Keeping documents available in Poland
- •Contract, time records, payslip and proof of payment per worker
- •Art. 25 of the Polish posting act requires you to keep the documents for each posted worker available in Poland, on paper or digitally.
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What the law asks
The documents are available in Poland, on paper or digitally. At the request of PIP you hand them over within 5 working days, with a Polish translation. After the posting ends you keep them for 2 years and supply them within 15 working days on request.
Which documents
Copy of the employment contract or an equivalent document
Time records with start, end and hours per day
Payslips with recognisable components and deductions
Proof of wage payment (bank statement or receipt)
Recommended in addition: A1, conditions addendum, medical statement, BHP card, copy of the PIP declaration with receipt
Deadlines
Day 1
The file is ready and available in Poland
Every week
Update the time records
Every pay period
Add the payslip and proof of payment
Within 5 working days
Hand over after a PIP request, with Polish translation
2 years after the end
Keep them; supply within 15 working days on request
What often goes wrong
- Leaving payslips at home counts as a violation: fine of PLN 1,000 to 30,000 (art. 27).
How it works in the software
Step 1
Recurring tasks per worker, with the Polish terms included
Step 2
You upload contract, hours, payslip and proof of payment
Step 3
The software tracks what is missing per worker
Step 4
During an inspection you export the file in one go
Costs
Included in subscription
Part of the annual subscription
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