Hiring Foreign Nationals in Poland – New Obligations for Employers and Changes to Work Permits

The planned changes to the regulations governing the employment of foreign nationals in Poland will introduce new obligations for employers, alter the rules for obtaining work permits, and expand reporting requirements. At the same time, the draft legislation provides for simplifications for citizens of certain countries, stricter compliance requirements, and higher penalties for violations of regulations governing the legal employment of foreign nationals.

Changes to the Regulations on the Employment of Foreign Nationals and HR Responsibilities

Proposed amendments to Polish regulations governing the employment of foreign nationals are set to significantly affect the day-to-day operations of businesses, HR departments, and global mobility specialists.

Although some procedures are aimed at cutting red tape, the reform places a heavy emphasis on new reporting obligations and stricter compliance, requiring a thorough audit of corporate HR and immigration practices.

Exemption from the Work Permit Requirement and the Obligation to Register Employment

A key procedural easement will allow citizens of specific countries (including the USA, UK, Canada, Japan, Australia, Israel, South Korea, New Zealand, Singapore, and Taiwan) to work without a traditional work permit. However, this is not absolute freedom – employers will be mandatory required to register and notify the labor authorities of their employment in each case.

Expanded reporting obligations and stricter penalties for employers hiring foreigners

The scope of foreigners subject to mandatory notification will expand considerably. Groups that previously enjoyed unrestricted access to the Polish labor market without additional administrative steps – such as students, graduates of Polish higher education institutions, Karta Polaka (Pole’s Card) holders, and individuals holding specific temporary residence permits – will now require official registration by their employer.

The government is sharpening its compliance tools. Authorities will gain new, broader grounds to refuse work permits or the registration of employer declarations. Refusals may be issued based on past labor law violations, failure to pay required salaries to foreign employees, or lack of proper cooperation with state oversight bodies.

Furthermore, failing to meet the notification duties will carry new categories of offenses and significantly higher administrative fines.

Work Permits and the Validity of Passports and Residence Permits

On a positive note, work permits will no longer specify the foreigner’s passport number. This practical shift will eliminate the administrative hassle of updating or reissuing permits whenever an employee replaces a travel document.

Conversely, the validity period of the work permit will be strictly tied to the expiration date of the worker’s passport, demanding a much more rigorous approach to immigration planning from HR staff.

The planned regulations will also restrict the ability of foreign nationals to work in Poland based on certain residence documents issued by other Schengen member states.

How can you prepare your company for the new rules on hiring foreign nationals?

The planned changes will require employers to review their procedures for legalizing the employment and residence of foreign nationals, their reporting obligations, and their internal HR processes. Our team supports employers in legalizing the employment of foreign nationals and adapting procedures to changing legal requirements. Contact us to discuss the impact of the new regulations on your organization’s hiring processes.