How to Adapt to the New Reges Online and Why a Personnel File Audit Is Useful

September 30 is the legal deadline by which you, as an employer, are required to transition to Reges Online, the new official digital platform of the Labour Inspection Authority for recording employee data in Romania.
However, the transition from the old Revisal system to the new Reges Online platform raises numerous questions and uncertainties for managers, leaders, and HR specialists. You may be wondering: What does this change mean in practice? Will it make your work easier than Revisal did? What does full digitalization of employment relationships entail? How can you manage hundreds or even thousands of employees that need to be registered and updated in the system?

Reges Online introduces a series of functionalities that, if properly understood and utilized, can significantly improve the efficiency of your HR department’s operations.
At the HR Power Breakfast event organized by BIA, Andreea Cristina Tudorie, Director of the Territorial Labour Inspectorate and coordinator of the Reges Online project within the Labour Inspection Authority, explained:

• The advantages of Reges Online and how it simplifies employee data management compared to Revisal

• How to log into the application

• Who is authorized to enter data in Reges Online

• Which institutions provide data that Reges Online retrieves

• How to manage over 1,000 employees within the platform

• How to register differentiated salary increases in the system

• What solutions are available if you make errors while entering data

Important: By September 30, 2025, you must complete the transition to Reges Online.
In the following, you will find everything you need to know to make this transition correctly and be prepared for the situations you may encounter along the way.

IS REGES ONLINE MAKING EMPLOYERS’ WORK EASIER?

Reges Online is a revolutionary application from the perspective of the Labour Inspectorate. I say this not as a labour inspector, but as the coordinator of the project, a role I dedicated myself to for seven long months. In the end, when we compared Revisal with Reges Online, the conclusion was clear: one is approaching retirement, while the other draws strength from its predecessor and is becoming increasingly powerful.

As an employer, the first step is to become familiar with the new name: Reges Online. The term Online says a lot about the General Registry of Employees. It is an online application. It no longer needs to be downloaded from the Labour Inspectorate’s website, nor does it require installation or uninstallation. There is no need to transfer contracts from the old system to the new one. All data transmitted since the adoption of Government Decision 161 is already in Reges Online, starting from the first version of Revisal (which had become a passive archive, no longer in use).

Reges Online contains three major databases: GD 161, GD 500, and GD 905. You now have at your disposal a system that includes all this information, both historical and current.

Reges Online was developed based on proposals from employers, combined with legal requirements. For instance, we are now required to ensure that extracts from the General Registry of Employees can prove both work seniority and experience in a specific field.

• HOW DOES REGES ONLINE FACILITATE THE MANAGEMENT OF THE ELECTRONIC EMPLOYEE FILE?

Government Decision 295/2025 introduces a new concept – the electronic employee file. What does this mean? The digitalization of employment relationships. As long as the employer has an electronic signature and the employee also holds one, the parties may agree to sign all documents electronically from the beginning to the end of the employment relationship.

The electronic signature is valid for the electronically declared employee activity. Once that register is printed, it loses its electronic validity. That is why it must retain its digital form by applying a stamp to the extract issued either by the employer or the Labour Inspectorate (ITM). This takes just two seconds at the ITM, as the extract from REGES includes the Labour Inspectorate’s electronic seal issued by STS (Special Telecommunications Service) and a QR code. The validity of that extract can be verified by any entity authorized to do so.

If you work in the public sector and make payments under Law 153, you will notice that certain elements from the L153 form are now available directly in Reges Online. This eliminates the need to prepare the form again in September. It is now generated automatically in Reges Online, with the income data being sourced directly from ANAF (the National Agency for Fiscal Administration).

• WHAT REPORTS CAN EMPLOYERS GENERATE IN REGES ONLINE?

In Reges Online, you can generate dynamic reports to help establish a sound and effective HR policy. For example, you can create personnel dynamics reports that include resignations. If you notice that 80% of contract terminations are due to resignations, that indicates a problem—ranging from management issues to how the workplace is organized.

The registry will be populated with data related to medical leave. If you observe that most or all medical leaves are associated with a specific illness code, it signals a potential issue. Similarly, if you notice that the average age of employees exceeds 50, as an employer you may want to implement policies that attract younger talent to the team.

Currently, work is underway to enable the generation of individual employment contracts (in editable formats) within Reges Online. There will also be an option to create an archive, so if an employee leaves the company and returns later, their previous contract can be accessed and updated to reflect the terms of the new one.

HOW CAN THE REGES ONLINE APPLICATION BE ACCESSED? HOW DOES LOGIN WORK?

The application is available on mobile devices, both Android and iPhone. It can be downloaded from Google Play or the App Store under the name Registru. There are no longer usernames and passwords, as used in Revisal.

The legal representative creates the account, and authentication is completed within 7 seconds via an API connection with the Romanian Trade Registry (ONRC). The representative provides their email address, full name, and company registration number (CUI), and is recognized as the legal representative of the company. They must hold a ROeID or an electronic signature. When clicking on “Create Account,” they receive a notification confirming the account has been created. This notification is sent both to the representative’s mobile device and to the email address declared for the employer.

After enrolling, the legal representative designates employees or service providers who are authorized to enter data in Reges Online. These individuals must also possess a ROeID or electronic signature. Once the enrollment process is complete, access is granted to Reges Online, and Revisal access is disabled.

Important to know: Even if you have not completed enrollment in Reges Online, all the information you currently submit through Revisal is already being mirrored in Reges Online. Data is continuously updated in Reges Online as you input it in Revisal.

If an employee wishes to view their employment data with a particular employer, they must enroll using a ROeID or an electronic signature.

Remember these two dates:

• March 31, 2025 – the launch date of Reges Online

• September 30, 2025 – the date when Revisal will be discontinued

DOES REGES ONLINE ENSURE CONNECTION WITH OTHER STATE INSTITUTIONS?

Reges Online provides an API that connects with 51 state institutions, including the General Directorate for Personal Records, which is used to identify applicants (employers, authorized representatives, employees, and former employees). When a person accesses Reges Online and requests to extract a registry, their identity is verified through the General Directorate for Personal Records.

Reges Online is integrated with the National Agency for Fiscal Administration (ANAF), the Pension House, the General Inspectorate for Immigration, the National Employment Agency (ANOFM), and other state institutions. Currently, both Revisal and Reges Online offer these database cross-checks.

Through Reges Online, you will also be required to submit medical leave records. We are working to establish a connection with the Health Insurance House as soon as possible.

If we enrolled in REGES Online in May, are we required to report medical leave starting from April 1st or the date of enrollment?

Regarding medical leave, Government Decision 295/2025 states: medical leave must be reported in REGES Online within 3 working days from the date it is registered with the employer. The obligation lies with the employer, starting from the expiry of this 3-working-day period. When you receive a medical certificate, you have 3 working days to submit it to REGES Online. You must enter the certificate number, the period of the leave, and the illness code. The data must be updated for employees who are active on the date of transition to REGES Online.

Let’s take an example: you transition to REGES Online on July 1st, and you have an employee who has been on medical leave since May. You must record the leave starting from May. It could be an initial leave or an extension.

Keep in mind that by September 30th, 2025, all employers who migrate to REGES Online must update the REGES Online data (which did not exist in Revisal) starting from the date they switch from the old system to the new one. It’s not about 500 data points, but rather general data.

The application has a major advantage: when you open, for example, the profile of employee Ionescu, their data must be updated. You open Ionescu’s individual employment contract, and there are general fields that need to be filled in—such as the level of education required for the respective position—so that there is alignment between the COR code and the education level required for that specific job. There are checkboxes related to the distribution of working time and the working hours schedule, as well as elements related to medical leave.

There are also fields related to Law 153. The application is dynamic and works interactively with you. When you open employee Ionescu’s file, all the fields that must be completed are highlighted in red. If no actions are performed in the application for 2 hours, it automatically logs out. When you log back in, the first thing the system does is notify you that you failed to update the data for an employee.

The update is done only once. After that, REGES follows the same data entry rules as the old Revisal system, with certain completion deadlines and transmission conditions.

DOES THE EMPLOYMENT SENIORITY CERTIFICATE LOSE ITS RELEVANCE?

As long as there is no law stating that the certificate is no longer required, it must be issued upon request or when the employment contract reaches the end of the period for which it was concluded.

The extract from the Revisal Online system serves as proof of work experience and experience in the field. It does not have an expiration date. The employee can access their entire work history at any time, whether it pertains to a single employer or all past employers.

I HAVE 1,000 EMPLOYEES. HOW DO I PROCEED WHEN SWITCHING TO REGES ONLINE? DO I NEED TO UPDATE EACH EMPLOYEE’S DATA ON THE SAME DAY?

When you switch to Reges Online, the deadline is September 30th. You do not need to update all employee data in a single day. The update process can be done in stages.

The application allows you to make mass updates after the initial data entry. For example, if there are collective bargaining agreements and you’ve agreed on a 10% salary increase for employees, previously, you had to update each employee’s salary individually. Now, you can select all employees and apply the change, specifying the amount and the effective date. With a simple click, the update is applied to all employees simultaneously.

If you have a collective dismissal or a transfer, you can also perform mass updates. The application offers solutions for employers so that the time required to complete data changes affecting multiple employees can be done quickly and easily with just one click.

WHAT HAPPENS IF I MAKE A MISTAKE WHEN FILLING IN DATA IN REGES ONLINE? IS THERE A NOTIFICATION SYSTEM?

If you make a mistake, the Reges Online application will ask: Are you sure you want to make this change? It flags aspects that appear incorrect. The application also notifies you when deadlines are missed.

There are also specific notifications such as: Attention! The following individual employment contracts will expire within the next 30 days. You have employees on the minimum wage whose salaries haven’t been updated for 2 years!

Upon logging in, the system uses the email address on file to send notifications from the Labor Inspectorate (ITM), employees, or former employees. Now, both current and former employees can notify the employer about errors or missing data in their personal employment records. It is possible that another person may have previously entered data, and you may not be aware of any mistakes they made. You have 30 days from the moment of notification to correct the error.

There is also a list of predefined elements that employees or former employees can refer to when notifying the employer. For example, if someone downloads their data from Reges and notices that their salary is incorrect, they can go to the notification section, open the list, and select ‘Incorrect salary’. The employer will receive the notification, and the employee will see the issue marked as in progress.

If you increase salaries and submit the decisions today, employees cannot notify you that the change hasn’t been made on the same day. Reges Online will display: You cannot send a notification. The employer is within the 20 working days allowed to submit this information. Only after the 20 working days have passed can the employee check whether the update has been made.

The employer can also view any inconsistencies identified during the data entry process in Reges. Logging in via ROeID or electronic signature shows the records entered by each designated person for the company’s employees. In this way, the employer can choose to allow the designated person to continue managing data or, by simply unchecking a box, revoke their access to complete and transmit data in Reges Online.

In the REGES Online system, employers are required to select the working hours: daytime hours, nighttime hours, and hours during rest periods. How should they correctly mark these?

You should select them based on the specifics of each employee’s activity. From my experience in compliance and inspections, I usually opt for an unequal distribution of working time. This allows the employer to adjust the working hours and time slots as needed. For example, when hiring employees on part-time contracts, you might need them for 2 hours on one day and 3–4 hours on another.

For each employee, depending on the clauses in their employment contract, you should only check the box that reflects their actual situation. There are cases where you negotiate with employees a flexible start time or implement an individualized work schedule for those who have shifted from the standard working hours.

The chosen work schedule—whether unequal, flexible, or individualized—does not always reflect reality. Reality is reflected in the attendance register, the daily record of hours worked, while salary payment is shown through time sheets, payroll statements, and the single tax return.

There is a declarative discrepancy between what is recorded in REGES Online and what appears in the single tax return. In REGES Online, you declare the rights the employee has under their individual or applicable collective labor contract.

IF THE PERSON DESIGNATED BY THE DIRECTOR TO ENTER DATA INTO REGES ONLINE GOES ON LEAVE, HOW CAN I ENSURE CONTINUITY IN DATA ENTRY?

The Reges Online application can be accessed and completed by other colleagues who are designated by the director. It is a multitasking platform, allowing multiple HR employees to work simultaneously in Reges Online from different computers and submit data.

The legal representative can also complete entries in the application by logging in. For example, if a colleague with access to Reges Online leaves the company, their access is automatically revoked once the termination date is entered into the system.

HOW TO ENSURE THE ACCURACY OF DATA SUBMITTED TO REGES ONLINE

To avoid reporting errors and any form of penalties from the authorities, start the transition to the new Reges Online system with a personnel file audit to verify the accuracy of existing data and to complete any missing information.

The BIA team supports employers with personnel file audit services to ensure the accuracy of the data that will be submitted to Reges Online.

Personnel audit services involve reviewing employee files to ensure compliance with labor legislation and the accuracy of the data transmitted to Reges Online.

PERSONNEL FILE AUDIT INCLUDES:

✔️ Verification of mandatory documents in employee files
✔️ Identification of missing or incorrect documents
✔️ Ensuring compliance with labor legislation
✔️ Recommendations for addressing identified issues

This service is valuable for companies seeking to maintain legal and administrative compliance, especially in the context of digitalization and increasingly strict regulatory requirements.

DISCOVER THE COMPREHENSIVE HR ADMINISTRATION SERVICES OFFERED BY BIA HR:

✅ Personnel file audits
✅ Drafting employment contracts and addenda
✅ Preparing termination decisions and clearance documents
✅ Completing and submitting reports to REGES (General Employee Registry)
✅ Issuing employment certificates
✅ Liaising with authorized institutions
✅ Ongoing operational support and legal assistance

The BIA HR team — including 10 certified labor law experts — stays constantly up to date with the latest changes in labor and financial legislation, ensuring you receive the support you need to navigate any developments affecting your business.