REGES-Online: the deadlines employers miss and the fines that follow

REGES-Online replaced Revisal as Romania's general register of employees. The change of platform was the visible part. The expensive part is different: the deadlines are not uniform. Some obligations must be reported the day before the event, others within three working days, others within five or twenty. Most fines we see do not come from bad faith, but from assuming there is a single deadline.

Below are all the deadlines, grouped by the situation as it actually occurs in a company, and the fine attached to each.

Who is required to report

The obligation lies with the employer, whatever its legal form, for any person in an employment relationship under the Labour Code or a special law. Employers with secondary offices, branches or working points report for all of them.

The deadlines, by situation

Before work begins

The employee's identification data and the elements of the individual employment contract must be submitted no later than the day before work begins. Not on the first working day, and not at signature if work starts earlier. The day before.

This deadline carries the most severe consequence: failure to report falls under the undeclared work regime of the Labour Code, not under the ordinary fines of the decision.

Changes to the contract

• Change to the elements of the employment contract: no later than the day before the change takes effect.
• If the change results from a court decision: 10 working days from the date the employer learned of its content.
• Change to the employer's identification data: 3 working days from registering the document that evidences it.

Suspension of the contract

The general rule is the day before the suspension starts or ends. The exceptions cause most delays, because the event cannot be anticipated:

• Sick leave: 3 working days from the date the certificate is registered with the employer.
• Unexcused absence: 3 working days from the date of suspension.
• Force majeure: 3 working days from the date of suspension.

The medical certificate is the classic case. The employee brings it after returning, and the clock runs from its registration with the employer, not from the first day of leave. Counting from the date of illness usually means reporting late.

Secondment

• Secondment within the country: no later than the day before the start or end date.
• Secondment to another state: no later than the day before the start or end date.

Transfer

Transfer data must be submitted within 5 working days of the transfer, respectively of the takeover by transfer.

Termination

Submitted no later than the termination date of the employment contract, or on the date the employer learned of the event that caused it.

The fines

The amounts are those set by the decision and apply, in several cases, per person or per situation left unregistered, not once per inspection.

• Contract elements not submitted on time, where there is evidence of work performed and salary paid and the contract was declared to the tax authority on time: RON 3,000–5,000 per person.
• Transfer data not submitted on time: RON 5,000–8,000.
• Secondment left unregistered, domestic or abroad: RON 3,000–5,000 per situation.
• Suspension left unregistered: RON 3,000–5,000 per situation.
• Changes not submitted on time, including those concerning the employer, the contract, suspension or termination: RON 5,000–8,000.
• Register completed with erroneous or incomplete data: RON 3,000–6,000.

Failure to submit data before work begins is not in the list above because it is sanctioned separately, as undeclared work, under article 260 of the Labour Code.

Outsourcing does not transfer liability

The service of completing and submitting the register can be contracted to a provider. The decision states explicitly that doing so does not release the employer from the obligations set out, and that liability for completion, submission and accuracy remains with the employer.

In practice, during an inspection, the employer answers. The service contract itself carries a reporting deadline: 3 working days from its conclusion, respectively from its termination.

The operational conclusion is not to avoid outsourcing, but to require proof of submission for every event and to keep it.

The four mistakes behind most fines

1. Reporting a hire on the first working day instead of the day before.
2. Counting the three working days for sick leave from the date of illness instead of the date the certificate was registered.
3. Treating a secondment as an ordinary change and reporting it after it starts.
4. Assuming that once the service is outsourced, the obligation and the liability moved to the provider.

What to check right now, in ten minutes

• Do you have proof of submission for every hire in the last three months, dated the day before work began?
• Were medical certificates registered in the last month reported within three working days of registration?
• Were ongoing secondments reported before the start date?
• Is the contract with your REGES service provider itself registered?

Source for the deadlines and fines in this guide: Government Decision no. 295/2025 on the general register of employees, published in the Official Gazette no. 279 of 31 March 2025, articles 5 and 9.

If you want these deadlines tracked by someone who is accountable for them, our HR consulting team takes over employee records and REGES-Online submissions, with proof of every filing. Write to us about your situation.