Employee Onboarding

Employee onboarding in Poland is a detailed, structured, and legally regulated process. It ensures that new hires are smoothly integrated into a company while complying with the country’s labor laws. The onboarding process goes beyond simply welcoming a new employee – it involves fulfilling various legal and administrative requirements that aim to create a compliant, safe, and productive working environment. In this article, we will explore the key aspects of employee onboarding in Poland, highlighting legal obligations and best practices for ensuring a smooth transition for new employees.

Key components of the onboarding process in Poland include mandatory medical examinations, Occupational Safety and Health (BHP) training, and a probationary period. For companies unfamiliar with Polish regulations, particularly foreign firms, managing these obligations can be complex. Many organizations choose to partner with an Employer of Record (EOR) in Poland. An EOR takes responsibility for ensuring compliance with local labor laws, managing onboarding tasks such as contracts, training, and health checks, while allowing businesses to focus on their core operations.

A structured and well-managed onboarding process helps not only to meet legal obligations but also to foster a positive and supportive atmosphere for new employees. This contributes to stronger retention rates, higher employee satisfaction, and a more productive work environment.

The first step in the onboarding process involves deciding on the type of employment contract. In Poland, there are several types of employment contracts, each with different legal implications and requirements:

• employment contract for an indefinite period – this is the most common type of employment contract and provides the highest level of protection for the employee. It can only be terminated under specific conditions outlined in the labor code.
• fixed-term contract – this contract lasts for a specified period. It must clearly state the end date, and employees under this contract enjoy similar protections as those with indefinite contracts.
• probationary period contract – typically, new employees are hired under a probationary period contract to assess their suitability for the position before being offered a long-term contract. This period can last up to three months.
• civil law contracts – in addition to employment contracts, Poland also has civil law contracts, such as the mandate contract (umowa zlecenia) or contract for specific work (umowa o dzieło), which are used in more flexible or temporary working arrangements. These contracts, however, provide fewer employee protections compared to employment contracts.

Each of these contract types must clearly specify the place of performing the work, the scope of duties, and the working hours in Poland, ensuring both employer and employee understand their respective rights and responsibilities.

One of the key elements of the employee onboarding process in Poland is the mandatory medical examination that all new hires must undergo before they can begin work. According to Polish labor law, employers must ensure that each new employee undergoes a pre-employment medical examination to assess their fitness for the job. This requirement applies to all employees, regardless of the nature of their contract or position.

The medical examination ensures that employees are physically and mentally capable of performing their duties without endangering themselves or others. Depending on the nature of the job, the examination may involve more specific health checks. For instance, employees in industrial, construction, or hazardous roles may undergo additional tests to assess their ability to handle physical work or work in dangerous environments. Office workers, on the other hand, generally undergo standard evaluations.

The employer is responsible for organizing and covering the costs of these medical examinations. The medical certificate issued after the examination confirms that the employee is fit for their specific role. This certificate must be retained in the employee’s personnel file, and its validity typically lasts one to three years, depending on the work and workplace conditions.

Failing to provide a valid medical certificate can result in serious consequences for the employer, including penalties from labor inspectors. This is where an Employer of Record (EOR) can be particularly helpful. The EOR ensures that all medical checks are conducted according to Polish labor laws, making the process efficient and ensuring compliance. The EOR also keeps track of when medical certificates need to be renewed, further simplifying administrative tasks for the employer.

The probation period is a common element of employment contracts in Poland and serves as a trial phase during which both the employer and the employee can assess their suitability for the role and the working environment. According to Polish labor law, the probation period can last up to three months and must be explicitly stated in the employment contract. During this time, the employer evaluates the employee’s performance, skills, and overall fit within the company, while the employee gets the opportunity to understand the job requirements, company culture, and working conditions.

The probation period offers several advantages to both parties. For employers, it provides a flexible way to assess whether the new hire can meet the expectations of the role and adapt to the company’s operational standards. If the employee fails to meet these expectations, the employer has the right to terminate the employment during the probation period with shorter notice than is typically required for permanent employees. Depending on the length of the probationary period, the notice period can range from 3 days to 2 weeks, offering more agility in decision-making.

For employees, the probation period is a chance to familiarize themselves with the responsibilities of the position and determine whether the company aligns with their career goals and expectations. It offers a structured way to ease into the role, receive feedback, and make necessary adjustments without being fully locked into a long-term contract. At the end of the probation period, if both parties are satisfied, the employee typically transitions to a full-time contract with standard employment protections and benefits.

Employers should be mindful of the specific legal requirements regarding probation periods, as the conditions surrounding termination or contract extension during this phase are regulated by law. The probationary period can only be implemented once for a given employee in the same role, and it cannot be extended beyond the three-month limit. In cases where a company works with an Employer of Record (EOR), the EOR ensures that all aspects of the probation period are properly handled in compliance with Polish labor laws. This includes drafting the employment contract, managing notice periods, and addressing any legal or administrative issues that may arise during the probationary phase.

By partnering with an EOR, employers can navigate the intricacies of the probation period more effectively, ensuring compliance with labor regulations and reducing the risk of legal disputes. The EOR also helps streamline the administrative tasks associated with the probation period, such as contract amendments or terminations, making the process smoother for both the employer and the employee.

Ultimately, the probation period in Poland provides a valuable mechanism for both parties to test the employment relationship in a structured, legally protected framework, ensuring that long-term hires are a good fit for the company.

Employee onboarding in Poland is a multifaceted and highly regulated process that ensures compliance with labor laws while fostering a safe and productive working environment. Key components of onboarding include mandatory medical examinations, Occupational Safety and Health (BHP) training, and a probation period, each of which plays a crucial role in integrating new employees into the workforce. Navigating these requirements can be challenging, particularly for foreign companies unfamiliar with Polish regulations, but partnering with an Employer of Record (EOR) simplifies the process.

The EOR manages the administrative and legal complexities of onboarding, ensuring that all procedures are carried out in accordance with Polish law. This includes organizing medical exams, overseeing BHP training, and managing probation periods, allowing companies to focus on their core business operations while minimizing the risk of non-compliance and potential legal issues.

By following a structured and compliant onboarding process, employers can create a positive work environment that prioritizes employee safety, well-being, and long-term job satisfaction, while also protecting the organization from potential fines or disputes. Effective onboarding is not only a legal requirement but also a strategic investment in building a strong, engaged, and capable workforce.

In Poland, Occupational Safety and Health (BHP) training is a mandatory component of the onboarding process for all employees. BHP training ensures that new hires are well-informed about workplace safety regulations, potential hazards, and the necessary precautions to minimize risks associated with their specific job roles. This training is legally required under Polish labor law and is essential to maintain a safe working environment, regardless of the industry or position.

The primary purpose of BHP training is to educate employees on how to perform their tasks safely and how to respond in emergency situations. The training covers various aspects of workplace safety, including fire safety procedures, the use of personal protective equipment (PPE), ergonomics, and first aid measures. For roles that involve working with heavy machinery, hazardous materials, or in high-risk environments, specialized BHP training is required to address the unique challenges of those positions.

BHP training must be provided to all employees before they begin work and should be tailored to the specific risks associated with their job. It is the employer’s responsibility to ensure that the training is conducted by a certified safety specialist and that the content meets legal standards. In most cases, BHP training consists of an initial course followed by periodic refresher courses to keep employees updated on safety protocols. These refresher courses must be provided regularly, with the frequency depending on the type of work the employee is performing. For example, office workers may need to renew their training every few years, whereas employees in high-risk sectors, such as construction or manufacturing, may require more frequent updates.

The Employer of Record (EOR) plays a significant role in managing BHP training, especially for companies unfamiliar with Polish safety regulations. The EOR ensures that new hires complete their training on time and that the training complies with legal requirements. In addition to organizing the training sessions, the EOR is responsible for keeping detailed records of completed training and ensuring that employees attend refresher courses as required by law.

This proactive management of occupational safety training not only helps to ensure compliance with Polish labor laws but also fosters a culture of safety in the workplace. Employees who are properly trained in BHP protocols are more aware of the risks in their working environment and better equipped to prevent accidents or injuries. By investing in thorough and regular BHP training, companies can reduce the likelihood of workplace incidents, improve employee well-being, and avoid potential fines or legal issues related to non-compliance.