The transition to electronic employment records is nearing completion in Ukraine. By 10 June 2026, employees and employers are advised to transfer their employment data to the Pension Fund to avoid problems with confirmation of length of service and pension applications.
Briefly about the main points
- The transition to electronic employment record books will continue until 10 June 2026.
- Data from paper employment records must be transferred to the Register of Insured Persons of the Pension Fund of Ukraine.
- You can submit documents through the Pension Fund's web portal or through your employer.
- The lack of digitization can make it difficult to grant a pension.
What is changing with electronic workbooks
The transition to electronic labour records in Ukraine began on 10 June 2021 after the entry into force of the Law No. 1217-IX. The law establishes a five-year transition period, which ends on 10 June 2026.
Once the transition is complete, the Pension Fund's electronic register will become the main source of information on employment history. This should make it easier to apply for pensions and access data on insurance record.
How to digitise your employment record book
In the Pension Fund explain, Please note that in order to transfer data, you need to prepare colour scanned copies of all pages of your employment record book in chronological order. You can also attach documents confirming seniority if the relevant records are missing or need to be clarified.
You can submit documents through the «Electronic employment record book» on the web portal of the Pension Fund of Ukraine. This can be done either by the employee through their personal account or by the employer.
Whether a person will lose seniority after 10 June 2026
The Pension Fund emphasises that a non-digitised employment record book does not automatically mean a loss of insurance period. At the same time, the lack of information in the register can significantly complicate the procedure for confirming periods of work, especially if it concerns the period of service before 2004.
That is why citizens are advised to check their data in advance and, if possible, complete the digitisation of documents before the end of the transition period.
Who doesn't need to digitise their documents
According to the Pension Fund, employees who started working officially after the introduction of electronic records in 2021 usually do not need to transfer data from their paper employment record books separately. Information about their employment is automatically entered into electronic registers.
Context.
The Verkhovna Rada has also registered a legislative initiative to possibly extend the deadline for digitising employment records due to difficulties related to the war, relocation of enterprises and loss of archives. However, the official end date for the transition period remains 10 June 2026.
