Residence Cards for Employees

What Is a Residence Card and What Is It Used For?

A residence card is an official document issued to foreigners who have obtained a residence permit in Poland (temporary, permanent, or EU long-term resident). It serves several important functions:

• Confirms the identity of the foreigner during their stay in Poland.
• Confirms the possession of a legal right to reside in the territory of the Republic of Poland (according to the type of permit obtained).
• Together with a valid travel document (passport), it entitles the holder to cross the Polish border multiple times without needing a visa.
• Allows travel within the territory of other Schengen Area countries for tourism purposes for up to 90 days within any 180-day period.

Residence Card vs. Residence Permit – What’s the Difference?

These are two related but distinct concepts that are often confused:

• Residence Permit (Zezwolenie na pobyt): This is the administrative decision issued by the Voivode, granting the foreigner the right to legally stay in Poland for a specified period (temporary residence) or indefinitely (permanent residence, EU long-term resident). It is the legal basis for the stay.
• Residence Card (Karta pobytu): This is the physical document (plastic card) issued based on the granted residence permit. It serves as tangible proof of holding that permit and the rights derived from it.

In practice, this means that a foreigner applies for a residence permit, and upon obtaining it, they are issued a residence card.

Which Residence Permits Lead to the Issuance of a Residence Card?

A residence card is issued following the granting of one of the main types of residence permits:

• Temporary Residence Permit (Zezwolenie na pobyt czasowy): Granted for a period from 3 months up to a maximum of 3 years, most commonly for the purpose of:
  • Work
  • Business activity
  • Studies
  • Family reunification
  • Other circumstances justifying a stay longer than 3 months.
• Permanent Residence Permit (Zezwolenie na pobyt stały): Granted indefinitely to foreigners meeting specific conditions (e.g., Polish descent, Pole’s Card, specific period of legal stay in Poland).
• EU Long-Term Resident Permit (Zezwolenie na pobyt rezydenta długoterminowego UE): Granted indefinitely to foreigners who have resided legally and continuously in Poland for at least 5 years and meet additional conditions (stable income, health insurance).

Our Law Firm offers comprehensive support in preparing and submitting applications for all types of residence permits.

How to Obtain a Residence Card? (The Permit Application Process)

The path to obtaining a residence card involves applying for the appropriate residence permit to the Voivode competent for the foreigner’s place of residence. This process is complex and generally looks as follows:

1. Submit the Application: The foreigner (often with support from their employer or legal representative) submits a complete application with required attachments (the list depends on the purpose of stay – e.g., documents from the employer, university certificate, civil status records). The application must be submitted during a legal stay in Poland.
2. Biometrics Collection: During a visit to the Voivodeship Office, fingerprints and other biometric data are collected.
3. Administrative Proceedings: The office verifies the application and documents, and may request additional information or clarifications. The waiting time for a decision can range from several months to over a year.
4. Decision Issuance: After a positive review, the Voivode issues the decision granting the residence permit.
5. Fee Payment and Card Collection: Upon receiving a positive decision, the fee for the residence card must be paid. After the card is produced, it must be collected in person.

Due to the complexity of the procedure and long waiting times, professional legal assistance during the permit application stage is extremely valuable.

Validity and Replacement of the Residence Card

• Validity: A residence card issued based on a temporary residence permit is valid for the duration of the permit (max. 3 years). Cards issued based on permanent or EU long-term resident permits are typically valid for 10 years (permanent) or 5 years (EU resident) and require replacement (of the document, not the status).
• Replacement/Renewal: It is crucial to apply for the next temporary residence permit or for a replacement card (for permanent/EU resident) before the current card expires to maintain continuous legal stay. The card must also be replaced if lost, stolen, damaged, or if personal data changes.

Why Use Our Support?

Whether you are an employer ensuring the legal status of your employees or a foreigner seeking to regularize your status in Poland, our Law Firm offers:

• For Employers: Certainty of legal employment, avoiding work interruptions due to employees’ expired documents, simplifying HR processes related to foreign staff, attracting/retaining foreign talent by offering support.
• For Foreigners: Correct preparation of the application and documentation, increased chances of a positive decision, reduction of stress and potential delays, ensuring continuity of legal stay and travel rights.
• For Everyone: Our expert knowledge across all types of residence procedures, a personalized approach, monitoring of deadlines and case status.