Personnel audit in Ukraine: HR records and employment documentation review
An independent personnel audit of your Ukrainian entity: employment contracts, orders, staffing schedule, timesheets, leave records, military registration and personal data. You receive a list of breaches with the exact legal provision, an estimate of the fines at stake and a step-by-step remediation plan. Audit firm since 2000, Ukrainian audit register No. 4624, member of DFK International.
- HR documentation audit: contracts, orders, personal files, employment records
- HR records review: staffing schedule, timesheets, leave schedule
- Payroll compliance: indexation, extra pay, overtime, final settlement on dismissal
- Military registration and reservation, employee personal data
- Report listing breaches, fine exposure and a remediation plan
Five situations that call for an HR documentation audit
Fines for breaches of Ukrainian labour law are calculated per employee and add up quickly. Reviewing the HR files in advance lets you correct what can still be corrected.
The audit records the state of the documentation on the handover date. The incoming person does not inherit somebody else’s mistakes, and the outgoing one is not blamed for what happens next.
In donor-funded projects staff costs are examined closely: contracts, timesheets, allocation of salaries between projects. An HR records review clears these questions before the project auditor arrives.
In a dispute over dismissal or pay, the documents decide the outcome. An independent review shows how strong the company’s position is before a claim is filed.
Hidden employee liabilities and accumulated penalty exposure affect the price of the company. The HR block is part of a pre-acquisition review.
When a company hires quickly, HR administration falls behind. The audit shows what has to be fixed first and what can wait.
Seven areas of the HR records audit
Applications, orders, employment contracts, notification of the tax authority, acknowledgement of job descriptions and internal labour rules.
Completeness of personal files, employment record books and entries in the electronic register, storage of employee document copies.
The current staffing schedule, orders on changes, transfers, combined duties, changes to essential working conditions and notice periods.
Timesheets, the leave schedule, leave orders, unused leave balances, overtime and work on days off.
Salaries against the staffing schedule, indexation, allowances, calculation of leave and sick pay, final settlement on dismissal.
Grounds, compliance with the procedure and deadlines, orders, settlement, issue of documents. The riskiest area in terms of litigation.
Lists of persons liable for military service, notifications, reservation documents, consents to personal data processing and storage arrangements.
A report you can act on, not just read
Each finding cites the article of the Labour Code or another act, so that your lawyer and HR manager see the basis rather than an auditor’s opinion.
For each breach we show the applicable fine and how many employees it may be charged for. That sets the order in which issues are fixed.
What to do this week, what by the end of the month, and what requires changes to internal policies. We prepare templates of orders and policies where needed.
Four steps with no surprises at the end
We clarify headcount, branches and the nature of your operations, then send a proposal and an audit plan.
A list of documents by area. Secure file exchange, review performed remotely across Ukraine.
We raise questions as we go so you can provide documents in time. Critical breaches are reported immediately, without waiting for the report.
A report with breaches, fine exposure and a remediation plan. We answer questions while the documents are being corrected.
What clients ask most often
How much does a personnel audit cost?
The fee depends on headcount, the number of branches and the depth of testing: full or sample based. We send a proposal after reviewing the assignment, usually within one working day.
How long does the HR records review take?
For a company with up to 50 employees it normally takes 5 to 10 working days after we receive the documents. For larger groups with branches we agree the timeline after reviewing the scope.
Which documents do we need to prepare?
Staffing schedule, HR orders, employment contracts, personal files, timesheets, leave schedule, remuneration policy, internal labour rules and military registration documents. We send the full checklist with the engagement letter.
Do you review every employee or a sample?
It depends on the assignment. For up to 30 employees we normally review all files. For larger companies we build a risk-based sample: leavers, part-time staff, employees with overtime, managers.
Can the audit be done remotely?
Yes. Most engagements run through secure exchange of scanned documents. A visit is needed only where original employment record books or documents that cannot leave the premises must be inspected.
Request a proposal
Tell us the headcount and what concerns you. We reply within 1 working day.