As technology advances, many aspects of our lives are shifting to a digital format, and employment records are no exception. Ukraine is actively moving towards full digitalization, and a key step in this direction has been the electronic employment record. This isn’t just about convenience; it’s a vital tool for simplifying employment history tracking, pension assignments, and reducing bureaucracy. But what does this mean for every working Ukrainian, and how can you ensure you don’t miss the important deadline?
Why Is Digitizing Your Employment Record Important?
For a long time, the paper employment record book was the primary document confirming work experience. However, like any paper medium, it’s susceptible to risks: loss, damage, and inaccuracies in entries. With the introduction of the electronic employment record, these problems are becoming a thing of the past.
Law of Ukraine No. 1217-IX dated 05.02.2021 introduced changes to legislation, shifting employment activity accounting to an electronic form. The main goal is to create a unified Register of Insured Persons of the Pension Fund of Ukraine, which will contain complete information about every citizen’s employment history. This significantly simplifies the pension calculation process, making it more transparent and automated. Employees will no longer have to collect certificates and experience confirmations—all data will be available online.
The deadline for digitizing all paper employment record books is June 10, 2026. By this date, every citizen of Ukraine is recommended to convert their employment record book into a digital format. After this deadline, although paper books will not lose their legal force, the primary accounting will be conducted in electronic form.
Step-by-Step Guide: How to Digitize Your Employment Record
The digitization process might seem complex, but it’s actually quite simple and accessible to everyone. There are two main ways to do this:
- Through the Web Portal of Electronic Services of the Pension Fund of Ukraine (PFU): This is the most convenient and common method.
- Prepare your documents. You’ll need scans or clear photos of all filled pages of your employment record book. It’s crucial that all entries are easily readable. In addition to the employment record book itself, full accounting of work experience may require scans of other documents that affect pension accruals. These include educational documents (diplomas), birth certificates (for women, which can affect service, e.g., maternity leave), military ID, and other supporting documents.
- Create an account on the PFU portal. If you don’t have one yet, you can register using a Qualified Electronic Signature (QES) or BankID.
- Upload your scans. In your personal account on the PFU portal, find the section «Information on Employment Activity» or «Electronic Employment Record.» Upload the prepared files. It’s recommended to use .jpg or .pdf format, with each file not exceeding 1 MB in size, and a scanning resolution of 300 dpi. Upload documents sequentially, page by page, to avoid missing any data. Make sure that, in addition to the employment record book, all accompanying documents affecting the calculation of your service are also uploaded.
- Submit for review. After uploading all necessary documents, send them for verification to the Pension Fund. PFU specialists will verify the information and enter it into the Register of Insured Persons.
- Await confirmation. You can track the processing status in your personal account. Typically, the process takes up to several business days. After successful processing, your electronic employment record will be formed.
- Through your employer: Employers also have the option to submit scanned copies of their employees’ employment record books to the Pension Fund. However, it’s important to understand that an employer can only upload data contained directly within the employment record book, as well as information about periods of work recorded in electronic reports. Supporting documents, such as diplomas, birth certificates of children, or military IDs, which affect the total service (e.g., preferential periods), must be submitted by the employee themselves through their personal account on the PFU portal. Therefore, even when digitizing through an employer, employees are still recommended to verify the completeness of data in their electronic account and add any missing documents if necessary.
What to Do After Digitization and What Are the Benefits?
After the successful formation of your electronic employment record, your paper book effectively loses its primary significance. You can keep it for safekeeping, as, according to legislation, since June 10, 2021 (when electronic accounting became prioritized), the storage of paper employment record books by employers is no longer mandatory. The employee can independently keep their paper employment record book, or it can be handed over to them with a signature.
The benefits of an electronic employment record are clear:
- Reliability: Your service data is stored in a secure electronic register and cannot be lost or damaged.
- Accessibility: You can view your insurance record and information about your employment activity online at any time, no matter where you are.
- Convenience: The need for paper employment record books when hiring or dismissing employees is eliminated. The document processing becomes simpler.
- Pension Automation: In the future, pension assignments will occur automatically, without the need for personal application and collecting numerous certificates. The Pension Fund will have all necessary information about your service.
- Combating Forgery: The electronic format minimizes the risks of falsifying service data.
Frequently Asked Questions About the Electronic Employment Record
- Do I need to keep my paper employment record book after digitization? Yes, it’s recommended to keep it with you, as it may be needed to confirm data entered into the electronic register or in case of disputes. However, for service accounting, it will no longer play a key role.
- What if there are errors or inaccuracies in my employment record book? In case of errors in entries, you must contact the Pension Fund of Ukraine with supporting documents for correction.
- Can an employer refuse to accept a paper employment record book after 2026? After June 10, 2026, the primary accounting is conducted in electronic form. Employers will be required to enter information about their employees’ employment activity into the Register of Insured Persons. A paper employment record book can be maintained at the employee’s request but is not mandatory for employer storage.
Don’t put off digitizing your employment record until the last minute. This is an important step towards a more convenient and transparent accounting of your employment service, which will provide you with peace of mind and confidence in future pension provision. Take advantage of modern capabilities to protect your employment rights and simplify interaction with government agencies.