Submission of a scanned copy of the employment record book to the Pension Fund: answers to questions

On February 7, 2024, during a briefing, Natalia Rad, Head of the Main Department of the Pension Fund of Ukraine in Donetsk Oblast, answered journalists' questions:

Two months ago, I changed my job. How can I change my employer in my personal account on the Pension Fund of Ukraine's electronic services portal to allow him to see my digitized work record book?

The employer can see your documents in your personal account on the Pension Fund portal only if the insured person has independently created a record of consent to the receipt of the ETC by the employer.

To form a list of employers to whom the user gives consent to receive ETC, you must use the "Add" function in the "Access to ETC" menu item, which opens an on-screen form. In this form, the EDRPOU code must be entered manually, and the name of the insured is automatically filled in according to the Unified Register of Insurers.
Important! The record must be in the "current" status.

I want to digitize my work record book, but I noticed that the seal of the company from which I left in 2015 is blurred and not clearly readable. Do I need to attach documents confirming my dismissal for digitization?

Periods of employment before January 1, 2004 are included in the insurance period in accordance with the Law of Ukraine "On Pension Provision", and after January 1, 2004 - in accordance with the Law of Ukraine "On Compulsory State Pension Insurance". Thus, the basis for crediting the insurance period will be the data available in the Register of Insured Persons, taking into account the payment of the unified social tax, so no additional supporting documents are required. However, if you worked at an enterprise that gives you the right to a privileged pension, then you need supporting documents to be credited with the privileged period - certificates, extracts from company orders, etc.

In 1998-2000, I studied at a technical school, gave birth to a child in 2000, and got a job in 2002. There are no records of my studies and the period of childcare in my work record book, which I have digitized to date. Do I need to attach any documents and which ones?

Periods of employment prior to January 1, 2004 are included in the insurance period in accordance with the Law of Ukraine "On Pension Provision" on the basis of entries in the employment record book and other documents. Therefore, in order to include years of study and childcare in your work experience, you need to attach scanned copies of your education documents and your child's birth certificate. After the Pension Fund of Ukraine verifies and processes the data and enters it into the Register of Insured Persons of the State Register of Compulsory State Social Insurance, the new periods will be added to the electronic version of the work record book. The digitization result can be viewed in the "Digitized ETK" tab.

I started my career in 1994, but only now, when I was auditing my employment record book before digitization, I noticed that it still contains my maiden name. Who can make changes and how?

If your employment record book contains an incorrect spelling of your surname, the employer you are currently working for can correct this data. The old surname should be crossed out with a single line and a new one should be written next to it. At the same time, on the inside cover of the employment record book, it is necessary to indicate information about the document on the basis of which the entry was corrected (passport, marriage certificate, etc.), its details: number and date of issue. This information must be signed by a responsible person and stamped (if available). If you are not currently employed, you can contact the company where the record was made to correct the entry. If the company that made an incorrect or inaccurate entry in the employment record is liquidated, the corresponding entry is made by its successor.

A week ago, I uploaded a scanned copy of my employment record book, but there are still no changes in my personal account on the portal. Why is this so?

The electronic version of the employment record book is uploaded to the Register of Insured Persons of the State Register of Compulsory State Social Insurance after the Pension Fund of Ukraine verifies and processes the scanned copies of the documents. The processing time is 30 days. But, as a rule, the processing takes two weeks. You can view the result of the processing of documents in the "My Applications" section of your personal account on the Pension Fund of Ukraine portal. If the processing status is "rejected" or "canceled", the document has not been processed. The reasons for cancellation may be different, including non-compliance with the requirements for scanned documents, mismatch of the last name, first name, patronymic, etc.

I digitized my employment record book, and now it turns out that it contains a missing entry about my transfer to another position. The changes have been made to the book. How should I now make changes to the electronic employment record book: should I scan the entire record book or just the pages with the changes?

In the case of correcting records in case of detecting an incorrect or inaccurate record of periods of work after July 1, 2000, or creating an incorrect or inaccurate electronic record in the electronic office of the insured or insured person on the web portal of electronic services of the Pension Fund of Ukraine, information on employment shall be re-submitted. When resubmitting information on employment, the cover page and pages with changes must be submitted. This rule is approved by the Resolution of the Board of the Pension Fund of Ukraine No. 11-1 dated 12.03.2021 "On Approval of the Procedure for Submitting Information on the Employment Activities of an Employee, Individual Entrepreneur, Self-employed Individual in Electronic Form". If the analysis reveals inaccurate/incorrect records for periods of insurance period after July 1, 2000, or if an incorrect or incorrect electronic record is created, you must
- log in to your personal account on the web portal using a QES (qualified electronic signature);
- create a repeated application (insured persons - in the tab "Information on labor relations", employers - in the tab "Information on labor relations of the employee")
- fill out the on-screen form;
- re-upload a scanned copy of the title page of the employment record book (to identify the document);
- attach a scanned copy of the page with the records that need to be clarified;
- attach a scanned copy of the clarifying certificate (if necessary).

How can I add the years of study at a pedagogical institute from September 1, 1989 to June 30, 1994 to my insurance period?

According to the current legislation, information on employment is submitted to the Pension Fund of Ukraine through the web portal of electronic services of the Pension Fund of Ukraine in electronic form with the obligatory imposition of a qualified electronic signature by the insured or employee who submits information in one of the following ways
- in the form of copies of documents provided for by law, made by scanning;
- in digitized form - by creating a corresponding electronic record in the electronic cabinet, to which scanned copies of the documents on the basis of which the record is created are attached.To provide information about employment, you must log in with a qualified electronic signature to the personal account of the web portal, in the left menu "Communications with the Pension Fund" click on the item "Information on employment relations", fill in the appropriate fields and attach the scanned documents.Thus, to include in the insurance period the period of your education in the
The result of processing your application can be obtained in the "My applications" tab.

My paper employment record book was destroyed at the location of my last employer as a result of military operations. How can I get an electronic copy of all employment record book entries?

In your personal account on the web portal of electronic services of the Pension Fund of Ukraine, in the section "Electronic employment record book", you can find information on the periods of work reflected by the insured in the reporting since 2000. You also have the opportunity to obtain electronic certificates by yourself using a qualified electronic signature or your bank card number (BankID). To obtain information on employment from the register of insured persons in the user's personal account, the menu item "Communications with the Pension Fund" - "Request for electronic documents" is intended. It is necessary to select the type of request "Extract from the ETC", provide consent to the transfer and processing of personal data and send a request to the Pension Fund. The result of processing the request can be obtained in the "My Requests" tab. You can check the insurance period by insured person by creating individual information about the insured person in your personal account on the Pension Fund of Ukraine's electronic services web portal using the OK-5 form.

The recording of the briefing is available here.