Reserving an employee from call-up

What is happening

Holding the right to reserve does not mean any employee may be reserved. Reservation follows posts and occupations on the approved lists, and takes account of rank, age, the category of the reserve and where the employee is registered. A mistake at this stage is the last to be noticed and the most expensive to put right.

Common situations: the employee genuinely performs the relevant function but the post is named differently in the staffing table; a reservation has been made but the deferment certificate is defective; more employees are reserved than the tasks issued to the company allow; the registration records and the returns do not agree.

Staff movements are a separate difficulty. An employee is transferred, leaves, changes their surname or is removed from the register, and the reservation has to be revisited. Without written rules this is done case by case, and the discrepancies accumulate until an inspection arrives.

What the law says

• Federal Law 31-FZ on mobilisation preparation makes reserving employees a duty of an organisation to which mobilisation tasks have been issued.
• Reservation is available only for posts and occupations on the approved lists, and only within the limits issued to the organisation.
• A reserved employee is issued a certificate of deferment from call-up under mobilisation; this is a controlled document requiring strict handling.
• Details of reserved employees go into the returns filed with the reservation commission and must match the military registration records.
• A change of post, a termination or a change in an employee's registration details calls for the reservation to be revisited or ended.
• Inaccurate or late information is treated as a breach in the field of military registration, for which the Code of Administrative Offences provides liability.

What we do

• We check the staffing table and employees' actual functions against the approved lists and the limits issued to the organisation.
• We work through doubtful posts and set out how to bring the job title and job description into line with the work actually performed.
• We prepare the file for each employee: the grounds, the register entries, the deferment certificates and the records of their issue and safekeeping.
• We align military registration with the returns and remove discrepancies between the card index, the HR documents and the reports.
• We draft rules for revisiting reservations on transfers, terminations and changes to registration details.
• We brief the responsible member of staff and the HR team on running this area from then on.

What we need from the company

• The documents confirming the organisation's right to reserve, together with the tasks and limits issued to it.
• The staffing table, job descriptions and HR orders for the current period.
• The card index and military registration registers, with details of employees held in the reserve.
• Any deferment certificates already issued and the register recording them.
• Reservation returns filed previously and the correspondence with the reservation commission.
• Access to the person responsible for military registration and to the HR team so that data can be reconciled.