Ensure the lawful employment of non-EU citizens by entrusting the management of employee documentation to our specialists! We provide comprehensive support at every stage of the process – from compiling the required documents to obtaining the necessary work permits.
With our knowledge and experience, you can be confident that all formalities will be handled in full compliance with applicable regulations. Contact us today and enjoy peace of mind, knowing that your business operates legally and professionally!
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We provide professional support in the legalisation of employment for non-EU citizens who plan to work in Poland. Our team of experts will handle the comprehensive management of employee documentation – from preparing required documents to submitting applications and representing you before the relevant authorities. This ensures that you avoid difficulties related to the complexities of administrative procedures.
Our services include full support at every stage of the process, including ongoing monitoring of the case until a positive decision is reached. We guarantee fast, effective, and legally compliant solutions that will allow you to start working legally without any issues. Trust our experience and ensure your business operates smoothly and in compliance with the law. Contact us today to make sure all your paperwork is handled professionally and efficiently!
FAQ – Frequently asked questions and answers
What does employee recordkeeping cover?
Employee recordkeeping includes the preparation, storage, and updating of documents related to employee employment. These documents include, but are not limited to:
- Employment contracts
- Work time records
- Medical certificates
- Holiday requests
- Termination documents
Is employee documentation mandatory?
Yes, every employer is legally required to maintain employee records in accordance with the Labour Code. Failure to comply with these requirements may result in financial penalties if inspected by the State Labour Inspectorate.
How long should employee records be kept?
Employee records must be kept for 10 years after the termination of the employment relationship. This period may change depending on the regulations in force at the time of termination.
What are the consequences of not keeping employee records correctly?
Failure to properly maintain employee records may result in:
- Legal penalties and fines imposed by labour authorities
- Difficulties in verifying employee rights related to employment, such as social security benefits
- Complications during audits or inspections
Can I outsource my employee record-keeping to an external company?
Yes, you can outsource employee record-keeping to a specialist company that provides HR and payroll services. This ensures that your records are maintained in compliance with current legislation.
What documents should be prepared when hiring a new employee?
When hiring a new employee, it is necessary to prepare, among others:
- Employment contract
- Referral for a medical examination
- Medical certificate of fitness for work
- Health and safety (H&S) training certification
- Statement confirming acquaintance with work regulations
Does employee record-keeping also cover employees on civil law contracts?
Formally, employee records apply only to employees with an employment contract. However, in the case of civil law contracts (e.g., contract of mandate or contract for specific work), the employer should also retain basic documents, such as:
- The contract
- Receipts/invoices
- Documents confirming the execution of the service
What are the employer’s obligations regarding time records?
The employer is obliged to keep time records, which must include details on:
- Hours worked
- Overtime
- Holidays
- Sick leave
- Other absences
Can employee records be kept electronically?
Yes, according to legislation, employee records can be kept in both paper and electronic form. However, in the case of electronic records, it is essential to ensure adequate security measures and compliance with data protection regulations.
How often should employee records be updated?
Employee records should be updated on an ongoing basis, depending on changes in the employment relationship or updates in legal regulations. This includes:
- Contract amendments (addenda)
- Salary changes
- Promotions
- New medical certificates
- Leave requests
- Regular updates help avoid issues during inspections.