Ukraine is approaching the conclusion of a five-year transition period aimed at digitizing employment records, with the deadline set for June 10, 2026. This initiative is intended to facilitate electronic tracking of work history and streamline the pension allocation process.
The electronic employment record system was introduced in 2021, and the current legislation mandates that all data from paper employment books be entered into the Register of Insured Persons by the specified date. This register will include digital records of employment, transfers, terminations, and other significant changes in an individual’s work history.
According to the Pension Fund of Ukraine, digitizing employment records will enable automatic pension assignments in the future. Once the records are digitized, the original paper employment book will be returned to the employee for safekeeping, while employers will not be required to retain these documents.
Application Process for Digitization
Employers or employees can submit scanned copies of their employment books through the Pension Fund’s electronic services portal. Alternatively, documents may be submitted in person at a Pension Fund service center. This process is accessible even for those residing abroad via the same electronic portal at portal.pfu.gov.ua. The scanned documents must meet specific criteria:
- They should be in color and taken from original documents.
- Images must clearly display full pages and include essential details such as title, series and number, issue date, stamps, signatures, and the owner’s full name.
- Files should be saved in JPG or PDF formats, with each file not exceeding 1 MB.
- A scanning resolution of 300 dpi is recommended to ensure high detail.
It is necessary to scan all pages of the employment book along with any documents that verify work experience. This is particularly important for confirming periods of insurance experience prior to January 1, 2004, as such experience must be validated through paper documentation.
Additionally, it is advisable to submit educational certificates, military service records, and other documents that may support work experience claims.
No Penalties for Non-Digitization
While there are currently no penalties for failing to digitize an employment book, not doing so may complicate the verification of work experience and the pension application process in the future.
If an employment book is lost, damaged, or contains errors, additional documentation or requests to archives may be necessary for work experience validation.
Post-Deadline Implications
The Pension Fund has clarified that if an employment book is not digitized by the June 10 deadline, the insured work experience will not be lost. However, paper documents may still be required to validate employment periods, particularly for dates prior to January 1, 2004.
If neither the employer nor the employee has digitized the paper employment book—perhaps due to a lack of employment in the past five years or other valid reasons—the documents can still be scanned at a later time or during a pension application process with the Pension Fund.
Ukraine's transition to digital employment records is set to conclude on June 10, 2026, enabling streamlined pension processes. While no penalties exist for non-digitization, it may complicate future pension applications.