How to Digitize Your Work Record Independently, According to Ukraine's Pension Fund

Submitting Documents via the PFU Portal

According to ХВИЛЯ: Employees whose work record books were not digitized by their employers can now independently submit scanned copies through the electronic services portal of Ukraine's Pension Fund (PFU). This allows insured individuals to avoid issues with the official recording of their employment history, as the legal responsibility for digitization lies with employers. Deputy Chairman of the PFU Board, Oleksandr Maletskyi, noted that the law provides individuals with the right to submit their own data. This move is part of a broader digital transformation of public services in Ukraine.

The Submission and Processing Procedure

To submit documents, employees need scanned copies and a qualified electronic signature (QES). Uploading files in PDF format is recommended. Oleksandr Maletskyi emphasized that anyone with the ability to create scans and a QES can upload them to the Pension Fund's e-services portal. Once the documents are signed with the QES, the information is submitted for processing.

PFU staff process the submitted documents and enter the records into the register. Due to high demand, the current processing time for scans is approximately one-and-a-half to two months. Oleksandr Maletskyi clarified,

"We are a bit overloaded, so I think full processing will take about one-and-a-half to two months, given the large queue that has now accumulated."

Submitted documents are stored in the system even if processing is delayed.

The e-services portal features a section where individuals can review data compiled from employer reports. This information serves as the basis for calculating future pension entitlements. For added convenience, the PFU also offers a mobile application that allows users to view register data.

The situation with digitizing work records reflects a wider challenge in Ukraine related to the transition to electronic citizen services. While implementing these capabilities simplifies access to employment history, it has created strain on the system due to high volume. The issue is particularly relevant as the country prepares for pension reforms and modernizes its social services, which will directly impact citizens' future financial security.

For those who prefer a more streamlined approach, there is an option to digitize work records in one visit to the Pension Fund. This method can save time and effort, especially for individuals who may find the digital submission process challenging. Understanding both options can help you choose the best way to manage your employment history effectively.