For several years now, Ukrainian workers have been practically taking the Polish job market by storm. Relatively simple employment procedures compared to other EU countries make Ukrainians eager to choose our country as a place to work. However, if you're planning to hire foreigners, don't forget about a few important formalities. We'll tell you what to keep in mind.
Legality of employment, i.e. formalities
An employer who wants to employ a foreigner must complete certain legal steps. First, you must complete the declaration, containing data identifying the employer, the foreigner and information about the work he is to perform. After paying the fee (30 PLN) the declaration must be registered at the District Labor Office, who on its basis enters a declaration of entrusting work to a foreigner into the register of declarations. The employer is obliged to provide the employee with the original of this declaration, because the declaration is the basis for obtaining a visa for the purpose of performing work.
On the day the foreigner starts work the employer should notify the employment office in writing. If the employee from Ukraine does not start work on the appointed day, the employer must also inform the employment office about this – it has the right to do so. 7 days from the day indicated in the declaration as the first day of employment.
Remember that the employer has exactly the same obligations towards an employed Ukrainian as towards a Polish employee. It is mandatory registering the employee with the Social Insurance Institution, as well as paying contributions and income tax.
Declaration of Intention to Entrust Work – What Do You Need to Know?
Declaration of intent to entrust work allows for the employment of a foreigner for up to six months within the next year. Thanks to this a residence and work permit is no longer needed, which is usually required for employees coming from countries outside the EU. Please note that this the employer is obliged to submit appropriate documents to the District Labor Office.
In addition to information about the employer, employee and the nature of the work that the foreigner will perform, the application must also include the amount of remuneration. All formalities must be completed before work begins. If you want to employ an employee for more than six months, you must apply for a residence and work permit.
Technological support for employing foreigners
In the process of legalizing the work of foreigners, modern tools such as HR system / ATS systemThey enable the automation of many stages of the hiring process, including monitoring documentation, deadlines for reporting to authorities, and the flow of information within the organization. An example of such a solution is HRapp – a platform supporting employers in effectively managing HR processes, especially in the context of hiring foreigners. Such systems can significantly streamline administrative processes and avoid costly formal errors.
What else do you need to remember when hiring Ukrainians?
In addition to formalities and formal issues, remember also about more "life matters".
Support with accommodation and assistance with commuting to work – this is not a legally regulated issue, but it is worth making it easier for a new employee to start in a new country in this way. Accommodation should be adequately connected to the workplace and of course it should be of an appropriate standard. If it is not possible to provide accommodation close to the workplace, it may also be a good idea to provide transport to work.
Translation help – effective communication is essential. It is important not only to correctly translate documents and materials necessary to start and perform work, but also any other information – for example, information that is on the notice board at work. If you plan to employ many Ukrainians, it may also be a good idea to hire a translator who will support employees. The ideal solution is of course permanent assignment of a bilingual Employee Coordinator.
Preparing the rest of the team for the changes – do it before the foreigners start working in the company. Gather leaders and managers, train them in legislation and administration. Be sensitive to cultural issues so that the process of hiring new people goes as smoothly as possible.
