Employers Face New Hurdle as Pension Fund Severs Digital Links to Mobilized Staff

Digital Record-Keeping Issues for Mobilized Employees

According to ХВИЛЯ: Employers of mobilized personnel are encountering a significant technical obstacle concerning the digitization of their work record books. After submitting a monthly tax report that shows no payroll accruals or Unified Social Contribution (USC) payments, the connection between the employee and employer is automatically severed on the Ukrainian Pension Fund's (PFU) web portal. This results in a portal notification stating 'this employee is not your employee,' despite no formal dismissal having taken place.

This issue also applies to employees on childcare leave for children under three, unpaid leave, or those whose employment contracts are suspended. As HR expert Yana Yaroshenko notes,

"this is purely a technical nuance."

Employers must be particularly vigilant, as there may be insufficient time to submit scanned copies of documents for all these employee categories before the reporting deadline.

The Critical Need for Timely Administrative Action

To date, the PFU has not issued any specific instructions for resolving this problem. According to Yana Yaroshenko,

"So far, no one is giving us any concrete instructions. Most likely, we will continue to keep records undigitized and unscanned."

The only viable solution for employers is to submit the required information before the employee's mobilization, leave, or contract suspension begins. This administrative challenge is a direct consequence of Ukraine's ongoing adaptation of its digital systems to the realities of a large-scale mobilization.

This situation underscores the critical importance of completing administrative procedures on time to maintain the formal employer-employee link. Given the extended durations typical of mobilization and certain types of leave, employers must be prepared for potential delays in submitting necessary paperwork. The current lack of clear guidance from the Ukrainian Pension Fund complicates matters, making it essential for employers to actively monitor official updates and legislative changes to avoid negative repercussions for their staff's long-term records.