foreign trade code;
• job code, rank and position.

After entering this data in the register, you need to click on the “Book for organization” item. The automatic system has several capabilities. Firstly, it allows you to select records for a specific individual. Secondly, fill in the additional properties of the “Individual” directory.

Form 4 of special military registration consists of two parts: notice and certificate. The first part confirms the employee’s enrollment in special registration. The certificate proves the granting of a deferment in time of war.

Results

Methodological recommendations for maintaining military records, as well as Regulation No. 719 and Law No. 53-FZ, require in 2020 that all organizations employing citizens liable for military service keep records of such workers. To do this, the company must allocate a special employee (or several specialists) and issue an appropriate order establishing his functions. The military registration itself in the company is expressed in maintaining up-to-date information about all employees liable for military service. For this purpose, the company creates special personal cards for each employee, the information in which should be periodically transferred to the military registration and enlistment office. In addition, if an organization is of strategic importance, it has the right to reserve some employees for the period of a possible military conflict; then such employees will not be drafted into the army, but will remain to work in the company. It is also important to remember that for violation of military registration rules in organizations, penalties are imposed on the employer.

Sources:

• Federal Law of March 28, 1998 No. 53-FZ
• Decree of the Government of the Russian Federation of November 27, 2006 No. 719
• Code of Administrative Offenses of the Russian Federation

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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, as well as by the official of the local government body responsible for the military registration of military authorities, within the established period of time, 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.

Step-by-step instructions for organizing military registration in 2020

Carrying out military registration is not a difficult procedure for trained clerks. But if you neglect to perform your duties efficiently, the organization may face monetary sanctions. Therefore, it is worth taking a step-by-step look at the procedure for implementing military records in companies:

• It is important to register with the district military registration and enlistment office in a timely manner. Temporary regulations - within five days from the date of recording the opening of a legal entity in the ERGUL. To register, the manager contacts the district commissariat where the company belongs. If an institution changes its legal entity. address, then affiliation with the commissariat changes simultaneously. And registration must be done at the new address.
• Develop instructions for the person responsible for military records that clearly define his responsibilities. No special edition of such instructions has been approved. You can, following the example received at the commissariat or downloaded on the Internet, create it yourself for your own enterprise.
• By order, appoint an employee who will manage the VU. There are no restrictions on the choice of an authorized person. It can be maintained by the chief executive of the company, as well as other employees appointed by him, including part-time workers. In order to correctly assign a duty to an elected employee, additional points should be added to his job description.
• Obtain approval of the events from the district military registration and enlistment office. According to the instructions for maintaining VU, each organization develops an action plan for VU. The organization draws it up at its own discretion. The form records the timing of the activities and indicates the specialist responsible for their implementation. It is also his job to report on the completed items of the plan.
• Drawing up reports. To obtain complete information for military accounting, reports of various forms with their own deadlines have been developed and implemented. The submitted information is filed in folders and stored for at least three years.

The presented step-by-step instructions can be supplemented by an authorized person in the organization based on the specific accounting features.