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Hire and manage employees in Poland
Quick facts
Poland, which is located in Central Europe, is bordered by Germany, the Czech Republic, Slovakia, Lithuania, Ukraine, Russia, and Belarus. It provides straightforward access to Scandinavia across the Baltic Sea. With Warsaw as its capital, Poland is divided into 16 provinces (voivodeships). The zloty (PLN) is the national currency, and Polish is the official language. Acvian provides PEO and EOR in Poland.
Poland belongs to a number of international institutions, such as the World Trade Organization (WTO), the Organization for Economic Co-operation and Development (OECD), the European Union (EU), and the North Atlantic Treaty Organization (NATO).
Employment contracts
In Poland, there are differing contract kinds, including open-ended and fixed-term contracts.
Probation period
The trial period cannot last more than three months.
Working hours
In an accepted settlement period, which cannot be longer than four months, the working time cannot be more than eight hours per day and forty hours per typical five-day workweek. This means that, within the framework of the settlement period, a weekly norm always has an average character, and also that character may change based on the working time organization.
Following the circumstances specified in the Labor Code, the legislator has made it possible to reduce or increase the settlement period and the number of hours worked per day. However, the total weekly working time, including overtime, cannot, on average, exceed 48 hours within the acceptable settlement term.
Vacation days
Depending on the number of years worked, annual paid vacation leave is either 20 (minimum) or 26 days long. A worker who has been employed for more than ten years may request 26 days of vacation time. On days that are working days for the employee, vacation is given.
The holiday leave may be divided into portions upon the employee’s request. However, in this scenario, at least one such portion of the vacation time must last for a minimum of 14 consecutive calendar days. The pay for the holiday leave is paid in the same amount as for working days.
Sick leave
When an employee is unable to work because of illness or isolation brought on by a contagious disease, for a total of up to 33 days in a calendar year, or for an employee over the age of 50, for a total of up to 14 days in a calendar year, the employee is still entitled to 80% of their pay. An employee retains the right to receive 100% of her pay in the event of a pregnancy-related illness that occurs within the time frame mentioned above. The employee is entitled to Social Insurance Agency sickness payments if the period of incapacity to work remains longer.
Maternity / Paternity leave
A female employee who gives birth to one child is entitled to 20-week maternity leave. If parents give birth to more than one child, this leave is extended correspondingly. Prior to the expected due date, the female employee may take no more than six weeks of maternity leave. Any of the parents may be given an extra 32 weeks of parental leave, for a total of 52 weeks of leave linked to childbirth. In general, the parent on leave due to childbirth will be paid 100% of their basic salary for the first half of the leave and 60% for the second.
The female employee may waive her right to the remaining of her maternity leave after taking at least 14 weeks of it after childbirth. In this situation, the employee—the father who is raising the child—is granted the remaining unused period of the maternity leave upon his written request. The employee, who is the father of the child, is also entitled to 2-week paternity leave.
Wages and Salary Payment
The official minimum wage in Poland from the 1st January 2025 is 4666.00 PLN (gross salary).
For those who are receiving a salary, wages are often paid monthly; for those who are paid by the hour, they may be paid weekly or monthly. Other payment schedules, like every two weeks, may be used by some employers.
Whatever the frequency of payment, it must be detailed in a written statement of particulars sent to every employee at the start of employment or earlier.
Benefits
Paid vacation, health insurance, worldwide accident insurance.
Bonuses / Expenses
Employer reimbursements for non-business costs are typically subject to taxation for the employee. To a specific level, business travel expenses can be paid without creating a tax obligation. The employee receives a taxable benefit when the employer covers school costs or home visits.
Employer Taxes
Social Security Contribution: The employer’s portion of social security contributions ranges between 19.48% and 22.14% of the employee’s gross salary:
Pensions and Disability Insurance: 16.26% of total gross salary (up to a cap of PLN 260,190 in 2025).
Accident Insurance:
- 1.67% of total gross salary for employers with up to nine employees
- 0.67% to 3.33% of total gross salary for employers with more than nine employees (the precise rate depends on the business sector).
- In practice, a flat rate of 1.67% is applied to foreign employers.
Labor Fund: 2.45% of total gross salary
Employee Guaranteed Benefits Fund: 0.10% of total gross salary
Note:
Rates may vary depending on the type of employment contract.
Employee Taxes
The tax rates applicable to income earned in 2025 are as follows:
- Annual taxable income up to PLN 120,000 is taxed at 12%,
minus the tax-reducing amount of PLN 3,600 (i.e., 12% of PLN 30,000, which represents the tax-free income threshold). - Annual taxable income exceeding PLN 120,000 is taxed at 32%.
- Certain types of income are not aggregated with general income but are subject to a flat tax rate of 19%.
Social Security Contributions:
- Pension and disability insurance: 9.76% of total gross salary
- Sickness insurance: 2.45% of total gross salary
- Health insurance: 9% of total gross salary
Note: Rates may vary depending on the type of employment contract.
Notice Period
For contracts, including with Poland EOR, having fixed or unlimited terms, the notice period can be two weeks, one month, or three months; for agreements with completed trial periods, it can be three working days, one week, or two weeks.
Termination and Severance Pay
Employees are entitled to severance payments when employment is terminated as part of a collective dismissal or when an individual is let go for reasons that do not affect them (assuming the firm employs at least 20 people).
The severance payment’s amount cannot be greater than 15 times the minimum remuneration for employment specified in the Act’s minimum wage regulations (i.e., the maximum amount of severance is approx. 8.600 EUR). However, the parties may agree to go above this cap. The Labor Code also outlines the provision of a death benefit and severance pay to an employee in conjunction with retirement or disability.
Frequently
Asked
Questions
What is International EOR and PEO?
International EOR (Employer of Record) and PEO (Professional Employer Organization) are services that enable businesses to compliantly hire, manage, and pay employees in foreign countries without the need for establishing a legal entity. EOR acts as the legal employer while PEO co-employs workers, handling administrative tasks such as payroll, taxes, and benefits.
Does Acvian handle time record submissions?
Acvian does not handle time record submissions directly. It is the client’s responsibility to track and submit employee work hours. However, Acvian can offer guidance and best practices to ensure efficient time tracking and compliance with local labor laws.
How can employees view their payroll details?
Employees can view their payroll details through the monthly payslips they receive and also via our Acvian platform. These payslips contain information on earnings, deductions, taxes, and net pay, giving employees a clear overview of their monthly payroll. Please note that in some countries, employers are restricted from viewing payslips due to data protection regulations, and only employees can share their payslips. For more details on these regulations, please contact our specialists.
How Acvian handles payroll disputes?
Acvian addresses payroll disputes promptly, working closely with both the client and the employee to investigate and resolve any issues.
Does Acvian require advanced monthly payments of salaries and service?
Yes, Acvian requires advanced monthly payments for salaries and service to ensure timely and accurate payroll processing.
Can Acvian provide consultations regarding a labor and tax legislation?
Yes, Acvian can provide consultations regarding labor and tax legislation. Our team of experts is well-versed in local regulations and can offer guidance to help your business maintain compliance, reduce risk, and navigate the complexities of international employment and taxation laws.
Which benefits does Acvian provide?
Acvian provides a diverse range of benefits, including but not limited to:
- Health insurance
- Car leasing
- Gym allowance
- Per diem compensation
- Maternity leave
We can customize and offer many kinds of benefits requested by the client, ensuring that your employees receive the support and perks that align with your company culture and local regulations.
Can Acvian provide private health insurance?
Acvian can provide private health insurance options as part of its comprehensive employee benefits package.
What would the monthly/yearly costs for the employee be?
The monthly/yearly costs for an ‘average’ package vary depending on the specific plan and location. See our estimated price packages here. Acvian’s team can provide detailed cost breakdowns based on your requirements.
Can Acvian help with entity set up?
While Acvian doesn’t directly provide entity set-up services, we can introduce you to local lawyers who specialize in this area to assist you with your needs. See also, when it's better to set the entity or use the EOR.
Offboarding: how it is handled?
Offboarding is managed by Acvian in a structured and compliant manner. We coordinate with your business to ensure all necessary documentation, exit interviews, and final payments are completed. Acvian also ensures adherence to local labor laws and regulations, including providing any required notice periods and managing the termination process.
When does business need it?
Businesses typically need EOR and PEO services when they:
- Expand into new international markets.
- Hire remote employees in foreign countries.
- Seek to streamline global workforce management.
- Aim to ensure compliance with local labor laws and regulations.
- Want to reduce the time and cost of establishing legal entities abroad.
Is Acvian compliant with GDPR?
Yes, Acvian is fully compliant with GDPR regulations. We collect and process personal data in accordance with the law, ensuring that data is used only for general, allowed purposes such as marketing and other legitimate business activities.
Where can Acvian supply EOR services?
Acvian can supply EOR services in over 180 countries, encompassing almost all European nations, the United States, and Canada, providing extensive coverage to support your business’s global expansion and workforce management needs. See our coverage here.
How does payroll work under EOR?
Under EOR, Acvian manages the payroll process by:
- Acting as the legal employer of your foreign workforce.
- Handling salary calculations, deductions, and disbursements.
- Ensuring compliance with local tax and labor laws.
- Managing payroll taxes, social contributions, and benefits.
- Providing timely and accurate payroll processing for your employees.
Explore the details here.
Can you provide support for expatriate EOR workers?
Yes, Acvian provides comprehensive support for expatriate EOR workers, including:
- Visa and work permit assistance.
- Relocation and housing support.
- Local registration and compliance.
- Payroll and tax management.
- Coordination of benefits and insurance coverage.
Explore in details here.
What are the details of expats support?
Expats support from Acvian encompasses a range of services designed to facilitate a smooth transition for employees working abroad. Key aspects include:
- Assistance with visa and work permit applications, renewals, and compliance.
- Support for relocation, including housing, schooling, and local registration.
- Guidance on local tax regulations and filings.
- Coordination of locally compliant benefits and insurance coverage.
- Ongoing support for any changes or issues that may arise during the expatriate assignment.
What happens after onboarding?
After onboarding, Acvian maintains an ongoing relationship with your business and employees, ensuring smooth payroll processing, managing tax and regulatory compliance, handling benefits administration, and providing support for any changes or issues that may arise in the employment lifecycle. This allows you to focus on your core business operations while Acvian manages your international workforce.
How many days will it take for our personnel to be onboarded?
The onboarding process typically takes between 2 to 4 weeks, depending on the country and complexity of the employee’s situation. However, Acvian strives to expedite this process, ensuring a smooth and efficient transition for your personnel. See our story of the urgent employment project.
Does Acvian provide in-country support for employee inquiries or assistance requests?
Yes, Acvian provides in-country or regional support for employee inquiries and assistance requests. We have dedicated managers in the countries where we support your employees, ensuring prompt and knowledgeable assistance tailored to local regulations and practices.
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