Good documentation is the best protection against sanctions. We gather in one checklist everything that needs to be checked before allowing someone to start work and after hiring, together with the deadlines to keep an eye on.
1. Before allowing work to start
- A valid residence document and a basis for work (permit/declaration/exemption),
- the position and salary matching the document,
- a written contract in a language the employee understands.
2. After hiring
- Submitting the contract to the authority through the system,
- notification of taking up work (as a rule, 7 days),
- ZUS registrations (ZUA/ZZA) and PIT settlements.
3. Documentation for an inspection
Keep in one place: the residence document, the basis for work, the contract, confirmations of submitting the contract and notifications, and ZUS registrations. This will make a PIP/Border Guard inspection easier.
4. Deadlines to watch
Show more: a 15-minute mini employment audit
A 15-minute mini audit
For each foreign worker check three things: (1) whether the stay is valid, (2) whether there is a basis for work consistent with the contract, (3) whether obligations towards the authority and ZUS have been fulfilled. A missing element in even one of these is a signal for urgent correction.
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Book a free consultationLegal note: this article is for information only and does not constitute legal advice. Legal status: 2026 (Act of 20 March 2025, Journal of Laws 2025 item 621; ZUS and PIT provisions).
Sources: Act of 20 March 2025, Journal of Laws 2025 item 621; pip.gov.pl. The above discussion is our own; the provisions cited should be verified against the current text of the act before taking any action.