Electronic employment record books in Ukraine

On July 15, the Resolution of the Pension Fund of Ukraine № 11-1, dated March 12, 2021, came into force. It provides for the formation and management of an electronic register of insured persons. In other words, there should be an electronic record card for every insured person.

What's new?

According to the new Procedure, it is necessary to submit to the State Register of Insured Persons information about an insured person which is absent in the register. This information must be submitted by insurers via the electronic portal of the Pension Fund of Ukraine.
If there is no information in the registry, the insurer must provide information on:

• hiring of an employee,
• transfer of an employee from one structural subdivision to another,
• transfer of an employee to another position or job,
• dismissal of an employee,
• re-employment of the employee,
• suspension or renewal of the employment contract,
• assignment/deprivation or change of rank, grade, class, title, category of the employee,
• taking the oath,
• internship or study.

It means that all records, which were made in labor book of employee, now need to be transferred to the Pension Fund of Ukraine. At the same time, the Procedure does not stipulate how exactly the employer shall find out which data is not in the register.
Obviously, the employer should send information to the Pension Fund of Ukraine only about his own employees and for the period of the employment relationship with these employers.
Not all information should be submitted through the electronic portal of the Pension Fund of Ukraine.
Here is the information the employer can provide through the Combined Report Schedule 5:

• on the hiring and firing of employees,
• on transfer of an employee from one structural subdivision to another,
• transfer of an employee to another position or job,
• appointment of an employee to a new position.

Information, which was not submitted to the Pension Fund of Ukraine via the Joint Report, should be submitted via the electronic office of the Pension Fund of Ukraine. Information must be uploaded electronically using an xml-file, which will be developed by the Pension Fund of Ukraine and its structure will be presented in the annex to the Procedure.
At the moment, there are no timelines set for when insurers must provide the following information.

Scanned work record books

Both employers and employees may scan work records books and upload them to the Pension Fund of Ukraine website. Also, since July 15, you can personally take a paper work record to the Pension Fund of Ukraine so that the fund's specialists will process it on their own.
Information about employment activity for the period up to 10.06.2021 should be submitted in scanned or digital form. For the period after 10.06.2021 information should be submitted by xml-file, which will be developed by the Pension Fund of Ukraine and its structure is given in the Annex to the Order.