On 23 May the Regional Office of U-LEAD with Europe in Dnipropetrovsk Oblast, jointly with the Main Regional Department of the Pension Fund of Ukraine, hosted a partner information session “Procedure for Submitting Employment History Record Books for Digitisation through the Web Portal of Electronic Services of the Pension Fund of Ukraine.”
The event — moderated by Andrii Dyshliuk, Advisor on Decentralisation and Local Self-Government at the Regional Office of U-LEAD — brought together over 70 HR professionals of local self-government (LSG) authorities from across the region.
Key aspects of digitising employment history records discussed at the session
- Step-by-step procedure for submitting employment history record books via the Pension Fund’s web portal: the participants received detailed instructions on signing into the portal using the insured person’s qualified electronic signature (QES), uploading scanned copies of employment history records and checking the compliance of the filled-in fields in the form.
- Technical requirements for scanned copies: the requirements for scanning quality (full colour, clear, readable copies of all filled-in pages of the employment history record and attachments with a resolution of 300 dpi), file format (preferably PDF, one file per record, all pages in order), data completeness (availability of all pages with entries, including the title page) and the absence of unauthorised images or inscriptions on the scanned copies were discussed.
- Typical reasons for rejecting scanned copies: cases of scanned copies being rejected were highlighted, including due to inconsistency of the employee’s data specified on the Pension Fund’s portal with the data in the employment history record, errors when using the QES and an incomplete package of documents for digitisation.
Answers to the most frequently asked questions from LSG officials
- Do I have to re-submit scanned copies of the employment history record book if it has already been digitised at the previous place of employment?
Answer: If the employment history record book has already been fully and correctly digitised, and all data has been entered into the Register of Insured Persons, the entire record does not need to be re-submitted. The local self-government authority should only enter information about the new place of employment and, if necessary, add records about the period of work in a particular LSG authority.
- What to do if the employee has retrieved the employment history record book?
Answer: The employee can independently upload a scanned copy of the record book through their personal account on the Pension Fund’s portal, using their own QES. The local self-government authority is not required to return the documents — just to make sure that the scanned copy is submitted properly.
- Do I have to submit scanned copies of diplomas certifying education degrees obtained after 1 January 2004?
Answer: Periods of study after 01 January 2004 are not included in the pensionable service record for the purpose of granting an old-age pension on a general basis. Therefore, scanned copies of diplomas for these periods are not required to be submitted through the Pension Fund’s portal.
The information session was crucial for enhancing the capacity of local self-governments to properly perform their functions related to maintaining employment record books in digital form. This will contribute to the formation of complete and reliable information in the Register of Insured Persons and the protection of future pension rights of local self-government employees.
