Military registration in an organization - step-by-step instructions 2022

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.

How military registration is carried out: general rules

Regardless of who exactly carries out military registration (military registration and enlistment office, local government body or organization), the list of persons who must be subject to registration is as follows:

• conscripts, i.e. men aged 18 to 27 years;
• persons liable for military service.

The latter includes a fairly wide list of persons who may not be subject to conscription into the army (or have already served), but military service for them is still established by the legislator:

• persons in reserve;
• persons who were exempted from military service (or who were granted a deferment, but upon reaching 27 years of age they were never drafted into the army);
• persons who previously completed alternative civilian service;
• women with military specialties listed in Appendix No. 1 to Regulation No. 719.

At the same time, some categories of citizens are not subject to military registration at all. These include, in particular, those exempt from military duty, prisoners, women (except for those indicated above), persons permanently residing abroad, etc. (clause 15 of Regulation No. 719).

Military registration itself can be of two types: general and special. Special accounting is intended to track information about specialists liable for military service who were previously assigned to any government bodies for the period of mobilization, as well as about personnel who serve in law enforcement, fire services, as well as in penal services and drug control ( clause 16 of Regulation No. 719). All the rest are on the general military register.

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).

Maintaining special military records

Reserved reserve citizens are no longer subject to general, but to special military registration (clause 16 of the Regulations on military registration, approved by Government Decree No. 719 of November 27, 2006; clause 14 of the Recommendations of July 11, 2017).

It is recommended to clarify the procedure for such registration with the military registration and enlistment office, since many forms of documents have not been developed, and there are no official explanations.

Key points of special accounting:

• if the deferment is canceled (for example, upon expiration of the period for which it was granted, or due to the employee being declared unfit for service for health reasons), the employer is obliged to notify the military registration and enlistment office within 5 days (clause 14 of Appendix No. 17 to Recommendations dated July 11, 2017);
• when the deferment is cancelled, the marks on the personal cards are canceled and the certificates are handed over to the military registration and enlistment office for destruction;
• submission of reports (clause 35 of the Recommendations dated July 11, 2017).

You will learn about responsibility for refusing to keep military records from the article.

Basic reports on military registration:

Read more about reporting forms in this material.

Useful information from ConsultantPlus

See a ready-made solution on how an employer can organize reservations for citizens staying in reserve (it’s free).

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.

Methodological recommendations for maintaining military records in 2022

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 2022, 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.

Initial military registration

So, all persons liable for military service must be registered with the military. For this purpose, the legislator established a mechanism for initial military registration, which is the responsibility of conscripts.

Any male person must register for military service for the first time in the year he turns 17 years old. Moreover, this must be done during the period from January 1 to March 31 of the corresponding year (Clause 1, Article 9 of Law No. 53-FZ).

IMPORTANT! You need to register for the first time exactly in the year you turn 17 years old, and not in the year when you already turned 17 years old. For example, if one turns 17 years old in October 2022, then such a person must register with the military before March 31, 2022.

However, if the conscript does not appear at the military registration and enlistment office within the established time frame, then he can be registered with the military later, throughout the year. In addition, the initial military registration of women (immediately after they have been assigned a military specialty), persons who have just received Russian citizenship or have moved to permanent residence in the Russian Federation, as well as for prisoners who have served their sentences (immediately after release) is carried out all year round.

As a general rule, the military registration and enlistment office sends a summons to the conscript, notifying him of the need to appear at a specified time for the purpose of initially registering him for military registration. Having received this summons, the conscript has no right not to come. Moreover, if he works or studies, then officials of these organizations must provide him with the opportunity to appear at the military registration and enlistment office at the time specified in the agenda (clauses 2, 3 of Article 9 of Law No. 53-FZ).

If an employee of an enterprise is summoned to the military registration and enlistment office on a subpoena, he must be paid the average salary. The corresponding amount can be recovered from the military registration and enlistment office.

ConsultantPlus experts explained in detail exactly how. Get a free trial of material on this topic.

Find out more about calculating average earnings in a special material .

The initial registration of citizens for military registration is carried out on the basis of a decision of a specially created commission (Clause 5, Article 9 of Law No. 53-FZ). The composition of such a commission varies, but in principle it should include the following specialists:

• representative of the military registration and enlistment office (chairman of the commission);
• representative of the local administration;
• specialist in professional psychological selection;
• secretary of the commission;
• doctors.

The commission, composed of the specified composition, examines each potential candidate in order to determine the extent to which he can be allowed to perform military duties.

However, in order to be admitted to the meeting of the commission, the candidate for registration must undergo medical examinations, as well as professional psychological selection, the organization of which is the responsibility of the commission (clause 6 of Article 9 of Law No. 53-FZ).

Based on the results of the commission meeting, a person may be recognized as:

• fit for service;
• limited fit;
• unfit, in connection with which such a person should be exempted from military duty.

After making a decision on a candidate, the chairman of the commission must announce it directly to the candidate himself, and also explain to him further responsibilities regarding military registration (Clause 7, Article 9 of Law No. 53-FZ).

After passing the military registration and enlistment office, the employee may be drafted into the army. In this case, his dismissal is formalized in accordance with the established procedure.

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.

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).

Initial military registration

It was stated above that the initial registration of citizens for military registration is carried out by the military registration and enlistment office at the place of residence of the conscripts. However, how is military registration implemented in territories where there are no military registration and enlistment offices?

Especially for such territories, the legislator introduced a special subtype of military registration - primary registration. In essence, this is the same military registration, but which, unlike the standard one, is no longer carried out by military registration and enlistment offices, but by local governments.

NOTE! Primary registration is carried out only in territories where there are no military registration and enlistment offices. Therefore, the legislator empowers local government bodies of such territories to maintain military records; these powers are called primary accounting (clause 2, article 8 of law No. 53-FZ).

These bodies also carry out registration of citizens, both permanent residents in the territories under their jurisdiction and those temporarily arriving.

Local government bodies carry out military registration by analogy with military commissariats: they collect information about citizens liable for military service, keep it up to date, and carry out registration (and deregistration). In addition, they are obliged to provide the military registration and enlistment offices with all relevant information about potential conscripts, as well as other information about citizens liable for military service at the request of the military registration and enlistment office (Clause 2, Article 8 of Law No. 53-FZ).

IMPORTANT! If a military registration and enlistment office is created in the territory under consideration, then from the 1st day of the next month local government bodies will stop maintaining primary military registration.

Read more about the practical maintenance of military records at an enterprise in the special material posted in the ConsultantPlus system. Get it for a free trial.

Results

Methodological recommendations for maintaining military records, as well as Regulation No. 719 and Law No. 53-FZ, require in 2022 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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