Electronic employment record book: what changes for employees and employers before 2026

The digitization of employment record books has become one of the key reforms in the field of social protection and labor relations in Ukraine in recent years. The transition to an electronic format is carried out in accordance with Law No. 1217-IX, which entered into force in June 2021 and provides for a five-year transitional period — until June 10, 2026. For Ukrainians, this process has become not only a requirement of the times but also a safeguard against the loss of insurance periods, the risk of lost pension entitlements, and a simplification of employment procedures.

Reasons for Implementing the Electronic Employment Record Book
The traditional paper employment record book has long served as the main proof of employment history and a basis for pension payments. However, this format had several drawbacks: loss of documents, damage, forgery, or obstacles to quick pension processing. Especially during the war, many people lost their original documents or did not have access to them.

The transition to the electronic employment record book is not just a step towards a digital state, but also a guarantee of preserving information about employment periods, protection of personal data, greater efficiency in the provision of public services, and convenience for both employees and employers. Ultimately, all data must be stored in the State Register of Insured Persons of the Pension Fund of Ukraine and be available online at any time.

Deadlines and Who Initiates Digitization
All employment information must be transferred to electronic format by June 10, 2026. Both the employee and the employer (including individual entrepreneurs and legal entities) can be responsible for digitization. The system is designed so that the individual can independently monitor whether their employment data have been submitted.

How to Digitize Your Employment Record Book Yourself
The process consists of several steps:

• Register on the electronic services portal of the Pension Fund of Ukraine (https://portal.pfu.gov.ua/) using an electronic signature or BankID.
• Scan or take quality photos of all pages of the employment record book and documents confirming insurance periods before 2004.
• Upload the scans/photos in chronological order when filling out the online form on the portal.
• Wait for confirmation that the information has been entered into the register. All digitized entries are signed with an electronic signature, making forgery impossible.
• After confirmation, all entered information can be viewed at any time in the “Electronic employment record book” section on the portal, and its accuracy checked.

Digitization by Employer
The employer can also scan pages of employees’ record books, submit data through the corporate account of the Pension Fund, and employees can view this information in their personal account. It is important to ensure that all entries are transferred, especially those related to employment before 2004 and documents confirming employment periods: diplomas, military IDs, children’s birth certificates, etc.

Audit and Preparation of the Record Book
Before scanning, it is necessary to carefully check the accuracy and integrity of all entries, the absence of corrections and incorrect personal details. If there are errors or discrepancies with the passport, they must first be corrected at the HR department or with the employer. The title page must not have abbreviations, names must be fully written out, and birth dates must match passport data.

The Importance of Correctly Entering Employment Data
In the electronic format, it is especially important to enter all information on insurance periods, as it is the basis for pension calculation. If any information is missing, or there are formal errors in dates or records, the person risks losing part of their employment history. In such cases, one can contact the territorial office of the Pension Fund or submit an electronic request for correction.

Consequences of Late Digitization
There is a real risk of loss of insurance periods or inability to confirm periods of employment, especially before 2004. This can result in delayed pension payments or a reduction of total credited periods. After the deadline, restoring lost paper documents is often impossible, so digitization now protects the pension rights of future retirees.

What Else You Should Know

• After digitization, the paper record book becomes an archival document.
• Scans can be submitted personally or by the employer.
• Digitization is also required for individual entrepreneurs.
• If combining several jobs, it is necessary to obtain entries from each place of work.
• From 2026, new employment can be arranged without a paper employment record book.
• The system minimizes fraud and falsification of employment periods.

Stages and Benefits of the Electronic Record Book for the State and Individuals

• Access to employment history from anywhere in the world.
• Simplification of pension appointment procedures and reduction of bureaucracy.
• Automation of many state services in the social protection sphere.
• Increased employer transparency – only genuine employment periods are recorded, eliminating shadow schemes.
• Possibility of keeping both paper and electronic record books during the transition period.

Conclusion
The digitization of the employment record book is a step towards a digital Ukraine that ensures protection of employment rights, transparency, and convenient online access to crucial future information. After June 10, 2026, the electronic version will become the only legally valid confirmation of employment activity, so it is important not to delay and undergo all digitization procedures promptly.

Svitlana Krutorogova — attorney, Legal Company WINNER.