Paper employment record books become invalid: how to switch to electronic format
30 September 19:22
ANALYSIS FROM 
Ukrainians have been reminded that they must convert their work record books into electronic format by June 2026. If the requirement is ignored, there is a real threat of losing the acquired insurance period, which will affect the right and amount of future pension payments. Since there is little time left, they ask you to hurry up. What awaits those who do not have time to digitize their work record book, how to do it and who should do it – found out
The Law of Ukraine “On Amendments to Certain Legislative Acts on Recording Employee Labor Activities in Electronic Form” came into force on July 10, 2021. Ukrainians have been given five years to convert their paper employment records into electronic format through the Pension Fund.
By June 2026, both paper and electronic employment records will be valid.
The Pension Fund noted that the electronic work record book is filled with data on seniority and salary based on employer reports. The Pension Fund’s web portal began registering salary reports in 1998, and seniority data in 2004.
All information prior to these years is not available in the register, so it must be entered manually. This should be done by the employer, but if the employee has a paper labor record, he or she should take care of it on his or her own.
To do this, you need to submit scanned copies of paper documents to the Pension Fund. There are specific requirements for them: scans must be color, clear and readable (series, number, margins). Only the filled pages of the document need to be copied. There is an official instruction on this.
Pension remotely
According to
After June 2026, pensions will not be granted on the basis of paper labor records, and a pensioner who continues to work may lose his or her new seniority when recalculating the pension.
For those who already receive an old-age pension, the data from their paper employment record has already been taken into account when calculating their insurance record. There is no need to scan it,” the expert emphasizes.
The Pension Fund also said that the electronic labor record is a very convenient tool.
Especially given that many Ukrainians have gone abroad and are unable to return to Ukraine to receive a pension, this can be done remotely.
Or at least check whether they are eligible for it using the Auto-Appointment electronic service, for which an electronic work record book is mandatory.
Those who want the Pension Fund to grant them a pension automatically without having to apply can send an application form for automatic pension granting. By the time you reach retirement age, the Pension Fund will have all the necessary information about your insurance record, and an application will be automatically generated on the day you reach retirement age. The information that the application has been accepted for processing is sent to the citizen’s personal electronic account. And this is now actively used by those who have left Ukraine, because most budgetary institutions, government agencies and many companies have long since digitized paper workbooks,” says Iryna Honchar.
What to do if you lose a paper employment record book
If your employment record book is lost, you will have to go a long way. You will need to collect certificates, extracts from orders, personal accounts and payroll records, certificates, certificates of merit, written employment contracts and agreements with notes on their execution, as well as other documents containing information about periods of work. It’s good if the company or organization is located in the non-occupied territories and has preserved its archives,” the expert emphasizes.
It should also be remembered:
- before January 1, 2004, the length of service (entries in the employment record book) was taken into account,
- from January 1, 2004 to the present day, the insurance record is taken into account, i.e. only those periods when taxes were paid at least the minimum wage. If the contributions are not paid, the length of service is not counted.
What data is entered into the electronic work record book
Digitized documents confirming the insurance period.
First of all, these are:
- scanned color copies of all pages of the employment record book in chronological order;
- documents on full-time education;
- birth certificate of a child (for women);
- military ID card.
How to submit documents
You can submit a scanned employment record book or other documents confirming your insurance record through your personal account on the Pension Fund of Ukraine web portal. This can be done by both the employer and the employee. There are many videos on the Internet with step-by-step instructions.
Where to find and how to view an electronic work record book
This can be done through the web portal of the Pension Fund of Ukraine. You can also contact the nearest service center or call the hotline of the Pension Fund’s main office.
Дивіться нас у YouTube: важливі теми – без цензури
In addition, the Pension Fund of Ukraine has developed a mobile application of the same name for Android and iOS, which provides access to the Fund’s electronic services from mobile devices and makes interaction with it as convenient as possible.
Author – Alla Dunina
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