Electronic Employment File
Bulgaria has introduced the electronic employment file as part of its digital transformation of labor administration. Here is everything employers and employees need to know about this new requirement.
What is an electronic employment file?
Definition
An electronic employment file (e-трудово досие) is a digital version of the traditional paper-based personnel file that employers are required to maintain for each employee. It contains all documents related to the employment relationship — from the employment contract and amendments to leave records, sick notes, payslips, and termination documents.
The electronic employment file is regulated under the Bulgarian Labour Code and the Ordinance on the Documents for Employment Relationships (Наредба № 4 от 2023 г.). It replaces the physical paper file that employers have historically been obligated to keep and store.
Legal basis in Bulgaria
Bulgaria amended its Labour Code to allow — and in certain cases require — employers to maintain employment documentation in electronic form. The legal framework includes:
Labour Code of Bulgaria — establishes the obligation to maintain personnel files and sets out the rights of employees to access their records.
Ordinance No. 4 (2023) — defines the specific documents that must be included in the employment file, the format requirements, and the rules for electronic storage and access.
Electronic Document and Electronic Certification Services Act — governs the validity of electronic signatures and documents in Bulgaria.
What does the electronic employment file contain?
Employment contract
The signed employment contract and all annexes, amendments, and addenda — including changes to salary, position, or working hours.
Job description
The official job description defining the employee’s duties, responsibilities, and reporting structure as agreed at the time of hiring.
Declarations and statements
All mandatory declarations required under Bulgarian law — tax declarations, GDPR consent, bank account details, and other statutory forms.
Leave records
Annual leave requests and approvals, sick leave documentation, parental leave, and all other leave types as required by law.
Payroll documentation
Payslips, bonus orders, salary change notifications, and records of all financial transactions related to the employment relationship.
Termination documents
Resignation letters, termination orders, notice period documentation, severance calculation records, and the final settlement sheet.
How does the electronic employment file work in Bulgaria?
Digital creation — the employer creates and maintains the employment file in a digital system. All documents must be stored in a format that ensures their integrity and authenticity over time.
Electronic signatures — documents requiring a signature must be signed with a qualified electronic signature (QES) by both employer and employee, in accordance with EU eIDAS regulation and Bulgarian law.
Secure storage — the digital file must be stored securely for the legally required retention period. Employment records in Bulgaria must generally be kept for 50 years after the termination of the employment relationship.
Employee access — employees have the right to access their employment file at any time and request copies of documents. The electronic system must ensure this access is straightforward and documented.
Labor inspection compliance — the electronic file must be made available to the General Labour Inspectorate (Инспекция по труда) upon request, in the same way as a paper file.
GDPR compliance — all personal data in the electronic file must be processed and stored in accordance with GDPR and the Bulgarian Personal Data Protection Act.
Benefits of the electronic employment file
For employers
Reduced administrative burden — no more physical storage of paper files. Significant reduction in printing, scanning, and archiving costs.
Faster document processing — contracts, amendments, and declarations can be signed and filed in minutes rather than days. Remote and hybrid work is easier to manage.
Better compliance control — digital systems can flag missing documents, expiring contracts, or upcoming deadlines, reducing the risk of non-compliance with the Labour Code.
Easier audit readiness — documents are immediately available for Labor Inspectorate audits without the need to locate and retrieve physical files.
For employees
Instant access to documents — employees can access their employment contract, payslips, and leave records at any time without having to request them from HR.
Greater transparency — all changes to employment conditions are documented and traceable, protecting employee rights.
Remote-friendly — ideal for remote workers, employees working from home, or teams distributed across multiple locations — no need to physically visit the office to sign documents.
Faster onboarding and offboarding — all paperwork can be completed digitally from day one, reducing delays and administrative friction.
Environmental & cost benefits
Elimination of paper, printing, and physical storage costs. Reduced carbon footprint from document transportation and courier services. Lower risk of document loss or damage from fire, flood, or physical deterioration.
Risk reduction
Electronic systems with audit trails provide legal certainty — every document access, signature, and modification is logged. Disputes about employment terms are easier to resolve when all documents are digitally signed and timestamped.
What employers should know
Retention period
Employment records must be retained for 50 years after termination of the employment relationship — the electronic system must guarantee long-term document integrity.
Electronic signature
Both employer and employee must sign documents with a qualified electronic signature (QES) for full legal validity under Bulgarian and EU law.
Labor Inspectorate
The electronic file must be available for inspection by the General Labour Inspectorate on demand — same legal obligation as with paper files.
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From electronic employment files to full payroll outsourcing — Horizons Bulgaria takes care of your HR compliance so you can focus on your business.