Electronic sick leaves in Ukraine have become an important part of the digitalization of the social sphere, significantly simplifying the process of confirming temporary incapacity for work. As of 2026, the e-sick leave system is integrated with the registers of the Pension Fund and the electronic healthcare system, allowing for automatic data transmission between doctors, employers, and government agencies.
Thanks to this, workers no longer need to bring paper certificates, and employers can quickly receive data for calculating payments. A separate role is played by the ability to check the status of sick leave online and receive notifications through digital services, making the system as transparent and convenient as possible.
What is e-sick leave
E-sick leave is an electronic document that confirms the temporary incapacity of an employee. It is generated based on a medical conclusion from a doctor, which is entered into the electronic healthcare system. After this, the data is automatically transmitted to the Pension Fund register, where the sick leave is created.
Unlike paper sick leaves, the electronic format eliminates the risk of document loss, forgery, or errors due to manual filling. All data is stored in a single system, and authorized persons have access to it. The employee does not actually receive the sick leave 'in hand', but can view its status online.
How electronic sick leave works
The mechanism of e-sick leave consists of several stages. First, the doctor generates a medical conclusion about temporary incapacity after examining the patient. This conclusion is registered in the electronic healthcare system.
Next, the information is automatically transmitted to the Pension Fund, where an electronic sick leave with the corresponding unique number is created. After this, the document receives a status that can change: 'open', 'ready for payment', 'closed', etc.
The employer sees the sick leave in their cabinet and uses this data for payment calculations. The employee also has the opportunity to check the information through electronic services, allowing them to monitor the entire process without additional inquiries.
Who can receive e-sick leave
Individuals insured who are officially employed or pay a unified social contribution have the right to receive an electronic sick leave. This can include both hired employees and individual entrepreneurs.
The grounds for opening a sick leave include illness, injury, care for a child or other family member, pregnancy and childbirth, as well as other cases provided for by law. It is important that the sick leave is formed only after a medical conclusion is made by a doctor who has access to the electronic system.
Persons who are not in the social insurance system cannot receive payments, even if a medical conclusion is generated. Therefore, official employment or payment of contributions is a key condition.
Procedure for issuing and submitting e-sick leave
The issuance of e-sick leave begins with a visit to the doctor or a remote consultation, if the patient's condition allows it. After the diagnosis is established, the doctor generates a medical conclusion, which automatically starts the sick leave creation process.
The employee does not need to submit any paper documents to the employer. All information is transmitted electronically. At the same time, it is recommended to inform the employer about the opening of sick leave to avoid misunderstandings regarding absence from work.
After the sick leave is closed, the system automatically updates its status. The employer gains access to the final information and calculates the payments. If necessary, the employee can receive an extract or check all data in their personal cabinet at the Pension Fund.
E-sick leave in Diya
One of the key advantages of the modern system is the integration of e-sick leaves with mobile services. Through the 'Diya' application, users can receive notifications about opening, extending, or closing sick leave. This allows for quick responses to changes in status and monitoring the situation without unnecessary actions.
In addition, detailed information about each sick leave is available in the Pension Fund cabinet: opening date, duration, status, as well as data for calculating payments. Electronic signature or other identification methods are used for login.
This approach minimizes the risk of errors and ensures transparency of the process. The employee always has access to current information, and the employer has the necessary data for proper document processing.
Duration and calculation of payment for e-sick leave
The duration of the sick leave depends on the employee's health condition and medical indications. The doctor may extend the sick leave if necessary, making corresponding changes to the system. All updates are automatically reflected in the registers.
Payment for sick leave is carried out according to current legislation. The first days of temporary incapacity are usually paid by the employer, and thereafter — at the expense of social insurance funds. The payment amount depends on the employee's insurance experience and average salary.
For the calculation, data about income for the previous period is used. The system allows for automating this process, reducing the load on accounting and minimizing the risk of errors.
Thus, the electronic sick leave is a modern tool that ensures quick processing, convenient access to information, and a transparent mechanism for calculating payments that meets the current requirements of a digital state.
The electronic sick leave has several significant advantages for both employees and employers. First and foremost, it simplifies paperwork. The employee no longer needs to obtain a paper form, check its accuracy, and submit it to the HR department or accounting. All data is generated automatically and stored in the electronic system, which significantly reduces the risk of loss or damage to the document.
For the employee, an important advantage is the accessibility of information. At any moment, one can check the status of sick leave, the date of its opening and closing, as well as ensure that the document has been submitted to the employer. This allows avoiding misunderstandings and promptly responding in case of errors. Also, the electronic format speeds up the payment process, as the employer quickly receives all necessary data.
Employers, in turn, receive a more transparent and controlled mechanism for accounting sick leaves. The data is received directly from official registers, which excludes the possibility of forgery. The load on HR departments and accounting is significantly reduced, as most processes are automated. This allows for faster processing of information and timely payment calculations.
Another important advantage is the integration with other government services. Electronic sick leaves are linked to the Pension Fund registers and the social insurance system, providing a unified approach to accounting for insurance experience and payments. Such digital interaction makes the system more reliable and convenient for all participants.
Features of e-sick leave during wartime
During the state of war, the functioning of the e-sick leave system has its own features that take into account the difficult working conditions of medical institutions and enterprises. In particular, remote issuance of medical conclusions is provided in cases where the patient cannot personally visit the doctor. This allows for maintaining access to medical services even in dangerous regions or during movement restrictions.
In wartime, certain simplifications of procedures are also allowed. For example, in the case of technical failures or lack of access to the electronic system, a doctor can issue the necessary documents with subsequent data entry into the register. This ensures continuity in the sick leave issuance process even under difficult conditions.
For employees who are in combat zones or temporarily displaced, the electronic format is especially important. It allows for obtaining confirmation of incapacity regardless of the place of residence. Employers can also work with such documents remotely, ensuring continuity of HR processes.
Particular attention is paid to data protection and the stability of the system's operation. Government agencies ensure backup storage of information and support for the operation of registers, which allows avoiding data loss even in crisis situations. Thus, electronic sick leaves remain an effective tool even in wartime.
Control and verification of e-sick leave documents
Control over electronic sick leaves is exercised at several levels, ensuring the reliability and legality of their issuance. Primarily, verification occurs automatically within the electronic healthcare system and the registers of the Pension Fund. The system analyzes the accuracy of the entered data, compliance with timelines, and other parameters.
The employer has the opportunity to verify the sick leave through their electronic cabinet. All necessary information is displayed there, including document status, incapacity period, and grounds for its opening. If inaccuracies or suspicious data are detected, the employer can initiate an additional verification.
The employee can also independently monitor their sick leave. Through their personal cabinet in the Pension Fund, a complete history of documents is available, allowing them to verify their correctness. Moreover, notifications about status changes help to respond promptly to any updates.
Government agencies carry out overall supervision of the system, including checks on medical institutions and the correctness of issuing medical conclusions. Measures may be taken in case of violations, including the annulment of documents or conducting internal investigations.
Thus, a multi-level control system ensures a high level of trust in electronic sick leaves and minimizes the risks of abuse, which is especially important in the current conditions of digitalization.