New obligation to report foreigners' contracts - what do employers need to know from July 1, 2025?

Pursuant to the Act of March 20, 2025 on the conditions of permissibility of entrusting work to foreigners on the territory of the Republic of Poland, an obligation to electronically report foreigners' employment contracts via the praca.gov.pl system is introduced.

What does this mean for companies that hire foreign workers? Does every contract have to be reported? What are the deadlines and consequences of failing to do so?
Below we explain everything - concretely and without unnecessary legal language.

What is the new obligation?

The new regulations apply to situations in which the employer has obtained a a work permit for a foreigner or has made entry of the statement on entrusting work to a foreigner in the register of statements.

New deadlines for employers:

• Starting July 1, 2025. - The obligation to submit a copy of the contract concluded with the foreigner to the starost, who entered the statement in the register of statements
• As of August 1, 2025. - The obligation to submit a copy of the agreement to the governor, who issued a work permit for a foreigner

We remind you that:

• The obligation applies only to contracts concluded with foreigners for whom a work permit or entry of a statement in the register has been obtained
• Contracts to be submitted must be in Polish or in a bilingual version; if there is no Polish version, a sworn translation is required
• A copy of the contract must be provided before entrusting work to a foreigner, within 7 days from the start of work
• This obligation applies to any newly signed contract - also when extending employment or changing working conditions

Who is affected by this obligation?

The new regulations cover all industries - whether logistics, manufacturing, or seasonal work in agriculture or food service.

What must the application contain?

The contract submission through the labor.gov.pl system should include the following data:

• employer and employee data
• type of contract concluded
• post
• workplace
• date of commencement of employment
• working hours and salary

What is the penalty for failure to report?

Failure to report the agreement may result in:

• with a fine of up to PLN 5,000
• revocation of the statement or work permit
• problems during the inspection of the PIP or Border Guard Service

How to avoid mistakes and unnecessary stress?

The introduction of new regulations shows how legal hiring of foreign workers is becoming increasingly complicated.
That's why it makes sense to work with a partner who will take full responsibility for the compliance of the process - as in a process outsourcing model.

NJOB Group Comprehensively supports the process of hiring foreigners:
- legalization of residence and work
- preparation of documents and notifications
- timely reporting to praca.gov.pl
- accommodation and coordination

Starting July 1, 2025, every contract with a foreigner must be reported online. This is a new obligation, so it will affect thousands of companies nationwide. So make sure you're compliant, because a mistake could cost you time, money and credibility.

Want to make sure your company is operating in compliance with the law?
Contact us - NJOB Group is a proven partner in the process outsourcing model.