Onboarding New Employees in Poland

Expanding your team into Poland is a smart move for accessing high-tier talent, but the local Labour Code is rigid. Compliance is not a suggestion here. If you miss a step in the onboarding process, you face significant fines from the National Labour Inspectorate (PIP).

Using an Employer of Record (EOR) removes this burden. We handle the legal employment, while you manage the daily output. Here is the operational reality of getting a new hire ready for work in Poland.

Mandatory steps before work begins

In Poland, an employee cannot legally perform a single task until three specific requirements are met.

Signed employment contract

A written contract must be executed before the employee starts. It needs to specify the contract type (probationary, fixed term, or indefinite), job location, and remuneration. We also manage the mandatory Additional Employment Information document which must be issued within seven days of the start date.

Occupational health assessment

This is a non-negotiable step known as Badania Lekarskie. You cannot simply take the employee’s word that they are fit for work. They must visit a certified occupational medicine physician. As the employer, we provide the formal referral detailing any workplace risks (including screen work). The doctor then issues a certificate of fitness which we keep in the employee’s personal file.

Health and safety training

Known locally as BHP training, this consists of two parts. The general instruction covers state safety laws, and the workplace instruction covers their specific desk or station. This must happen on day one before they touch a keyboard or machine.

Tax and social security registration

Once the contract is live, the clock starts on statutory filings.

• ZUS Registration. We must register the employee with the Social Insurance Institution (ZUS) within seven days. This covers their pension, disability, and health insurance.
• PESEL Numbers. Every employee needs a PESEL (national identification number) for tax purposes. If you are hiring an expat, we assist them in obtaining this to ensure payroll runs smoothly.
• PPK Enrolment. Poland has a mandatory Employee Capital Plan (PPK). Unless the employee explicitly opts out, we must enrol them and manage the contributions from both the employer and employee side.

Integrated payroll and accounting

Onboarding is not just about the first day. It is about setting up a recurring, compliant system. By using our EOR service, your recruitment and accounting are handled under one roof.

• Tax Withholding. We calculate and remit PIT (Personal Income Tax) monthly.
• Leave Tracking. Polish law is generous with holiday and sick pay. We track entitlements to ensure you are never caught off guard by accrued liabilities.
• Expense Management. We process local business expenses in PLN, keeping your global books clean and compliant with Polish accounting standards.

Why companies use an EOR in Poland

Setting up a local legal entity just to hire a handful of developers or managers is often a waste of capital. It takes months and requires local directors and registered offices.

Our EOR solution allows you to hire in days. We take on the legal liability and the administrative heavy lifting, allowing you to focus on your core business.