Ukrainian citizens constitute a significant group of employees in the Polish labor market. In response to the situation after February 24, 2022, special regulations were introduced that significantly simplified the procedure for hiring them. However, these regulations evolve, so it’s crucial for you, as an employer, to know the current rules applicable in 2025. This guide will help you understand how to legally hire a Ukrainian using either the simplified procedure or standard pathways.
Special rules for Ukrainians who arrived after february 24, 2022 (special act)
The most important legal act regulating the situation of Ukrainians who arrived in Poland due to the armed conflict is the so-called Special Act (Act on assistance to citizens of Ukraine…). It introduced significant facilitations in accessing the labor market.
Who is Covered by the Simplifications?
The simplified procedure applies to citizens of Ukraine (and in some cases, their non-Ukrainian spouses) who:
- Arrived in Poland legally in the period from February 24, 2022, due to military actions.
- Their stay in Poland is considered legal under the Special Act. As a rule, the legality of stay on this basis has been extended (as of April 2025 – you must always verify the currently applicable deadlines on official government websites, e.g., gov.pl or udsc.gov.pl, as they may change – recent extensions often cover periods up to June 30 or September 30 of a given year). This status is often confirmed by having been assigned a PESEL number with UKR status or possessing the Diia.pl electronic document.
The Key Mechanism: Notification via praca.gov.pl
For individuals meeting the above conditions, the primary and only formal requirement for their work to be legal (besides legal stay) is notification by the employer to the competent District Labor Office (PUP).
- Who Notifies: The Employer.
- Where: Exclusively electronically, via the praca.gov.pl portal.
- Deadline: You have 14 days from the day the Ukrainian citizen starts work. This deadline is very important!
- What is needed for notification: Employer’s details, Ukrainian citizen’s personal data, type of contract concluded (e.g., employment contract, contract of mandate), position held, place of work, working hours/number of hours, remuneration amount.
Important: For this group, obtaining a work permit or submitting a declaration of entrusting work is not required.
Conditions of Employment: The remuneration of a Ukrainian citizen employed based on notification cannot be lower than the applicable minimum wage or hourly rate and should be comparable to the remuneration of other employees in a similar position.
Verification of legal stay – Your obligation before notification!
Before you make the notification via praca.gov.pl, you must ensure that the Ukrainian citizen is residing in Poland legally and is covered by the Special Act. How to check this?
- Ask to see a document confirming legal stay, e.g.:
- Certificate of assignment of a PESEL number with UKR status.
- Electronic document in the Diia.pl application (mObywatel).
- Stamp in the passport confirming legal entry after Feb 24, 2022.
- Keep a copy of this document in the employee’s personnel files.
If the Ukrainian citizen is not covered by the Special Act or their legal stay on this basis has expired (and has not been extended or otherwise legalized), standard procedures will need to be applied.
What about Ukrainians not covered by the special act?
Not all Ukrainian citizens working in Poland are subject to the simplified notification procedure. Standard employment rules (like those for other third-country nationals) will apply, for example, to Ukrainians who:
- Were legally residing in Poland before February 24, 2022, on other grounds (e.g., visa, residence card) and did not switch to the status under the Special Act.
- Their stay under the Special Act expired, and they did not obtain another residence title.
In such cases, you must legalize their work through:
- Declaration of entrusting work: Available for Ukrainian citizens, allows work for up to 24 months. You submit it as an employer to the PUP before work starts.
- Work permit: You apply as an employer to the Voivode. For Ukrainian citizens, the labor market test is often not required.
Remember that even in these cases, the employee must hold a valid document legalizing their stay in Poland.
Basic employer obligations (common to all paths)
Regardless of the work legalization method (notification, declaration, or permit), as an employer, you must always remember:
- Concluding a written contract: Employment or civil law contract, translated into a language understood by the employee.
- Registering with ZUS: Within 7 days of starting work.
- Equal treatment: Regarding employment conditions, remuneration, access to training.
- Adhering to OHS regulations.
- Storing documentation: Copies of the residence document and the work legalization document.
Risk of errors and how to avoid them – A real-life example
A construction company hired several Ukrainians who arrived in 2023 and had PESEL UKR status. The employer knew about the notification obligation and submitted it via praca.gov.pl within the required 14 days for all employees. However, during an inspection, it turned out that the notifications for two employees stated “employment contract,” while they were actually working under a “contract of mandate.” Additionally, none of the employees received a translation of their contract. Although the basic work legalization (notification) was done, these shortcomings could have caused trouble for the company. This shows the importance of accuracy even with simplified procedures.
Changes in regulations – stay updated!
Regulations concerning the stay and work of Ukrainian citizens, especially those arising from the Special Act, are dynamic and subject to change. Regularly check announcements on official government websites:
- gov.pl
- udsc.gov.pl (Office for Foreigners)
- praca.gov.pl
Do not rely solely on information from several months ago – always verify the current legal status!
Professional support in hiring ukrainian citizens
Navigating between the Special Act and standard procedures, verifying residence status, or keeping track of deadlines can be complicated. Our law firm offers support for employers hiring Ukrainian citizens:
- We help determine if an employee falls under the Special Act and the notification procedure.
- We assist in correctly making the notification via praca.gov.pl.
- We help obtain declarations or work permits if required.
- We verify the legality of stay of candidates.
- We advise on employer obligations and the correct drafting of contracts.
Ensuring the legality of employing Ukrainian citizens is crucial. Contact us if you need professional support and want to be sure you are acting in accordance with the latest regulations.
(Please remember that the information contained in this article is general in nature and reflects the legal state as of April 2025. Due to the dynamic changes in regulations concerning Ukrainian citizens, always verify current information from official sources or consult a lawyer.)
