Electronic Labor Books: A Critical Deadline for Millions of Ukrainians

According to hvylya.net: There are two ways to do this: upload a scan of the document through the online portal of the Pension Fund or manually digitize all entries. Some employers have already received reminders from the Pension Fund and have started this process.

According to information disseminated on the Factor.Academy YouTube channel, Ukrainians must transition to electronic labor books by June 10, 2026. All data from paper documents must be converted to digital format by this time.

Who is responsible for digitization?

The law does not require employers to scan and submit labor books, but this can be done by the employee themselves, the insurer, or their representative.

• If the employer decides to do it, they can do it centrally, which will help simplify the process for the employees.

Is employee consent required?

If the labor book is with the employer, scanning is part of the HR process and does not require additional permissions. Just deliver the document for scanning and return it immediately.

Verification Before Digitization

Before uploading data, it is necessary to ensure that all entries in the labor book are correctly entered and the quality of the scans meets the requirements.

How to Submit Scans to the Pension Fund

• Log into your insurer's account on the Pension Fund portal.
• Authenticate using an electronic signature.
• In the menu, select: 'Communications with the Pension Fund - Information on Labor Relations (Labor Book)'.

How an Employee Can Do It Themselves

• Log into your account on the Pension Fund portal.
• Select the section 'Communications with the Pension Fund - Information on Labor Relations'.
• Check the data, upload scans, and send them.

Are There Any Penalties?

Late digitization may complicate the appointment of pensions or social benefits, but there are no penalties for employers.

Ukrainian pensioners have until June 2026 to switch to electronic labor books by digitizing all information from paper documents. This process can be done independently or simplified by allowing employers to handle it centrally. Failure to comply with this requirement in a timely manner may lead to complications in receiving pensions or social benefits.