Innovations in hiring

There were many changes in 2021: the new DSTU 4163:2020, the transition to electronic workbooks, and electronic passports were equalized with paper ones. All these changes affected the rules for hiring.

Application for employment in accordance with the new DSTU

On September 1, the new DSTU 4163:2020 came into force to replace the old DSTU 4163-2003, which had been in effect since 2003. It must be used by both legal entities and individual entrepreneurs. The old DSTU retained the requirement for document execution: as before, organizational and administrative documents and internal documents can be printed using a computer or written by hand.

The new DSTU has changed the "signature" requisite. Now, applications must be signed in the following way: the position of the person signing the document, personal signature, first name and last name. For example: It used to be - Manager Signed I.I. Ivanov
Became - Manager personal signature Ivan IVANOV (surname must be written in capital letters).

In the header of the application, if it is addressed to the head of the company, the title of the position, first name and surname are indicated in the dative case. For example: To Andriy PETROV, Director of Romashka LLC

The new DSTU prescribes requirements for printed documents:

• font - Times New Roman;
• the main font size is 12-14;
• you can use a bold, straight font;
• line spacing for A4 sheets - 1-1.5, for A5 - 1;
• for the "Addressee" requisite, the line spacing is 1.5.

Is it possible to hire with an electronic passport?

Since August 23, 2021, electronic documents have been equated with paper documents in Ukraine, meaning that an electronic passport has become legally equivalent to a paper passport.

An electronic passport contains the same information as an ID card. It is issued instead of a paper passport and does not require additional presentation of a regular passport, TIN code, or a document of residence. The electronic passport can be used on the territory of Ukraine, except for the occupied territories.

When hired, a person must present a passport for identification. If an employee presents an electronic passport, the following difficulties may arise:
It is necessary to verify the authenticity of the document - to do this, the HR manager needs to install the Diia application on his phone and scan the employee's passport using the QR code reader in the application. The passport will be checked automatically and the result will be immediately displayed on the phone.
It is necessary to obtain a copy of the document - a copy of the employee's passport and TIN code must be attached to the employee's personal file, which are kept throughout the employee's employment at the company. To obtain a copy of the electronic passport, the HR manager must log on to the Diia website and enter the digital code provided by the employee. The employee will then receive a request to receive a digital copy of the document. The employee confirms the request, and the documents are pulled into the system. However, as of today, this option is not technically implemented.

Does an employee have to present his/her employment record book?

Starting from June 10, 2021, employees have the right to provide information about their employment from the Register of Insured Persons and not to present a paper employment record book.

However, it is currently impossible to obtain information from the Register of Insured Persons, as the data in the Register is based on the Joint Report submitted once a quarter. Therefore, the information may be outdated. In addition, no regulatory document has been approved that would provide information on employment, i.e. there are no certificates containing this information.

In such a case, the employee should either be asked to produce his or her employment record book or be referred to the Pension Fund to obtain information about his or her employment history.

Do I need to submit a notice of employment?

As before, before a person is allowed to work, it is necessary to submit a notice of hiring to the tax authorities, conclude an employment contract and issue an order.

When filling in column 4 "Category of person", now 1 should be put for those who indicated their main place of work in the application, and 2 for part-time employment.