Electronic employment records: what will happen after 10 June 2026

This has been announced by the Pension Fund of Ukraine.

The PFU explains that the paper employment record book will not be abolished immediately; instead, a transitional period will remain in place until 10 June 2026, during which both paper and electronic formats for recording employment history will be used in parallel. It was this five-year period that was introduced by Law No. 1217-IX.

The Fund has separately addressed the question of what will happen if an employment record book is not digitised on time. The PFU’s position is as follows: the absence of a digitised copy will not result in the loss of service record, as data on insurance service record after 2004 is already held in the personalised accounting system.

The PFU also emphasises that current legislation does not provide for any fines or other negative consequences for either individuals or employers if electronic copies of employment record books are not submitted by the specified date.

What happens if the record book is not digitised by the deadline

If a work record book has not been digitised by 10 June 2026, the individual will still be able to submit paper documents when applying for a pension. The Pension Fund stresses that all this data will be entered into the system, and years of service will not be lost.

At the same time, the Fund warns that failure to digitise the book on time may create a practical problem – delays in pension payments or in processing the pension in the future, as the documents will have to be processed additionally at the time of application.

Scanned copies can be submitted either by the employer or by the insured person themselves via the Pension Fund’s e-services portal. If a person does not have a qualified electronic signature, they can visit a Pension Fund service centre with the original documents.

Scanned copies for digitisation must be in colour, clear, and show the full image of the pages and all the document’s details. They must be saved in JPG or PDF format, with each file not exceeding 1 MB, and the recommended scan quality is 300 dpi.

Therefore, Ukrainians are advised to digitise their employment record books by 10 June 2026, but missing this deadline will not result in fines or loss of service record. The main risk in this case is not punishment, but possible complications or delays when applying for a pension.

As a reminder, the transition of employment record books to electronic format is ongoing in Ukraine, and for certain categories of employees, it is advisable to complete this by the end of March.