Procedure for confirming existing work experience: documents, rules, and practical steps

Confirmation of length of service is most often needed to award a pension, recalculate payments, or restore “lost” periods of work when there are no entries in the employment record book or the document itself has been lost. In Ukraine, the logic is as follows: for periods before 2004, service is more often confirmed by paper-based documents (employment record book, orders, archives), while after 2004 the key role is played by the Pension Fund of Ukraine (PFU) personalized records (insurance contributions).

What are length of service and insurance record

Definition of length of service

Length of service is the total duration of periods of work (service, and other activities) that, under the law, are counted when determining entitlement to a pension and other social guarantees. Traditionally, it was confirmed by entries in the employment record book and employer certificates.

Differences before and after 2004

Practical rule: periods up to 01.01.2004 often have to be confirmed by primary documents (employment record book, orders, archival certificates, etc.), because the personalized system in its current form did not yet fully cover all data. After 01.01.2004, service is mainly confirmed as insurance record — i.e., by contribution payments and the reflection of information in PFU registers.

A separate case is service in occupations with special working conditions, which can affect the right to an early/privileged pension.

What insurance record is and how it’s calculated

Insurance record is the period during which a person was covered by compulsory state pension insurance and for which contributions were paid (at least the minimum insurance contribution for the relevant months). This is the basis for most pension calculations in the modern system.

Legal foundations for confirming the record

General provisions (CMU Resolution No. 637)

The key document for situations where there is no employment record book or required entries are missing is Cabinet of Ministers Resolution No. 637 (the Procedure for confirming length of service). It provides that if there is no employment record book, service is established on the basis of other documents (from the place of work/service/study) as well as documents from archival institutions.

Statutory requirements for pension awarding

For pension matters, the basic act is the Law of Ukraine “On Compulsory State Pension Insurance”: it defines insurance record, the principles of its calculation, and the role of personalized accounting data.

Changes regarding electronic employment record books

Ukraine has introduced electronic employment record books: information on employment is submitted to the PFU via the e-services web portal, usually as scanned copies of documents signed with a QES (qualified electronic signature). This simplifies confirmation of service and reduces the risk of losing paper documents.

Documents to confirm length of service

The employment record book as the main document

As a general rule, the employment record book is the main document confirming length of service. If it contains correct entries (hire/transfer/dismissal, positions, dates, seals — depending on the period), this is the simplest scenario.

Practical algorithm when you have the book: check that all entries are legible and chronological; make copies/scans of the pages with key entries; if submitting online, prepare files in the format accepted by the PFU web portal and sign with QES if required.

Extracts from orders, personal cards, payroll records

If entries are insufficient or there are “gaps” in periods, Procedure No. 637 allows confirming service with other documents issued at the workplace and by archives. In practice these may be: extracts/copies of hiring, transfer, and dismissal orders; personal cards; payroll sheets; certificates of accrued/paid wages; other documents that directly show dates and the nature of work.

Contracts, agreements, other confirmations

For certain periods or forms of engagement, the following may be relevant: employment contracts; civil-law contracts (however, for pension purposes the decisive factor is whether insurance contributions were paid); certificates from funds/registers where contributions and insurance are concerned.

Practical algorithm for confirming service (short guide)

1. Check which period needs confirmation: before 2004 (more often documents/archives) or after 2004 (more often PFU data/contributions).
2. Gather the “core” of evidence: copies of employment record book pages with the required entries or any HR documents (orders, certificates, statements).
3. Match dates and details: make sure periods do not conflict (hire/dismissal dates, position, company name, order number).
4. Check your record online in your PFU personal account to see which months “fell out” and what exactly needs additional confirmation.
5. If records/data are missing, request a certificate/extract from the employer or legal successor.
6. If the company was liquidated, send a request to the archive (ask at once for: certificate of period of work + position + the basis of issuance with document details).
7. Submit documents to the PFU as a package: it is better to have 2–3 corroborating documents per period than one “weak” document.
8. In case of refusal, request a written decision/explanation to understand what exactly was not counted and what is missing (important for resubmission or appeal).

Confirming service when there is no employment record book or entries

PFU personalized records

For “modern” periods, the strongest confirmation is PFU data: it shows the months for which contributions were paid, the employers/insurers, etc. Therefore, if there is no employment record book, start by checking the information in your PFU personal account and the Register of Insured Persons.

Certificates/extracts from archives or the employer

If there are gaps in electronic data, contact: your current employer (HR documents, certificates, orders); the legal successor of the enterprise (if reorganized); state or sectoral archives (if the enterprise was liquidated and documents were transferred for storage).

Tip: in the archive request, specify as much as possible: the enterprise’s full historical name, approximate dates of work, position/department, your full name (including possible spelling variants), and the enterprise location.

How to draft an archive/legal successor request so the certificate is usable

In the request, do not simply write “confirm service,” but specify what the reply must contain. Indicate: the enterprise’s full historical name, location, your full name (and possible variants), date of birth, approximate years of work, position/shop/department. Separately ask for: the period of work with exact dates, the documentary basis (orders/personal cards/payroll records), and where possible — document requisites (order number and date).

If the service is needed specifically for a pension, it helps to request a certificate stating “hired/dismissed,” the position, and other material details (e.g., nature of work) to reduce the risk that the PFU deems the certificate “insufficient.”

Witness testimony and its use

As a fallback, Procedure No. 637 allows establishing service through witness testimony. A typical requirement is at least two witnesses who worked with the applicant at the same enterprise and who have documents confirming their own work during that time.

Important: witnesses are not a “replacement for everything,” but a means of confirmation only when the documentary route has been exhausted or is objectively impossible.

Court procedure (if other ways are impossible)

If the PFU cannot count the period due to lack of documents or contradictions, and restoring documents via the employer or archives is impossible, it may be necessary to establish a legal fact in court or to challenge the decision/actions. In such cases it is important to collect maximum evidence (certificates, correspondence with archives, institutional replies, indirect documents) and choose the correct procedural route.

Electronic/online procedure for confirming and checking service

Extract from the electronic employment record book via the PFU web portal

On the PFU e-services web portal you can generate an extract from the electronic employment record book. This is usually done in the personal account, where electronic requests/services are available. Authorization uses QES or other available identification methods.

How to view your record online (portal, apps)

Online checking is convenient for two tasks: (1) to see whether “all months are in place” (especially after 2004); (2) to detect errors: wrong employer, missing contribution months, duplicates, incorrect personal data. Most often, the PFU personal account and related e-services showing insurance record and employment history are sufficient.

Advantages of the electronic format

Electronic accounting reduces dependence on the paper employment record book; speeds up confirmation (online extracts/certificates); and lets you spot gaps earlier and fix them before applying for a pension or other payments.

Tips and common mistakes when confirming service

Incorrect data in documents and how to correct them

Common issues include: different spellings of names (especially after a surname change or transliteration); date inconsistencies (order/employment record book/certificate do not match); missing document details (order number/date and other mandatory elements, depending on the period requirements).

What to do: collect documents proving the correct data (passport documents, certificates of name change/marriage, etc.) and request correction or clarification from the source (employer/archive), or submit explanations and additional evidence to the PFU.

What to do if the enterprise was liquidated

Short roadmap: (1) check whether there is a legal successor (reorganization); (2) if liquidated, find out where HR documents were transferred (archive, local authority, sectoral archive); (3) submit an archive request for a certificate/extract with maximum specificity.

If documents objectively do not exist or cannot be obtained, then consider witness testimony (under Procedure No. 637) or a legal route. In such cases, it is important to assemble corroboration and form a position for the PFU — if needed, this is done with legal support in pension law.

Recommendations for submitting documents to the PFU

Submit not a single document but a “package” that ties the period together: order + certificate + payroll record (if available). For online submission, prepare high-quality scans that are readable and contain all pages and details, and apply QES as required. If you see gaps in post-2004 data, check whether contributions were paid and whether the employer filed reports correctly (a frequent cause of “missing months”).

Disputed periods: what to check so service isn’t “cut”

Problems most often arise in periods without stable contributions or with atypically formatted documents: secondary employment, part-time work, civil-law contracts, downtime periods, frequent transfers between branches, and company name changes. In such cases, it is important to confirm not only the fact of work but also continuity and correct dates: transfer orders, addenda, timesheets/payroll records, and certificates of reorganization or name change.

If there are gaps in electronic data after 2004, the reason is often employer reporting errors or non-payment of contributions for certain months. Then it is useful to collect proof of actual work (orders/certificates/payroll records) and, in parallel, clarify issues with the insurer.

Frequently asked questions

What documents are needed to confirm length of service?

Primarily, the employment record book. If it is missing or entries are insufficient, other documents from the place of work/service/study or from archives (orders, certificates, statements, etc.) may be used under Procedure No. 637.

How to confirm service if there is no employment record book?

Start with PFU data (especially for periods after 2004) and in parallel collect certificates or extracts from the employer or archive for the “paper” years. If documentary confirmation fails, consider the witness mechanism under Procedure No. 637 or a legal route.

Can service be confirmed via online services?

Yes. Through the PFU web portal you can view insurance record and, where data exist, generate an extract from the electronic employment record book.

How to confirm pre-2004 service if there are no entries?

For periods before 2004, paper confirmations are usually required: archival certificates, orders, statements, etc. If there are no documents, the witness procedure may help (subject to Procedure No. 637 conditions).

Where to apply to confirm service if the employer no longer exists?

To the legal successor (if any) or to archival institutions where the liquidated enterprise’s documents were transferred. Start by determining where HR documents are stored and then submit an archive request.

Conclusion

Confirming length of service in Ukraine is built on a “from simple to complex” principle: first the employment record book and PFU data, then certificates/orders/archives, and only as a last resort witnesses or a legal procedure. The best strategy is to check your record online in advance so that errors and gaps can be fixed before applying for a pension or other benefits. If you need advice on confirming service and submitting documents to the PFU, you can seek legal assistance.