Guide to employing in Poland with an Employer of Record

Poland

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Capital City

Warsaw

Currency

Zloty (PLN)

Population Size

38,268,000

Language Spoken

Polish

Overview

The process of setting up a business entity in each location where you want to hire new employees can be time-consuming and costly. Additionally, navigating the intricacies of local labor laws and employee expectations can be challenging. XPANDIUM is a credible service provider of Employer of Record (EOR) Services in Poland. At XPANDIUM, we offer tailored solutions for companies wanting to hire employees compliantly and effectively. We use our expertise to enable businesses to navigate the complexities of local employment regulations without establishing a legal entity in Poland.

When you choose to partner with XPANDIUM as your Employer of Record in Poland, our team will seamlessly handle all aspects of compliant onboarding, payroll management/administration, tax payments and benefits through our own local EOR entity, leaving you to focus on the vital part – optimising your workforce and unlocking your business’ full potential.

All-inclusive

Hire Employees

Employer of Record in Poland

€350

per employee, per month

plus salary and employer taxes

approx. $402 USD

Compliant Polish employment contract

Payroll - salary, benefits and tax payments

Payroll support in Polish and English

One monthly invoice, all costs shown upfront

Start Hiring in Poland

Xpandium - Hire your employees in Poland

The Polish labor market is well-regulated and governed by the local labor code, which sets out rules and procedures that protect employers’ and employees’ rights and ensures fair and transparent workplace labor practices.

Companies must comply with specific regulations about hiring new employees in Poland, hiring contractors in Poland, working hours, paid time off, sick leave and the termination of employee contracts.

Navigating this legal framework will require companies to possess extensive knowledge of the Polish labor code. If not implemented correctly, this can become an expensive and time-consuming practice

Partnering with XPANDIUM can help your business avoid these legal pitfalls and establish the correct procedures to ensure your workforce thrives.

As in several EU countries, Poland has different labour regulations regarding how to employ full-time employees and how to employ contractors or part-time employees. Misclassifying employees or contractors can lead to non-compliance with the labor code, resulting in fines and penalties for the offending company.

XPANDIUM understands these complexities and can offer your company seamless guidance and support, ensuring your employees are correctly classified and that the proper labor practices are maintained.

When you partner with XPANDIUM, we will ensure your company complies and stays current with any Polish labor code changes.

You

Manage the work

Choose who to hire and set the salary

Direct daily tasks, goals and working hours

Review performance and decide on raises

Pay one monthly invoice

Xpandium

Handles the employment

Polish employment contract through our own local entity

Onboarding in 24 hours of signing

Registration with the Polish authorities

Payroll - salary, benefits, tax payments and payslips

Employee taxes, contributions and filings

Human-led payroll support in Polish and English

Employment Contract - Poland

Employment relationships may be concluded for fixed term employment (temporary) or indefinite duration (open-ended).

Probation period

Max 3 months, tied to length of following contract: 1 mo (<6-mo term), 2 mo (6–12 mo), 3 mo (longer/indefinite)

Medical Examination

Required prior to hiring as a job aptitude check-up.

Health and Safety Training

To be provided to employees as soon as possible during or immediately after start date.

Working hours

8 hrs/day, 40 hrs/week; weekly incl. OT ≤48 hrs; annual OT ≤150 hrs

Minimum wage

PLN 4,806/mo (from 1 Jan 2026)

13th month salary

Not mandatory (private sector)

Benefit package

In Poland, there are no obligatory fringe-benefits that an Employer shall offer, however a custom voluntary plan may be set up (see more details at the polish Benefit section).

Payroll Cycle

Salaries are paid on a monthly basis and employees must receive their salary no later than the 10th of the following month.

Health insurance in Poland

Poland provides full medical coverage to all residents.

Employer taxes

19.48% - 22.14% total employment cost in Poland.

Salary calculator

Employment cost

Employer of Record in Poland

Enter the gross salary per month

Type an amount or pick an example.

PLN

PLN0

total cost per employee, per month*

Net salaryestimate at the 12% tax ratePLN 0

Social security contributions (ZUS)approx. 20.48% of gross, paid by the employerPLN 0

*Note: Net salary is an estimate before personal deductions; income above the first tax threshold is taxed at 32%. EOR fees apply.

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Public Holidays

14 public holidays — Christmas Eve (Dec 24) added as a statutory holiday from 2025

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Popular benefits in Poland

Regarding payroll services in Poland, there are no compulsory fringe benefits the employer is stipulated to offer employees. However, as part of a personalised approach, XPANDIUM can assist your business in designing and establishing customised plans to compensate employees beyond regular salaries. These voluntary, non-salary benefits may include:

Supplementary medical insurance (such as private health, dental and vision insurance)

Supplementary life insurance or other unique insurance plans

Additional paid time off

Flexible working schedules

Voluntary pension fund scheme

Benefit planning process includes

When your company hires employees in Poland, attractive benefits can help you attract and retain top talent. XPANDIUM can assist you in designing and implementing benefits programmes for single or groups of employees. This process will include:

Determining the annual amount you want to offer employees – this amount can be divided into 12 instalments and integrated into the regular payroll.
Select the specific benefit items your company would like to offer its employees – this may include voluntary benefits such as medical insurance, additional paid time off and flexible work schedules.
Creating internal policies which will outline the details of the benefits plan. These policies must be formally and thoroughly communicated to relevant employees and integrated with the monthly payroll.
Ensuring employees have accurately completed benefit statements – specifying preferred benefits and respective amounts. These statements must be completed, signed and provided to the Polish Employer of Record for processing.

Types of Leaves in Poland

Annual (paid) leave

20 days (<10 yrs total service); 26 days (≥10 yrs)

Sick leave

Employer-paid ≤33 days/yr (14 days if over 50) at 80%, then ZUS sickness allowance

Maternity leave

20 weeks maternity at 100% or 80%; separate parental leave up to 41 weeks (43 for multiples), 9 wks non-transferable per parent (2023 reform)

Paternal leave

2 weeks (14 days) at 100%, must be used before child's 1st birthday (window shortened by 2023 reform)

Special parental leave

Employees are entitled to 36 months unpaid leave until the child reaches the age of 6.

Other / Child care leave

To take care of a child or attend other family events the leave period can be from 16 hours to 2 days.

The 2 days leave can be required for an employee's child's birth, wedding, or death of a close relative.

The 1 day leave: employee's child's wedding, or death of a sibling, in-laws.

Employment termination in Poland

Employers have the below options to terminate an employment contract in Poland:

Termination under probation period

Termination by either the Employee or the Employer is immediately effective with special notice periods:

If probationary period is

up to 2 week: the notice is 3 working days.
exceeds 2 weeks: 1-week notice.
reaches 3 months: 2 weeks' notice.

Termination by mutual consent

The termination by mutual consent allows the Employer and Employee to agree freely but in written agreement with each other on the conditions of termination.

However terminating employment this way is a very common and highly supported practice due to parties waiving all further claims, subject to individual severance payment and notice period.

Termination by notice

2 weeks (<6 mo); 1 month (≥6 mo); 3 months (≥3 yrs)

Expiry of employment contract

When the employment contract expires then such employment is automatically terminated.

Severance pay

Same tiers; statutory severance applies at employers with 20+ staff (collective-redundancy law)

Partnering with XPANDIUM can help your business avoid these legal pitfalls during terminations and establish the correct procedures to ensure your local compliance for the leaving employees.

When you partner with XPANDIUM, we will ensure your company complies and stays current with any Polish labor code changes.

How EOR works in Poland

XPANDIUM offers EOR services in Poland as a strategic solution for companies looking to hire, onboard and support employees worldwide seamlessly. This means that by using XPANDIUM as your EOR in Poland, the employee works with and on behalf of your company as if they were your in-house employee, while XPANDIUM acts as your employee’s legal employer in Poland.

XPANDIUM will be responsible for ensuring your workforce is compliantly employed within the guidelines of the local labor laws, handling payroll administration and distributing salary payments and filing employment-related taxes and returns.

Take the complexity out of hiring employees in Poland, and contact XPANDIUM for a tailored solution.

Tell us the role

Share the role, start date and salary. We send you the full monthly cost before you make an offer.

Request a quote →

We employ them

We issue a compliant Polish contract through our own local entity and register your new hire with the authorities.

You manage the work

Your employee works for you day to day. We run payroll, taxes and benefits, and send one monthly invoice.

Payroll in Poland

As part of XPANDIUM’s EOR services, we act as your company’s payroll provider in Poland. Here is how we compliantly process your employee payroll in Poland:

Gather essential employee information – As part of our payroll setup, we collect all employee information needed to ensure effective payroll management and salary distribution.
Compliance with local tax law - At XPANDIUM, we make sure to comply with the tax regulations in Poland. This includes income tax, withholding tax and sales tax. Our dedicated team stays updated with the laws and any changes to ensure that your payroll processes meet all requirements. With our payroll system, you can rely on automated tax calculations and filing in Poland. This helps streamline the process while minimising errors and ensuring that all your tax obligations are promptly met.
Payroll Classification - Properly classifying employees for payroll purposes is essential to accurately determine tax withholdings and contributions. We make sure that whether they are full-time employees, part-time workers or contractors, they are correctly categorised to avoid misclassification issues.
Providing official documentation - As part of our service at XPANDIUM, we provide official documentation to your employees, providing them with a breakdown of their gross income and details about tax deductions, benefits received and other contributions made.
Timely salary payments - In Poland, it is common for salaries to be paid monthly, although some companies may choose to pay weekly or daily. By utilising XPANDIUMS EOR service, you can ensure that your employees receive prompt and accurate salary payments.

Partner with XPANDIUM and experience the benefits of our expert payroll services in Poland. Here is how the monthly payroll process works:

Before payroll

Data collection and verification

We gather and verify each employee's data and set up the procedures for a correct pay run every month.

Payroll run

Salary calculation

Wages, taxes, deductions and applicable benefits are calculated under Polish payroll rules.

After payroll

Payment and reporting

We pay the salaries, provide payslips, handle payroll accounting and reporting, and keep everything in line with local regulations.

Payday: monthly salaries are paid on a fixed date, no later than the 10th day of the following month. If that day is not a working day, the salary is paid earlier.

Ready to hire in Poland?

Tell us the role and salary, and our local team will send you the full monthly cost before you commit to anything.

No commitment · A real person, not a ticket system · Questions welcome