Ukrainians need to digitise their employment record books: by what date and what will happen if they don't?

Ukraine is actively transitioning from paper employment record books to electronic ones. This is not just a formality, but an important step towards preserving insurance records and ensuring timely pension payments. Find out what deadlines are set by law, how digitisation works, and what documents you need to submit to ensure that your employment history is taken into account in full

Legal advice for Ukrainians

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Ukraine is gradually abandoning paper employment record books and switching to an electronic format. This process began on 10 June 2021 and should be completed by 10 June 2026, according to Law No. 1217. The Pension Fund of Ukraine (PFU) advises citizens not to delay the digitisation process, as late submission of documents may result in the loss of part of the insurance period or delays in the appointment of a pension.

How does digitisation work?

Scanned copies of the employment record book can be provided by either the employee or their insurer. To do this, you need to upload clear, colour images of all completed pages of the document to your personal account on the PFU portal (portal.pfu.gov.ua).

File requirements:

▪️ format — .jpg or .pdf;

▪️ resolution — preferably at least 300 dpi;

▪️ size — up to 1 MB per file;

▪️ all pages must be presented in chronological order with visible details: stamps, signatures, dates, serial number.

In addition to the employment record book itself, you can attach a diploma, child's birth certificate (for women), military ID, and other documents that affect the calculation of seniority. For example, education in higher education institutions before 2004 was also taken into account in the employment record.

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Instructions for employers and employees

Employers must:

▪️ log in to the PFU portal via KEP, BankID or Diya.Signature;

▪️ select the section ‘Information about the employee's employment relationship’;

▪️ upload scanned documents.

Employees can submit documents through the section ‘Communications with the PFU’, where an electronic record is created and scanned copies are attached.

How to check digitisation?

After processing the documents, information about employment will be displayed in your personal account on the PFU portal, in the section ‘Electronic employment record book’. There are three tabs available there:

▪️ ‘ETC data’ — automatic information from employer reports since 1998;

▪️ ‘Digitised ETC’ — data added from scanned documents;

▪️ ‘Scanned copies of the employment record book’ — uploaded images.

You can also check your total insurance experience in the ‘Insurance data’ section. In case of errors, PFU specialists leave comments about discrepancies.

Important to remember!

1. The electronic employment record book automatically displays data on employment since 2004, but information on earlier experience must be added manually.

2. Before 1 January 2004, experience was counted as work experience and is confirmed by entries in the employment record book or other documents.

3. Individual entrepreneurs do not need to enter records about their own activities, but data on employees of individual entrepreneurs must be uploaded.

Reminder! Ukraine is experiencing a growing labour shortage: there are two jobs for every applicant. Find out which professions are most in demand, why there is a shortage of workers, how the situation differs across regions, and what the forecasts are for the labour market until 2027.

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