Vacancy Reporting Guidelines

The Labour Codes 2025 require employers to report vacancies to notified career centres within a specified timeline. This ensures transparent labour market information and helps workers access job opportunities nationwide. This article explains reporting rules, timelines, formats, and HR responsibilities.

Introduction

Vacancy reporting has existed in earlier laws but was applied inconsistently and often limited to specific establishments. Under the Labour Codes 2025, the requirement becomes broader and more structured. Employers must now report all notified vacancies to designated career centres using the prescribed digital format.

This framework promotes equal employment opportunities, improves labour matching efficiency, and supports government workforce planning. For HR teams, vacancy reporting is now a defined compliance function with clear timelines and procedures that must be integrated into recruitment workflows.

This article provides a complete explanation of the vacancy reporting obligations and the actions HR teams must take to stay compliant.

Key Changes at a Glance

• Mandatory reporting of vacancies to career centres
• Digital reporting format prescribed
• Timelines defined for all establishments
• Applies to permanent and fixed term roles
• Exemptions available only for certain categories
• Enables nationwide labour market visibility
• Supports workforce planning efforts

Detailed Explanation of Vacancy Reporting Guidelines

1. Mandatory Reporting to Career Centres

Employers must report all vacancies notified under the Code to the appropriate career centre.
This applies to:

• Permanent roles
• Fixed term employment
• Skilled and semi-skilled positions

Routine internal promotions or role changes are generally exempt.

2. Format and Mode of Submission

Vacancy details must be submitted in the prescribed digital format including:

• Job title
• Job description
• Required skills
• Number of positions
• Salary range
• Location
• Application timeline

Digital reporting ensures uniformity and transparency.

3. Reporting Timeline

Vacancies must be reported within the stipulated days from the date the vacancy arises.
This ensures the labour department has real-time visibility of job openings.

4. Exemptions

Certain roles may not require reporting such as:

• Confidential positions
• Senior management in some sectors
• Short-term project-based roles (subject to notification)

HR must verify exemption status before deciding not to report.

5. Benefits of Vacancy Reporting

Vacancy reporting helps:

• Improve job visibility for workers
• Reduce hiring timelines
• Support government employment programs
• Enable data-driven workforce planning

For broader social security and worker access context, read Social Security Code Explained.

6. Integration Into HR Processes

HR teams should integrate reporting into:

• Recruitment workflows
• ATS or HRMS systems
• Communication channels with career centres

Digitisation makes it easier to align reporting with hiring.

7. Compliance and Audit Requirements

HR must maintain digital records of:

• Reported vacancies
• Submission receipts
• Correspondence with career centres

These may be reviewed during digital inspections.
For inspection specifics see Digital Inspections Under New Labour Codes.

Vacancy Reporting Framework

HR Checklist for Immediate Action for Vacancy Reporting Compliance

• Identify roles requiring mandatory reporting
• Set up digital reporting process with career centres
• Define internal timelines aligned with the Code
• Integrate vacancy reporting into recruitment workflows
• Train HR teams and hiring managers
• Maintain digital records of all submissions
• Audit reporting compliance monthly

Explore HRStop Today

HRStop enables seamless vacancy reporting with digital job postings pre-filled templates automated recordkeeping and compliance alerts built into your recruitment workflow.

How HRStop Helps

• Auto-generated vacancy reporting templates
• Digital submission records
• Integrated recruitment and compliance workflows
• Multi-location vacancy tracking
• Cloud storage for reporting documents

Related Articles

• Social Security Code Explained
• Digital Inspections Under New Labour Codes
• Single Registration License and Return System
• India’s New Labour Codes 2025 Overview

Conclusion

Vacancy reporting under the Labour Codes 2025 is a key compliance requirement aimed at improving employment transparency and labour market efficiency. HR teams must digitalise their reporting processes and align internal hiring workflows with the new guidelines to remain compliant.

FAQs

Are all vacancies required to be reported?
Only vacancies notified under the Code need to be reported.

Is digital submission mandatory?
Yes, digital reporting is required under the new system.

Do fixed term vacancies need reporting?
Yes, unless specifically exempted.

Are short-term project roles exempt?
Some may be, based on notifications.

Do we need to maintain submission records?
Yes, digital records must be stored for audit purposes.