What to Watch Out for When Hiring a Worker from Ukraine?

Employee from Ukraine — What to Watch Out For?

When hiring a worker from Ukraine in Poland you must comply with all currently applicable regulations and pay attention to several important issues related to communication, integration, and potential cultural differences between Polish and Ukrainian employees at your company.

What to Watch Out for When Hiring a Worker from Ukraine?

Immigration and Employment Regulations

Make sure you comply with the applicable immigration and employment regulations for workers from outside the European Union. Consult with local government authorities to ensure that you meet all legal requirements.

It is also worth reading the article: "How to Hire and Obtain a Work Permit for a Worker from Ukraine?"

Since 24 February 2022, hiring a worker from Ukraine has been greatly simplified — it is sufficient for the Ukrainian citizen to be staying in Poland legally. Employment is carried out on the basis of a notification of entrusting work to a Ukrainian citizen or a notification of employment by a Ukrainian citizen.

Document Verification

Carefully verify identity documents and confirm the legal status of the Ukrainian worker's stay in the Republic of Poland. A Ukrainian citizen should have the appropriate stamp from the Polish Border Guard in their passport or other entry document.

Ukrainian citizens — who entered Poland in connection with military hostilities in their country — must apply for a PESEL number within 30 days of arriving in Poland. Make sure that all documents presented by the Ukrainian worker are genuine and comply with applicable regulations.

Qualifications and Experience

Thoroughly check and evaluate the qualifications and experience of the Ukrainian job candidate to ensure they meet the requirements of the position you wish to hire them for. Conduct appropriate interviews and, where possible, check references.

In the case of specialist qualifications, it may be necessary to have the candidate's diplomas and certificates translated or officially certified by a sworn translator.

Employment Contract — Understandable to Both Parties

Prepare a complete and clear employment contract that clearly defines the terms of employment, remuneration, and the employee's duties and rights. Every employment contract must be fully understandable to both parties in the hiring process! For this reason, in some cases it may be necessary to translate the contract into Ukrainian and/or English to ensure that the employee fully understands the document.

Decide whether you want to hire the Ukrainian worker on a permanent basis, temporarily, or under a civil law contract. Make sure you have a clear understanding of the terms and duration of employment and the potential for contract extension.

If you have any doubts or difficulties, consult a lawyer specializing in the employment of foreign nationals. They can provide you with the necessary advice and assistance in the process of hiring a worker from Ukraine. If you decide to hire workers from Ukraine through an agency such as Gremi Personal, most or all of the formalities will be handled by specialists.

Language and Effective Communication

Make sure the employee has adequate language skills to communicate effectively in the workplace. If the job requires knowledge of a specific language, conduct appropriate tests or interviews to assess the candidate's level.

A good practice is to invest in a language course that will enable the Ukrainian worker to improve their language competencies in a short time. For unskilled workers, Polish-speaking team members from their home country can provide invaluable support.

Working Conditions and Team Integration

Provide appropriate working conditions and integrate the Ukrainian worker into the team. Make sure they are aware of company policies and procedures and have access to the necessary tools and training. If needed, conduct or commission appropriate training for the entire team so that Ukrainian workers in Poland feel they are treated well.

Culture and Cultural Differences

Be aware of the cultural differences between Ukraine and your workplace and workers from Poland or other countries. Pay attention to differences in communication styles, work expectations, and social customs. Ensure openness towards Ukrainian workers and respect all cultural differences. Make sure all your employees are treated fairly and equally!

Support with Day-to-Day Administrative Formalities

Provide appropriate guidance and assistance with handling all necessary formalities. Remember that workers from Ukraine may be staying in the Republic of Poland in connection with military hostilities in their country, and leaving home may have been rushed and stressful. Therefore, your help with, for example, renting an apartment or opening a bank account will be a welcome and appreciated gesture of support.

Hiring Workers from Ukraine in Poland — Key Administrative Requirements

Workers from Ukraine, due to the armed conflict in their country, may benefit from simplified procedures for legalizing their stay and taking up employment in Poland.

• The right to take up employment in the Republic of Poland is held by every Ukrainian citizen and their spouse (even without Ukrainian citizenship!) who is staying in our country legally.
• Ukrainian citizens are entitled to temporary protection in the Republic of Poland until 4 March 2024 (in accordance with current regulations) — during this time they may not exercise such a right in another EU country. If they leave Polish territory for a period exceeding 30 days, they lose the right to legal residence.
• Ukrainian citizens who arrived in Poland before 24 February 2022 and hold a valid residence title may be employed on the basis of a Notification of Entrusting Work to a Ukrainian Citizen — the employer is required to submit such a notification to the relevant State Labour Office (competent for the company's registered address) within 14 days of the Ukrainian worker commencing employment.
• Ukrainian citizens who arrived in Poland from 24 February 2022 onwards, in connection with military hostilities in their country, and declared their intention to remain in Poland, may be employed on the basis of a Notification of Employment by a Ukrainian Citizen — the employer is required to submit such a notification to the relevant State Labour Office (competent for the company's registered address) within 14 days of the Ukrainian worker commencing employment.

Hiring a worker from Ukraine in Poland is relatively straightforward. An employer who decides to hire a foreign national is required to know and comply with all employment regulations and to carefully verify the employee's documents. Equally important are your openness, sensitivity, and willingness to provide Ukrainian workers with the necessary support during this difficult time for them and their families.