REGES ONLINE - THE NEW EMPLOYEES' REGISTER

Romanian employers have six months to register with the new Employees’ Register (REGES ONLINE) and update the data previously recorded in the former register REVISAL, following the enactment of Government Decision no. 295/2025, in force since March 31, 2025.

Further technical guidelines on accessing and using REGES ONLINE will be provided in an upcoming Order from the Ministry of Labor, expected within 30 days.

Registration and data update deadlines

Within the 6 months following the entry into effect of the GD no. 295/2025, the employers have the obligation to fill in and send to the Register all the elements of the individual employment agreements that are active at the date of registration with REGES, which are not available in REVISAL.

Failure to comply with this obligation accounts for contravention and is subject to a fine amounting to between LEI 5,000 and LEI 10,000.

Failure to register the employer with REGES accounts for contravention and is subject to a fine amounting to between LEI 15,000 and LEI 20,000.

Data entry and update in REGES

According with the Labor Code, employers have the obligation to entry and send to the Register the data related to the individual employment agreements (IEA) at the latest the day before the first employee starts to work.

Entry of data into REGES can be made in-house, by persons appointed to this end under a written decision or externalized. When externalized, the employer must also declare in REGES the data of the provider and the services agreement within the 3 working days since its entry into force or termination. Failure to comply with this obligation accounts for contravention subject and is subject to a fine amounting to between LEI 3,000 and LEI 6,000.

The main changes enacted under the GD no. 295/2025

REGES becomes an online platform available to the employers, the authorities and, in the future, to the employees. The new system requires that additional data be provided, such as:

• for disabled persons: disability degree, type and duration of the disability certificate (any change therein is due for registration within 3 working days);
• working place: fixed or mobile;
• working time: allocation for all employment contracts, not only for part-time contracts, as before;
• date of the transfer, as well as the identification data of the receiving employer (including the transfer of company, previously unregulated); such data is due for registration within the 5 working days from the date of the transfer (outgoing and incoming dates);
• suspension of IEA: duration, cause and date of termination of suspension, including sick leaves (previously excepted); sick leaves are due for registration within the 3 working days from registration of the medical leave certificate by the employer;
• posting in Romania: changes occurred during posting are declared by the receiving employer.

The 20-business-day deadline for reporting salary changes remains in effect.

Any incorrect or incomplete entry of data into REGES accounts for contravention and is punishable by a fine amounting to between LEI 3,000 and LEI 6,000. The employer is required to immediately correct any errors upon becoming aware thereof.

Failure to submit information relating to posting or contract suspension, including sick leave, to the REGES accounts for contravention and is punishable by a fine amounting to between LEI 3,000 and LEI 5,000 per unreported instance (posting and /or suspension).

Failure to submit changes to mandatory information into REGES within the legal deadlines is punishable by a fine ranging from LEI 5,000 to LEI 8,000.

Employees’ File Employers continue to be required to create a file for each employee hired under an individual employment agreement, to keep it in good condition at the company's headquarters or, where applicable, at the secondary headquarters, and to present it to labor inspectors upon request.

If the parties (the employer and the employee) have chosen to use an advanced electronic signature or a qualified electronic signature when entering into, modifying, suspending, or terminating the employment agreement, employers are required to create an electronic employee’s file, in compliance with the legal provisions on the archiving of electronic documents. This file must be made available to labor inspectors upon request.

The employee's personnel file includes at least the following documents:

• documents required for hiring
• the individual employment agreement, amendments, and any other document relating to the modification, suspension, or termination of the employment agreement
• diplomas and qualification certificates
• any other document attesting to the legality and accuracy of the information entered in the employees’ register (REGES).

Upon written request of an employee or former employee, the employer is required to provide copies of the documents contained in their employee’s file within 15 business days of the date of the request.

Furthermore, upon termination of employment, the employer must provide the employee with an employment certificate providing the duration of the employment, the salary received, the seniority in service and specialty, as well as an extract from the Register, duly signed, in accordance with the legal requirements. Failure to comply with the requirements regarding employees’ files and provision of the aforementioned documents is punishable by a fine ranging from LEI 3,000 to LEI 5,000.

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The main advantage of the new legislative provision is that late submission to REGES of employment contracts for which the salaries have been paid and declared within the legal deadlines to the National Agency for Tax Administration is punishable (only) by a fine ranging to between LEI 3,000 and LEI 5,000 per unregistered employee.

Late registration is no longer deemed undeclared work, thus avoiding the corresponding penalty (LEI 20,000 per case, capped to maximum LEI 200,000).