Time to scan employment records

On June 10, a five-year transition period for conducting labor activities electronically began. This means that it's time to start scanning employees' employment records and submitting information to the Pension Fund of Ukraine. Read the article to find out who should do this and how to do it.

Who submits information to the Pension Fund?

Procedure No. 1084, Law No. 1217 and Procedure No. 11-1 establish the following circle of persons who may transfer information on employees' work experience and scanned copies of employment records to the Pension Fund:

• employers;
• employees on their own, including self-employed entrepreneurs.

If the employer is a legal entity that hired an employee before June 10, 2021, then it is obliged to scan the employment record book and transfer the information to the Pension Fund, and only then can it issue the employment record book to the employee. Since legal entities are obliged to keep employment records, they can give them to the employee only upon dismissal or after transferring information to the Pension Fund.

If an employee is hired after June 10, 2021, then he or she keeps the employment record book, regardless of whether such an employee is hired by a sole proprietor or a legal entity. Therefore, such employees must submit information to the Pension Fund on their own.

How can an employer submit scanned copies of employment records to the Pension Fund?

Step 1. Scan the employment record book.

The following requirements are set for scanned copies:

• color image format, 300 dpi resolution;
• document format jpg (if you save each page separately) or pdf (if all pages are combined into one file);
• file size up to 1 MB;
• all pages of the employment record book containing entries must be scanned in chronological order;
• If the pages are worn or the records are hard to see, you don't need to put anything on top.

Please note! It is not necessary to obtain consent from employees to the processing of personal data by the Pension Fund of Ukraine based on Law No. 1217.

Step 2. Log in to the PFU website using the QES key.

Step 3. Enter the employee's data in the section "Communications with the Pension Fund" → "Information about the employee's labor relations".

Next, you need to read the information in the pop-up window and click the "I agree" button. After that, fill in the table and click the "Continue" button.

Step 4. Enter information about your employment history. There are two ways to make entries:

1. Click the "Add File" button, select the file type (employment record book or seniority documents) from the list, and attach scanned copies of the documents. After all the files are added, click the "Sign and send to Pension Fund" button.
2. Click the "Add Record" button and transfer all the entries from the employment record to the Pension Fund website, then attach a scanned copy of the employment record and click the "Sign and send to the Pension Fund" button.

Step 5. Waiting for the result. The Pension Fund can process records for more than a month, which is normal, since they will first process the employment records of employees who have less than 2 years left before retirement.

After the labor record is processed, the status "Completed" will appear in the "Appeal" section. It is necessary to check the response from the Pension Fund, as there may be comments and requirements to provide additional documents to confirm the missed work experience.

If the Pension Fund's requirements for confirmation of a certain period of time relate to the period when the employee was employed by your company, you must provide the documents yourself; if the employee was not employed at that time, then you must provide the information to the employee and give him or her an employment record book for signature. The employee will then look for supporting documents and submit them to the Pension Fund on their own.