Ukraine’s Push to Digitize Employment Records
Ukraine has established a transition period for converting paper-based employment records into digital format, with a final cutoff date of June 10, 2026. This initiative stems from Ukrainian Law No. 1217-IX, which took effect on June 10, 2021. All information from physical documents is being transferred to the State Register of Insured Persons. This digitization effort represents a major step forward in modernizing how the country tracks citizens’ work histories.
Document Submission Guidelines
Under Resolution No. 11-1 of the Pension Fund of Ukraine (PFU), employers, individual citizens, and self-employed persons can submit documents as scanned copies or digitized records with supporting attachments. A key requirement for remote submissions is the use of a qualified electronic signature (QES). Data is transmitted to the PFU only once—there is no need to resend scans after a new entry is added. Additionally, the law does not provide for the temporary issuance of a physical employment record book.
Priority processing is given to individuals who are within two years of retirement age, as well as those with official work history dating before July 1, 2000. Citizens can check the digitization status and obtain an extract from the electronic employment record (EER) through online tools. This EER extract carries the same legal weight as a traditional paper employment record book.
Under the new rules, any employment record books opened after June 10, 2021, must be kept by the employees themselves. Companies face a fine of one minimum wage for each violation if they retain the employment record books of new hires. The law does not impose strict deadlines for making entries in an employee-held record book, and part-time work arrangements are not noted in it.
Military service periods are recorded in the employment record book only after demobilization. If an employment record book remains in a temporarily occupied territory, a duplicate can be issued according to the procedures outlined in the official instructions. Scanning can be carried out by company HR departments or by citizens through their personal accounts using a QES. Ultimately, the digitization of employment records aims to make work history information more convenient and accessible for all Ukrainian citizens.
This digitization process is a critical part of Ukraine’s broader push to digitalize government services, which will simplify access to employment history data.
The new rules enhance the legal standing of electronic extracts, allowing them to be used on par with paper documents. This is expected to positively impact the labor market and reduce administrative hurdles for citizens. However, ensuring robust information security and data privacy throughout the digitization process remains a key priority.