Personnel audit in Ukraine: HR records and employment documentation review<\/h1>\n
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.<\/p>\n
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- HR documentation audit: contracts, orders, personal files, employment records<\/li>\n
- HR records review: staffing schedule, timesheets, leave schedule<\/li>\n
- Payroll compliance: indexation, extra pay, overtime, final settlement on dismissal<\/li>\n
- Military registration and reservation, employee personal data<\/li>\n
- Report listing breaches, fine exposure and a remediation plan<\/li>\n<\/ul>\n<\/div>\nTimeline<\/span>5 to 10 working days<\/strong><\/div>\nFee<\/span>proposal after we review the assignment<\/strong><\/div>\n<\/div><\/div>\n<\/section>\n
\n \nWhen it is commissioned<\/div>\nFive situations that call for an HR documentation audit<\/h2>\n<\/div>\n
\n\nBefore an inspection<\/div>\nA labour or tax inspection is expected<\/b><\/p>\n
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.<\/p>\n<\/div>\n
\nNew HR manager<\/div>\nHandover of the HR function<\/b><\/p>\n
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.<\/p>\n<\/div>\n
\nDonor or head office<\/div>\nPreparation for a project audit<\/b><\/p>\n
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.<\/p>\n<\/div>\n
\nLabour dispute<\/div>\nConflict with an employee or litigation<\/b><\/p>\n
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.<\/p>\n<\/div>\n
\nAcquisition<\/div>\nDue diligence before a deal<\/b><\/p>\n
Hidden employee liabilities and accumulated penalty exposure affect the price of the company. The HR block is part of a pre-acquisition review.<\/p>\n<\/div>\n
\nFast growth<\/div>\nHeadcount grew, paperwork did not<\/b><\/p>\n
When a company hires quickly, HR administration falls behind. The audit shows what has to be fixed first and what can wait.<\/p>\n<\/div>\n<\/div>\n
\n\nWhat we examine<\/div>\nSeven areas of the HR records audit<\/h2>\n<\/div>\n
\nHiring<\/b><\/p>\nApplications, orders, employment contracts, notification of the tax authority, acknowledgement of job descriptions and internal labour rules.<\/p>\n<\/div>\n
Personal files and employment records<\/b><\/p>\nCompleteness of personal files, employment record books and entries in the electronic register, storage of employee document copies.<\/p>\n<\/div>\n
Staffing schedule and changes<\/b><\/p>\nThe current staffing schedule, orders on changes, transfers, combined duties, changes to essential working conditions and notice periods.<\/p>\n<\/div>\n
Working time and leave<\/b><\/p>\nTimesheets, the leave schedule, leave orders, unused leave balances, overtime and work on days off.<\/p>\n<\/div>\n
Payroll compliance<\/b><\/p>\nSalaries against the staffing schedule, indexation, allowances, calculation of leave and sick pay, final settlement on dismissal.<\/p>\n<\/div>\n
Dismissal<\/b><\/p>\nGrounds, compliance with the procedure and deadlines, orders, settlement, issue of documents. The riskiest area in terms of litigation.<\/p>\n<\/div>\n
Military registration and personal data<\/b><\/p>\nLists of persons liable for military service, notifications, reservation documents, consents to personal data processing and storage arrangements.<\/p>\n<\/div>\n<\/div><\/div>\n<\/section>\n
\n \nDeliverables<\/div>\nA report you can act on, not just read<\/h2>\n<\/div>\n
\nBreaches with the legal provision<\/b><\/p>\nEach 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.<\/p>\n<\/div>\n
Exposure in money<\/b><\/p>\nFor 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.<\/p>\n<\/div>\n
Remediation plan<\/b><\/p>\nWhat 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.<\/p>\n<\/div>\n<\/div>\n<\/section>\n
\n \nHow we work<\/div>\nFour steps with no surprises at the end<\/h2>\n<\/div>\n
\n01<\/b>Request and proposal within 1 day<\/strong><\/p>\nWe clarify headcount, branches and the nature of your operations, then send a proposal and an audit plan.<\/p>\n<\/div>\n
02<\/b>Engagement letter and document checklist<\/strong><\/p>\nA list of documents by area. Secure file exchange, review performed remotely across Ukraine.<\/p>\n<\/div>\n
03<\/b>Fieldwork<\/strong><\/p>\nWe raise questions as we go so you can provide documents in time. Critical breaches are reported immediately, without waiting for the report.<\/p>\n<\/div>\n
04<\/b>Report and follow-up<\/strong><\/p>\nA report with breaches, fine exposure and a remediation plan. We answer questions while the documents are being corrected.<\/p>\n<\/div>\n<\/div>\n<\/section>\n
\n \n\n\n\nFAQ<\/div>\nWhat clients ask most often<\/h2>\n<\/div>\n
\n\nHow much does a personnel audit cost?<\/summary>\n
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.<\/p>\n<\/details>\n
\nHow long does the HR records review take?<\/summary>\n
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.<\/p>\n<\/details>\n
\nWhich documents do we need to prepare?<\/summary>\n
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.<\/p>\n<\/details>\n
\nDo you review every employee or a sample?<\/summary>\n
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.<\/p>\n<\/details>\n
\nCan the audit be done remotely?<\/summary>\n
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.<\/p>\n<\/details>\n<\/div>\n<\/div>\n
\nRequest a proposal<\/h3>\n
Tell us the headcount and what concerns you. We reply within 1 working day.<\/p>\n\n
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