Work Permit and Terms of Employment for a Foreign National

The manager describes the function, place of work, project term, remuneration and reporting line. The manager determines in advance the legal employer, the need for a permit and the basis for the candidate's stay. Business travel, intra-company transfer and ordinary local employment use different documents, so the director chooses the procedure according to the actual work in Ukraine.

Before signing an offer to the candidate, the owner or director agrees the budget: remuneration, taxes, permit fees, document translation, insurance, relocation and family support. The offer separately states the conditions that apply immediately and the conditions linked to the permit or immigration decision. The candidate and employer see a realistic start date in advance.

The translations of the candidate's documents use one consistent spelling of the name; the passport, education and special confirmations must correspond to the application details. The draft employment agreement corresponds to the position and permit term. After receiving the decision, the employer makes the payment, obtains the document, signs the agreement, issues the employment order and submits the required notification before allowing the person to work.

The HR employee keeps the basis of employment, agreement, order, notification, job description, consents and confirmations of familiarisation with the rules in the personnel file. For remote or hybrid work, the documents separately specify the location, equipment, information security and communication procedure. The employee understands the tasks, and accounting receives the information required for correct payroll calculations.

The work permit and immigration document have their own validity periods. In the HR calendar they are linked to the passport, insurance, address and employment agreement, with dates specified for responsible persons. A change of position, passport, surname, employer or project term affects the permit and immigration details; the HR decision is documented taking both areas into account.

After the employment ends, the employer issues the relevant order, final settlement, provides the documents and takes the required actions regarding the permit and stay. The archive keeps dates and evidence that the obligations were fulfilled. For the next foreign employee, the director uses the established procedure, forms and document list, adapting them to the new category and function.

Employer and Employee Documents

The working set includes electronic copies of documents and a short description of the foreign employee's future work. A UBC specialist determines the final list according to the position, term of employment and basis for the candidate's stay:

• passport, citizenship and basis for the candidate's stay
• position description, place and term of work
• remuneration terms and draft offer to the candidate
• information about the Ukrainian employer and signatory
• information about the family and immigration plans if support is required

To employ a foreign national, the Ukrainian employer's details, the candidate's document, position, term of employment and remuneration terms are required. The work permit is linked to a written employment agreement and the employer's HR documents.

The director sees in advance the permit term, state fee, employee start date and the documents that must be submitted after the decision is received. For a temporary residence permit, HR and immigration deadlines are maintained in one calendar.

If the position, term of employment or the foreign national's personal data change, the responsible employee determines which details must be updated in the permit, agreement and residence documents. It is convenient to keep this set in the personnel file together with evidence of submission and payment.

The best time to involve a specialist is before inviting the candidate, signing the employment agreement or submitting the permit application. Before this, the director can confirm the position, term of employment, remuneration terms, basis of stay and the full hiring budget. After the person starts work, the same information is already linked to the employment agreement, salary, permit and immigration documents, so changes are documented as an HR decision.

If the employee is already involved in the project, the actual status and the nearest expiry date of the permit, agreement or residence document are taken as the starting point. Any issue affecting the legality of the work is handled as a priority, while the employer's permanent documents remain a ready basis. For the next foreign employee, the HR forms can be reused after updating the position, dates and personal details.

Deadlines, Changes and Result for the Director

The director receives information about the permit term, employee start date, remuneration and HR documents. The accountant sees the salary, taxes and bases for calculations, while the HR employee sees the terms of the agreement, permit and residence documents. One document set allows the employer to manage the foreign specialist as systematically as other employees, taking account of the additional permit and immigration requirements.

After completion, the director receives a structured archive and calendar for further work with the foreign employee. The employer's permanent documents are kept separately from the materials for the specific person; the calendar records the terms of the permit, agreement and immigration documents. For the next foreign specialist, the permanent part of the set is already ready, so mainly the personal details, position, remuneration and dates change.

The scope of work depends on the category of foreign national, position, employment term, condition of the documents and whether a temporary residence permit is required. For a new employee, current candidate documents, the employer's application and an employment agreement are needed. For the next hire, the prepared permanent part of the file is used and the personal details are updated. Translation, state fees, insurance and immigration support are considered separately where required for the specific person.

The owner receives a document list, deadlines and a cost calculation. It is possible to order preparation of an individual document, permit processing or comprehensive employment support. The owner compares the cost of formalities with salary, taxes, relocation and the value that the foreign specialist's qualifications bring to the specific work.

One set contains the foreign national's documents, work permit, employment agreement, order, employment notification and information for payroll calculations. The job title, employer, period and conditions must match in all materials. The responsible employee receives a calendar and sees in advance the deadlines for continuing employment and updating the information.

After the employee starts work, the director maintains the HR documents, remuneration, access to internal systems and current contact details. A change of position, employer or working conditions determines the document set; changes are documented in one agreed package.