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The Pension Fund of Ukraine (PFU) has provided clarification.
Employment relations between an employee and an employer in Ukraine are regulated by national labour legislation. Gradually, the electronic employment record book is replacing the traditional paper version. The Main Directorate of the PFU in Zakarpattia has explained how to digitize an employment record book if a person is currently abroad.
What information an electronic employment record contains
According to the PFU, the electronic record includes digital data on hiring, transfers, dismissal, and any other changes related to a person’s employment history.
“Entries made before 1 January 2004 in the paper employment record book, which was previously the main document confirming a person’s employment history, can be digitized and stored in the Pension Fund’s information system,” the statement says.
The PFU also noted that insurance (pension) service is calculated based on the personalised accounting system. For periods before its introduction, the service is calculated according to documents added to the Register of Insured Persons of the State Register of Compulsory Social Insurance — including digitized documents showing employment periods.
Can the employment record book be digitized online?
Yes. The PFU confirms that a worker’s employment record book can be submitted for digitization online — including from abroad.
“To do this, all pages of the employment record book containing entries must be scanned,” the PFU explains.
They added that access to the Fund’s online services is available from countries that are friendly to Ukraine.
The scanned copies must meet the following requirements:
scanned in colour from original documents
clear images of full pages and all text elements (title, series and number, date of issue, seals, signatures, full name of the owner)
saved in JPG or PDF format
size of each file must not exceed 1 MB
recommended scanning quality — 300 dpi for good detail
How to submit scanned copies for digitization
To submit your scans online, follow these steps:
Log in to the PFU e-services portal using a qualified electronic signature (QES) or Diia.Signature and click “Sign in”.
In the section “Communication with the PFU”, select the tab “Information about employment relations”.
Fill in personal information (if it did not load automatically) and give consent for the transfer and processing of your personal data.
Attach scanned copies of all filled-in pages of your employment record book in chronological order, then click “Sign and send to PFU”.
You can check the status and results of your application in the “My requests” section.
