On June 10, 2026, a five-year transition period will end, during which citizens of Ukraine had the opportunity to digitize their paper employment records through the Pension Fund. After this date, the electronic form will become the priority for recording work experience, and paper documents will lose their status as the primary confirmation of employment activity.
This is reported by Finway
What Changes Are Being Implemented and Who Are They Important For
The reform began back in 2021 when the need to transfer information about employment activity to a unified electronic register of insured persons was identified. This is particularly relevant for those who started their employment before January 1, 2004, as the records in paper employment books confirm their experience during this period.
In 2004, the system for accounting pension rights changed in Ukraine – with the enactment of the Law on Mandatory State Pension Insurance, employers began submitting personalized reports to the Pension Fund, and data on work experience is stored electronically. Therefore, those who started working after 2004 do not need to additionally digitize their records.
In other words, those who began their employment after 2004 do not need to digitize their employment records.
Steps for Digitizing Employment Records
The Pension Fund recommends that employers who keep paper employment records of employees scan them and upload them through the electronic cabinet of the Pension Fund by June 10, 2026. After digitization, the employer must personally hand over the employment record to the employee for signature.
If the employment record is already with the employee, or if the employer has not digitized it, the employee can do this independently through the electronic services portal or during a personal visit to the Pension Fund. To do this, one needs to:
- Scan the documents in color format with a clear display of all pages and details (title, series, number, issue date, stamps, signatures, full name of the owner).
- Save copies in JPG or PDF formats, with a size of up to 1 MB each.
- Log in to the Pension Fund’s website using a digital signature or “Diia.Signature”.
- In the “Communications with the Pension Fund” section, select the “Information on Employment Relations” tab, fill in personal data, and consent to the processing of personal information.
- Upload the scanned copies of the employment record and click “Sign and Send to the Pension Fund”.
The status of the submitted application can be tracked in the “My Requests” section on the Pension Fund portal.
In addition to the employment record, to confirm certain periods of experience, it is allowed to submit scanned copies of military tickets, diplomas of full-time education (along with the appendix), birth certificates of children (for women), and in case of a name change – relevant supporting documents (for example, a marriage certificate).
What to Do If You Missed the Opportunity to Digitize the Record
After June 10, 2026, the possibility to digitize the employment record will remain, but it is not recommended to postpone this procedure. In case of loss or damage to the paper document, it will become more difficult to confirm experience for the period before 2004 – one will have to contact archives or even go to court.
At the same time, the Pension Fund emphasizes that there are no fines, sanctions, or annulments of experience for untimely digitization of the employment record.
As of June 2, 2026, over 10 million employment records have already been digitized in Ukraine, with about 1.5 million documents left to process.