Electronic Employment Record After June 10, 2026: What Changes for Employers and HR

On June 10, 2026, the transition period for transferring data from paper employment record books to the State Register of Insured Persons comes to an end. This date is often perceived as the “abolition of paper employment records,” but in reality, they remain valid, and digitization can continue even after the deadline.

For employers and HR professionals, this means something different: after 2026, it is not only about transferring records to the register but also about ensuring quick access to HR data and documents. The level of organization in personnel records and supporting documents will determine whether a company can quickly verify employment history, prepare extracts, or respond to employee requests without delays.

What the June 10, 2026 Deadline Means

This date marks the end of the period during which data from paper employment record books was gradually transferred to the State Register of Insured Persons.

If a paper employment record was not digitized in time, it can still be scanned later. For example, an employee can do this independently when contacting the Pension Fund of Ukraine, particularly when applying for a pension, or through an employer who submits the data to the register via HR and reporting records.

In practice, for businesses after June 10, 2026, it’s not the digitization process that changes, but the approach to working with data: it must be quickly accessible and easily verifiable upon request.

Does the Paper Employment Record Become Invalid After June 10, 2026?

No, the paper employment record remains an important source for confirming employment history.

It is used when certain records are missing from the electronic register or contain errors. In such cases, paper documents become the basis for verification—primarily the employment record book, as well as orders, certificates, or other documents confirming employment periods, positions, and HR changes.

The legal framework works as follows: employment records are maintained electronically in the State Register of Insured Persons, but paper documents remain the foundation for adding or correcting data if something is missing in the register.

For example, an employee wants to verify their employment history before applying for a pension. The electronic record only shows the entries that have already been transferred. In this case, an HR specialist or the employee uses paper documents as proof and submits them to the Pension Fund to complete the missing data in the register.

What Is an Electronic Employment Record?

An electronic employment record is a digital record of an employee’s work history stored in the State Register of Insured Persons maintained by the Pension Fund of Ukraine.

It includes:

• hiring information
• transfers
• dismissals
• insurance (work) experience
• salary reporting data

This is not a separate file or a document maintained by a company at its own discretion. It is a government register where data is submitted. Employees can view this information in their personal account on the Pension Fund portal.

What Changes for Employers After June 10, 2026

After June 10, 2026, the employer’s responsibilities do not change—but the frequency of requests and expectations for speed do.

HR teams will more often receive requests to verify employment history—for example, when an employee applies for a pension or checks their electronic record. If some records are missing, HR specialists will need to find them in paper documents, verify them, and submit them for inclusion in the register.

To avoid delays and unnecessary workload, employers should:

• submit hiring and dismissal notifications on time
• accurately reflect HR changes and salaries in reports
• store orders, applications, and other documents confirming employment history
• ensure quick access to HR data for each employee

If documents are stored inconsistently or are difficult to find, processing time increases, and the workload on HR specialists grows.

What HR Should Check Already Now

Before the transition period ends, it’s worth assessing how well HR data and documents are organized within the company. It is much easier to do this in advance than to search for records when an employee has already contacted the Pension Fund or is preparing documents to confirm their work history.

If these processes are not in place, HR will spend more time searching for documents and reconciling data when handling requests from employees or government authorities.

What Employees Should Do If Data Has Not Been Digitized

If part of the work history is not yet reflected in the electronic employment record, the employee can independently submit supporting documents through the Pension Fund portal.

Processing usually takes from several days to a few weeks, depending on the volume of data. Once processed, the records appear in the electronic employment record.

With the employee’s consent, the employer can also handle this process—for example, if paper documents are stored in the company or if HR assists employees with this procedure.

It is important to understand: missing records in the register are quite common for periods when employment history was maintained only on paper. If your paper employment record lacks a required entry or contains an error, and therefore does not appear in the electronic version, contact your previous employer. Request a scanned copy of the order for hiring, transfer, or dismissal and upload it via your personal account on the Pension Fund portal.

Where the Data in the Electronic Employment Record Comes From

Data in the electronic employment record is not entered manually. It is generated from several sources:

• employer reports
• notifications of HR events
• submitted scans of paper employment records and other documents
• data already available in government registers

This is why the quality of HR processes within a company matters. If hiring, transfers, dismissals, orders, and other HR events are properly documented and easily verifiable, issues with the electronic employment record are resolved much faster.

How This Works

When HR documents are well organized and accessible in one place, preparing confirmations takes minutes instead of hours spent searching through archives.

For example, in Vchasno.Kadry, documents can be created using templates, signed online, and stored together with the employee’s change history. This allows HR specialists to quickly find required orders or applications even years later and confirm HR events without additional searching.

The better organized HR documents are within a company, the less time it takes to find confirmations when data in the electronic employment record needs to be supplemented or corrected.

How the Electronic Employment Record Differs from HR Electronic Document Management (HR EDM)

The electronic employment record and HR electronic document management (HR EDM) are often confused because they relate to the same HR processes. However, their roles are different: the electronic record reflects employment history in the state register, while HR EDM is used within the company to create and store HR documents.

The electronic employment record does not replace HR EDM—it shows what data already exists in the state register. HR EDM helps create, approve, sign, and store the documents that serve as the basis for submitting that data.

Conclusion

June 10, 2026, marks the end of the transition period. After this date, working with electronic employment records becomes more practical for businesses: it is essential to quickly verify data, explain it to employees, and find documents without delays if something is missing in the register.

For employers and HR professionals, the key task is to organize HR processes and documents in a way that allows any HR event to be confirmed quickly. When orders, applications, and employee history are stored in one place, working with electronic employment records becomes a routine operational task.