New Rules for the Unified HR System - FCHAIN

New Rules for the Unified HR System

Starting September 1, 2026, new Rules governing HR processes for public institutions and quasi-public sector entities within the digital HR system will come into effect. The document establishes procedures for managing key HR processes in the Unified HR System (UHS), including hiring and employee transfers, incentives, disciplinary actions, termination of employment, and candidate selection. The Rules were approved by Order No. 147 of the Chair of the Agency of the Republic of Kazakhstan for Civil Service Affairs dated August 18, 2026, and were developed in accordance with Paragraph 1 of Article 146-4 of the Labor Code of the Republic of Kazakhstan. Certain provisions concerning employers obtaining information from digital systems to identify conflicts of interest will take effect on January 1, 2027.

 

Which Organizations Are Subject to the New Rules

The new procedure applies to public institutions and quasi-public sector entities. Organizations already connected to the Unified HR System will continue managing their HR processes through the system in accordance with the new requirements. However, the Rules do not apply to government bodies that use their own digital HR systems, institutions under the authority of special government bodies, the Ministry of Defense and its agencies, or legal entities in which the National Bank is a shareholder or participant. The new procedure also does not apply to documents containing information classified as state secrets.

 

Which HR Processes Will Be Managed Through the UHS

The Unified HR System is designed to manage key processes related to employment relations. Through the system, organizations will process employee hiring and transfers, incentives, disciplinary actions, and termination of employment. The system will also be used for candidate selection. HR procedures of public institutions and quasi-public sector entities subject to the Rules will be managed within a unified digital environment. If an organization uses its own HR system, it must ensure the transfer of the relevant HR data through integration with the UHS.

 

What Employee Information Will Be Entered into the System

Organizations must enter employee information into the UHS, as well as the Individual Identification Numbers (IINs) of employees’ close relatives who are citizens of Kazakhstan. Information about employees’ previous places of employment must also be included in the system. For previous employers, the Business Identification Numbers (BINs) of organizations or the Individual Identification Numbers (IINs) of individual entrepreneurs must be provided where such information is available. This information is used to identify potential conflicts of interest in accordance with anti-corruption legislation. Starting January 1, 2027, if an employee is unable to provide the required identification numbers of relatives and previous employers, the employer will obtain the relevant information independently from digital systems.

 

Monitoring HR Deadlines and Compliance with Legislation

The UHS provides for monitoring deadlines related to HR procedures. The system automatically notifies responsible persons when control dates are approaching. In addition, based on the analysis of UHS data, the authorized state labor authority will be able to monitor organizations’ compliance with labor legislation. Electronic documents generated as part of HR processes must be stored, archived, and destroyed in accordance with the established procedure while preserving their legal validity. When using the system, organizations must also comply with legal requirements relating to cybersecurity, personal data, and data protection.

 

How Organizations Will Be Connected to the UHS

The Agency of the Republic of Kazakhstan for Civil Service Affairs determines which organizations are required to connect to the Unified HR System. After receiving a notification regarding the need to connect, an organization must complete the relevant procedure during the following quarter. If the system workload does not allow the connection process to be completed within the established period, the deadline may be extended, but by no more than three quarters. Organizations using their own HR information systems must ensure their integration with the UHS to enable the transfer of the required information.

 

What the New Requirements Mean for Organizations

The introduction of the new Rules strengthens the role of digital HR process management for public institutions and quasi-public sector entities. Organizations subject to the requirements should take into account the procedures for entering HR information, comply with established deadlines, and ensure the accuracy of employee data. Particular attention should be paid to the processing of personal data, electronic HR documents, and information required to identify conflicts of interest. Organizations with their own HR systems should also take into account the requirement to transfer information through integration with the UHS.

 

What Services Does FChain Provide?

Systematic HR documentation management and compliance with labor legislation are essential for the proper organization of HR processes. In this area, FChain provides the following services:

• HR Audit — a review of an organization’s HR documentation and processes to identify potential non-compliance and risks.
• Legal support for business — legal advice and support on labor legislation and the organization of HR processes.
• Recruitment — search and selection of specialists based on the employer’s requirements regarding candidates’ qualifications and experience.
• Employer of Records — support with engaging and formalizing personnel under the relevant employment arrangement.
• Payroll services — calculation of salaries, related taxes and mandatory payments, as well as preparation of the required reporting.

FChain provides support for HR processes in accordance with applicable requirements, reviews documentation, and contributes to reducing risks associated with the formalization of employment relations and HR record management.

 

VAT Declaration: Completing Form 300.00

 Prepared by: Anel Kosmaganbetova

Assistant to the Director

FСhain Kazakhstan

 📩almaty@f-chain.com
WhatsApp: +7 771 214 1820