Digitalization of Employment Records by 2026: Is Scanning Necessary for Working Pensioners

Digitalization of Employment Records in Ukraine

According to ХВИЛЯ: The digitalization of employment records in Ukraine is ongoing with a deadline of June 10, 2026. In this regard, questions arise about the necessity of scanning employment records for working pensioners and employees whose labor activity began after January 1, 2004.

According to the procedure of the Pension Fund of Ukraine No. 11-1, the submission of information about employees' work experience is regulated. For pensioners who continue to work, digitalization of employment records is not mandatory. As experts note,

“in this case, there is no need to digitize employment records, as all data about their work experience before the pension appointment or recalculation is already taken into account”

(source: experts from the Pension Fund of Ukraine). This means that pensioners do not see unconfirmed work experience in their internal system. Moreover, regulations do not contain exceptions regarding digitalization for this category of employees.

The Situation for Employees after 2004

Regarding employees whose labor activity began after January 1, 2004, data about their work experience is stored in the State Register of Insured Persons. This ensures automatic formation of pension cases without the need for additional scans of employment records.

“There is no need to submit scans of working pensioners' employment records to the Pension Fund, as pension cases have already been formed for them”

(source: experts). Given these facts, employers are advised not to worry about the digitalization of their pensioner employees' employment records, as their work experience is already accounted for in the system.

This digitalization process, which continues until 2026, aims to simplify access to data about work experience, but for working pensioners, it is not necessary.

The digitalization of employment records is part of a broader reform of the pension system in Ukraine aimed at improving the efficiency of work experience accounting and simplifying access to pension data. Importantly, for employees who began their labor activity after 2004, data is already stored electronically, which helps avoid unnecessary administrative costs. This also indicates a gradual transition to digitalization in various fields, which can ease the lives of both employees and employers.