Digitization of Employment Records in Ukraine
A five-year transition period for converting paper employment records into the Insured Persons Register is set to conclude in Ukraine by June 10, 2026. The electronic employment record system was introduced in 2021, marking a significant advancement in modernizing how work histories are tracked. This digitization effort aims to simplify the verification of work experience and streamline pension applications, though no penalties currently exist for failing to comply.
How the Digitization Process Works
To digitize their employment records, individuals or their employers must submit scanned copies of the documents. The process requires scanning every page of the paper record and providing supporting materials that confirm work history. Scans must be in color, saved as JPG or PDF files, and kept under 1 MB in size, with a recommended resolution of 300 dpi. For periods of employment before January 1, 2004, paper documents remain the accepted method for proving work experience.
- Documents can be submitted via the web portal portal.pfu.gov.ua or in person at a service center of the Pension Fund of Ukraine.
- Draft law No. 14257, currently registered in the Verkhovna Rada, proposes extending the digitization deadline for the duration of martial law plus an additional three years after it ends.
As of May 2026, this draft law has not been adopted, which could impact the ability to meet the current digitization deadline.
The move to digitize employment records is a key step in Ukraine’s broader push toward electronic services, designed to reduce bureaucratic hurdles for citizens. The lack of fines for non-compliance may slow progress, particularly given the challenges posed by martial law.
If draft law No. 14257 is approved, the digitization timeline could be substantially extended, altering the pace of the country’s ongoing modernization of its employment record system.