HR administration in Ukraine and its automation – a must-have for business in 2025

Effective HR administration and optimisation of HR processes are not a formality, but an important strategic tool for any business, regardless of its size. Accurate record-keeping of employees’ personal data and other related information is the basis for important processes like payroll, compliance with legal requirements, and even the strategic development of the company.

In this article, we will cover:

• What HR administration in Ukraine includes and why it is important for business
• Risks and difficulties that can arise from incorrect HR administration
• Why HR automation is a must-have for today’s successful businesses
• An insider’s view of how HR automation works for Accace and our clients

HR administration in Ukraine and its importance for business

HR administration includes all processes of managing employee data and their attendance. All of these processes are governed by local and sometimes international legislation, and compliance is essential for any business, regardless of its size or industry. Effective HR administration affects both the company’s daily operations and employee satisfaction, as well as its strategic development and further scaling.

Risks and difficulties as a result of incorrect HR administration

Continuous improvement in HR administration is extremely important, because inaccuracies in data can have a serious impact on a company’s operations, financial success and reputation.

The most common consequences of errors or incorrect HR processes are:

• Financial penalties and legal complications: legal requirements for personal data processing are strict and are subject to inspections by the government. This is especially true for HR administration in Ukraine. Non-compliance with these requirements can have serious consequences, such as fines and even administrative or criminal liability.
• Operational disruptions: inaccuracies or errors in the HR administration process can affect payroll and other important internal processes, which can lead to employee dissatisfaction and even labour disputes.
• Data security breaches: non-automated HR processes are at high risk of human error, which can lead to the loss or leakage of sensitive data.
• Lack of information about team performance and productivity: incorrect or non-existent setup of HR processes, such as attendance or time tracking, does not give managers a clear picture of employees’ efficiency and productivity.

That’s why even the smallest companies need high-quality HR administration.

Automation of HR administration: the best solution and must-have for today’s successful companies

In today’s world, where we use technology for most of our activities, automation of HR administration is the key to the success of any business. There are a number of advantages to using automated systems for HR administration:

• Accuracy and relevance of data: automation helps to almost completely avoid the risk of errors and inaccuracies, and constant monitoring and updating of data allows you to use only the most up-to-date information
• Data security: data entry and data storage with a secure cloud service, encryption, and multi-level access control provide the company with security and protection from potential financial and legal problems associated with the loss or leakage of confidential information
• Automation of internal processes: optimisation of processes such as holiday and sick leave accrual or sending payslips greatly facilitates the work of HR and finance departments, allowing them to focus on exciting and larger-scale projects

Automation and unification of internal processes are of particular importance for companies that operate internationally and have large teams, as the amount of information to be processed is significant and requires considerable effort on the part of HR and finance specialists.

How we tackle HR administration in Ukraine and its automation as a company and with our clients

At Accace, we work not only with our employees’ data but also with our clients’ data. As we provide HR outsourcing and payroll services, the amount of data we handle is extremely large. To comply with legal requirements, avoid possible errors and facilitate the process of entering and exchanging HR data and HR administration in general, we use our own automated HR system.

This system has diverse functionality that can be tailored to any business, depending on the individual needs of the company.

The most important features that make life easier for our team and our clients include:

• Attendance management: up-to-date information on holidays, sick leave, business trips, days off, etc.
• Time and performance: data on employees’ working hours and specific activities or work performed
• Document management: keep important documents such as payslips, tax documents etc. in one place and in electronic format
• Functions for internal use: access to internal instructions and company directives, viewing current benefits and bonuses, etc.

We choose our own automated system for HR administration because:

• It uses a secure cloud service that significantly reduces IT costs and provides easy and convenient access for employees
• We are confident that all data is up-to-date and correct
• It makes team communication easier and improves internal processes
• It helps to create accurate and understandable reports
• The interface is easy and intuitive for any user
• All the necessary information and materials are in one place
• The system is flexible and can be easily adjusted to the needs of the client

HR administration and its automation are not a whim, but a necessity

HR administration is one of the main elements of a successful, dynamic, and prosperous business. Automation of HR administration is the best solution to make HR processes easier for teams and avoid potential risks for the company. Optimised HR administration provides valuable time and resources to focus on business growth and expansion.

Get a free consultation from our experts who will help you find a unique solution that is right for your business.

Yuliia Bibikova

HR Specialist | Accace Ukraine

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Aliya Evstifeeva

Senior HR Specialist | Accace Ukraine

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