Hiring Employees in Poland: Key Employment Facts, Payroll, and Compliance Guide
Poland Employment Laws, Payroll, and Compliance Guide
Poland is one of Europe’s most attractive destinations for foreign workers and international businesses. Understanding employment regulations, payroll taxes, statutory benefits, and compliance requirements in Poland is crucial for both employers and employees.
Key Employment Facts in Poland
|
Category |
Details |
|---|---|
|
Currency |
Polish Złoty (zł) |
|
Capital City |
Warsaw |
|
Official Language |
Polish |
|
Standard Working Hours |
40 hours per week |
|
Public Holidays |
13 days annually |
|
Remote Workers |
813,700 (growing trend in Poland) |
|
Minimum Monthly Salary |
4,300 zł |
|
Tax Year |
1 January – 31 December |
|
Date Format |
DD/MM/YYYY |
|
Misclassification Penalties |
Fines between 1,000 zł and 30,000 zł (€220–€6,650) for violation of workers’ rights |
|
Fun Fact |
Polish surnames traditionally change depending on gender |
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Taxes in Poland
Poland Taxes Overview
|
Category |
Tax Type / Contribution |
Rate / Amount |
|---|---|---|
|
Employer Taxes (19.5% – 28.5%) |
Social Security Contributions |
19.21% – 22.14% |
|
|
Employee Capital Plans (PPK) |
1.5% (mandatory retirement savings) |
|
Employee Taxes (22.7% – 57.1%) |
Social Security |
13.71% |
|
|
Healthcare |
9% |
|
|
Solidarity Tax |
4% (on annual income above 1 million zł) |
|
Income Tax (Progressive) |
Up to 120,000 zł |
12% |
|
|
Above 120,000 zł |
32% |
Poland Employment Cost Calculator
Purpose: To help employers calculate total employment costs in Poland, including gross salary, social contributions, and taxes.
How it Works:
- Enter the employee’s gross annual salary.
- The calculator estimates total employer costs (salary + contributions).
- You receive a full salary breakdown.
Example Calculation:
|
Item |
Amount |
|---|---|
|
Annual Gross Salary (input) |
[Insert value] |
|
Total Employment Costs (with taxes & contributions) |
20,108.15 zł |
Note: Final costs vary by industry, benefits, and contract type.
Employer of Record (EOR) in Poland
An Employer of Record (EOR), requiring a temp agency license in Poland, is the legal employer of record for a worker. The EOR ensures full compliance with Polish employment law, covering payroll, contracts, and statutory obligations.
Responsibilities of an EOR in Poland:
- Ensure compliant employment contracts
- Process payroll and issue payslips
- File employment taxes and returns
- Distribute salaries to employees
- Provide statutory benefits
How a Temp Agency Works in Poland
|
Role |
Responsibilities |
|---|---|
|
Company |
Manages tasks, performance, and employee relations |
|
EOR/Agency |
Handles payroll, benefits, and compliance |
|
Employee |
Performs duties under company direction |
Employment Regulations in Poland
Probationary Period
- Maximum Duration: 3 months
- Employer Obligation: No requirement to continue employment after probation ends
Payment Frequency
- Most Common: Monthly payments
- Other Options: Weekly or daily payments (legal)
End of Employment in Poland
Employment can end in four ways:
- Mutual Agreement: Both parties consent to termination
- With Notice: By the employer or employee, observing the notice period
- Without Notice: Immediate termination under special grounds
- Contract Expiry: For probationary or fixed-term contracts
Employer Obligations After Termination:
- Certificate of Employment: Must be issued to the employee
- Deregistration from ZUS: The Employer must deregister the employee from Poland’s Social Security system
- Final Payment: Due in the next regular pay cycle
For more details, you can also visit the official Polish government portal (gov.pl).
Frequently Asked Questions (FAQs)
1. What are my options if I want to hire a worker in Poland?
- HQ Employment & Payroll: Not compliant long-term if the employee is in Poland.
- Independent Contractors: Risk of misclassification and penalties.
- Local Entity Setup: Time-consuming, costly, complex.
- Employer of Record (EOR): Easiest, fully compliant solution.
2. How long does it take to set up a company in Poland?
It is a time-consuming and complex process, requiring local entity registration, payroll, monthly tax filings, and compliance monitoring.
3. Can I employ people as independent contractors in Poland?
While possible, it is not legally compliant for full-time staff. Misclassification risks fines and liability for holiday pay, sick pay, social contributions, and benefits.
4. What does HR compliance mean in Poland?
Employers must follow labour laws on wages, working hours, sick leave, holidays, maternity/paternity benefits, and tax obligations. Non-compliance exposes businesses to legal risk.
5. How much does it cost to employ someone in Poland?
In addition to gross salary, employers must cover contributions for pensions, disability insurance, accident insurance, labour funds, and retirement savings programs.
6. What does Employer of Record mean in Poland?
The EOR (licensed temp agency) becomes the legal employer, handling contracts, payroll, taxes, and compliance while the client company manages day-to-day operations.
7. Who files and pays employee taxes in Poland under an EOR?
The temp agency/EOR is responsible for filing and paying all taxes and contributions.
8. Do employees get full rights when hired through an EOR in Poland?
Yes. Employees receive all statutory rights, including healthcare, paid leave, maternity/paternity benefits, and a compliant employment contract.
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