Digitization of employment records by June 10, 2026: Why is this important for Ukrainians with temporary protection in the EU?

The digitization of employment records in Ukraine will be completed in 2026. Find out why this is important for Ukrainians with temporary protection in the EU, how to submit documents, and how to preserve your employment history

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The transition period for digitizing paper employment records is coming to an end in Ukraine. By June 10, 2026, employers must submit scanned copies of the employment records of employees hired before June 10, 2021, to the Pension Fund of Ukraine. The process itself has been underway since 2021 and, in accordance with current legislation, is scheduled to be completed in June 2026.

For Ukrainians currently abroad under temporary protection, this issue may not seem like a priority. However, the entries in the employment record book can affect future pensions, proof of work experience, social rights, and employment history in Ukraine. This is reported by relocate.to.

What is an electronic employment record book in Ukraine?

An electronic work record book is a digital format for storing information about a person’s employment history. It contains data on periods of employment, hiring, transfers, terminations, and other personnel records. This is not a new document, but rather the transfer of data from the paper record book to the Register of Insured Persons of the Pension Fund of Ukraine.

In the future, this data will be used for:

● confirming insurance coverage;

● calculating pensions;

● verifying employment information.

Once the processing is complete, the paper work record book is not canceled—it must be returned to the employee upon signature.

Read also: Employment of Ukrainians in Europe: In which countries do the highest percentages of Ukrainians work?

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Who needs to digitize their employment record book first?

First and foremost, this applies to people who have a paper employment record book with entries from previous years. It is especially important for those who:

● worked before January 1, 2004;

● have extensive work history prior to digital record-keeping;

● have changed jobs many times;

● have an employment record book kept by their employer;

● are abroad and do not have quick access to their documents.

It is precisely these older records that may be crucial when confirming work history in the future.

What happens if you don’t meet the June 10, 2026, deadline?

If your employment record book is not digitized by the specified date, this does not mean you will automatically lose your work history. The paper record book will continue to serve as a document that can confirm your employment history. However, additional difficulties may arise in the future:

● you will have to verify records separately;

● search for archival references;

● contact former employers;

● take longer to process a pension or social benefits.

That is why it is better not to put this off, especially if you are abroad.

Read also: Gender pension gap in the EU — women receive a quarter less than men.

How to digitize your employment record book yourself?

You can submit documents via the e-services portal of the Pension Fund of Ukraine.

Steps to follow:

1. Go to the Pension Fund of Ukraine portal.

2. Log in using a digital signature (KEP), BankID, Diya.Sign, or another available method.

3. Open the “Electronic Work Record Book” section.

4. Prepare high-quality scans or photos of the pages with entries.

5. Upload the documents to the system.

6. Sign the application with an electronic signature.

7. Wait for the data to be verified and entered.

What should you check before uploading documents?

The most common issues during submission are poor-quality scans or an incomplete set of pages. You need to check:

● photo clarity;

● absence of shadows and glare;

● a complete set of pages with records;

● correctness of hire and termination dates;

● company names;

● presence of stamps and signatures.

If you have changed your last name, it is also advisable to have supporting documents.

Why is this important for Ukrainians with temporary protection in the EU?

For Ukrainians in European countries, the issue of work history remains relevant even while residing abroad under temporary protection. In the future, this information may be needed for:

● applying for a pension in Ukraine;

● confirming work experience;

● legal proceedings;

● immigration matters;

● employment.

If you are working abroad, you should also keep employment contracts, certificates, pay stubs, and proof of social security contributions. And if you have questions regarding legal employment, contracts, or the protection of labor rights abroad, Ukrainians can contact employment lawyers at Visit Ukraine to avoid mistakes while working in another country.

Digitizing employment records is an important step in protecting Ukrainians’ work history. Even if you currently live outside the country, it’s worth checking your documents and, if possible, entering your data into the electronic registry by June 10, 2026.

We remind you! The European Union is introducing new salary transparency rules that will change the approach to compensation. Read how the directive will affect employees, employers, and the labor market in general.

Photo: dsp.gov.ua

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