On June 10, 2026, a five-year transition period for entering data from paper work books into the Register of Insured Persons, which is necessary for electronic accounting of labor activity and simplification of pensions, is due to end in Ukraine. This innovation has caused quite a stir among Ukrainians, including residents of the Chuhuiv community.
The head of the Citizen Service Department No. 19 (service center) of the Main Department of the Pension Fund of Ukraine in the Kharkiv region, Valentina Bulgakova, answers citizens' urgent questions.
– What law of Ukraine introduced changes to the accounting of labor activity of employed persons?
– The legislative issue of switching to electronic registration of an employee's labor activity was regulated by the Law of Ukraine No. 1217-ИХ dated February 5, 2021, which entered into force on June 10, 2021. This Law amended the Labor Code of Ukraine, the Law of Ukraine "On the Collection and Accounting of a Single Contribution for Compulsory State Social Insurance", the Law of Ukraine "On Compulsory State Social Insurance in Case of Unemployment", the Law of Ukraine "On Compulsory State Pension Insurance", the Law of Ukraine "On Compulsory State Social Insurance", etc.
– What does digitization of the work book mean?
– This means that the document is scanned in color and all entries are entered into the register of insured persons.
– Who has the right to submit documents for digitization?
– This can be done by the employer on behalf of his employee, the applicant personally through his own account on the Pension Fund of Ukraine web portal, or by a specialist at the territorial body of the Pension Fund of Ukraine, at the request of the applicant.
– What documents, along with the work book, can be digitized?
– First of all, all documents must be scanned only from the originals.
It:
- work record or document on seniority (certificates, extracts from orders, personal accounts and information on the issuance of wages, certificates, characteristics, written employment contracts and agreements with notes on their execution, other documents containing information on periods of work);
- military ID (certificates from military commissariats, military units and institutions of the Ministry of Infrastructure, the Security Service of Ukraine, the Foreign Intelligence Service, the State Tax Service, the State Protection Department, the State Special Communications Service, the State Border Guard Service, the State Penitentiary Service, the State Emergency Service);
- diploma (certificate, attestation) of full-time study (certificate, certificate, as well as certificates and other documents issued on the basis of archival data and containing information about periods of study) with grades for the period of study before January 1, 2004;
- tax certificates on registration as a business entity (certificate of state registration of an individual entrepreneur, or a description of documents provided by an individual to the state registrar for the registration action «State registration of termination of entrepreneurial activity of an individual entrepreneur by its decision);
- certificate of change of name of the organization;
- certificates of job certification (in cases where the work book does not contain information determining the right to pensions on preferential terms or for years of service established for certain categories of employees, to confirm special work experience);
- clarifying certificates of enterprises, institutions, organizations or their successors. The certificate must indicate: periods of work that are counted towards special experience; profession or position; nature of the work performed; section, subdivision, item, name of lists or their numbers, where this period of work is included; primary documents for the time of work, on the basis of which the specified certificate was issued (notice of certification of workplaces);
- documents on length of service, as determined by the Procedure for confirming existing length of service for the purpose of assigning a pension in the absence of a work book or relevant entries in it, approved by the Resolution of the Cabinet of Ministers of Ukraine dated August 12, 1993 No. 637 On Approval of the Procedure for Submitting and Processing Documents for the Assignment (Recalculation) of Pensions in accordance with the Law of Ukraine "On Compulsory State Pension Insurance".
– How can I find out the results of document digitization?
– Currently, due to the large number of applications, the processing of accepted documents takes from 2 to 3 months. The necessary information can be viewed in your personal account on the fund’s web portal. If the application has the status «Completed», you can use a digital signature to generate an extract from the register of insured persons or an extract from the electronic work book. If the status is «Rejected» or «Cancelled execution», you must check the reason for the rejection/cancellation, correct the errors made and generate a new application for document digitization.
The main reasons for refusing to process applications for digitizing employment information are incompletely scanned document pages, their black-and-white version of a scanned copy of the document, and logical errors in dates when filling out documents.
– Residents are also interested in the question of what will happen if they do not have time to digitize their work book and other documents by June 10, 2026?
– This deadline is conditional. It will be possible to submit documents at any time, including when applying for a pension.
I would also like to remind community residents that when contacting the territorial body of the PFU, you must have the original passport (registration certificate for a plastic passport of the NGO) and identification code with you.