Hiring Workers from Ukraine – On Your Own or Through an Agency?

A Worker from Ukraine in Poland – Key Information

Workers from Eastern Europe, due to the ongoing armed conflict on Ukrainian territory, can take advantage of maximally simplified procedures and start working legally in Poland within a relatively short time.

This applies to Ukrainian citizens legally residing in the Republic of Poland who hold a valid residence permit, as well as to Ukrainian citizens who legally entered Poland from war-affected Ukraine during the period from 24 February 2022 and declared their intention to remain in the country.

Hiring a worker from Ukraine in Poland is carried out on the basis of an employment contract or a civil-law agreement (a contract of mandate or a contract for specific work). Where necessary, the agreement concluded with a Ukrainian national should be drawn up in two languages: Polish and a language the employee understands (most commonly Ukrainian or Russian).

How to Hire a Worker from Ukraine?

The basis for hiring a worker from Ukraine is the legal stay of that person in the Republic of Poland. Thereafter, it is sufficient to notify the relevant district labour office within 14 days of the Ukrainian worker starting employment – about entrusting work to a Ukrainian national or about a Ukrainian national starting work.

Legal Stay of a Ukrainian National in Poland

In accordance with the Act on assistance to Ukrainian nationals in connection with the armed conflict on the territory of their state (Act of 12 March 2022), Ukrainian nationals who came to Poland because of the ongoing war and are legally residing in the Republic of Poland are entitled to legal employment on the basis of an employer's notification. The same rule applies to spouses of Ukrainian nationals who do not hold Ukrainian citizenship.

Under the currently applicable regulations, Ukrainian nationals may benefit from temporary protection in Poland until 4 March 2024. A necessary condition is that they are not benefiting from such protection in any other European Union member state.

The right to legal stay is lost if a Ukrainian national decides to leave Poland for more than 30 days. An exception applies to persons sent to work abroad by a company operating in Poland.

Learn more about workers from Ukraine: "Staff leasing of workers from Ukraine – why is it worth choosing this form of employment?"

Confirmation of the legal entry of a Ukrainian national into Poland is the stamp placed by the Polish Border Guard in the passport or other travel document. In addition, within 30 days of entering Poland, a Ukrainian national should submit an application for a PESEL number to the relevant executive body of the commune for their place of residence.

Rules for Hiring Workers from Ukraine

A Ukrainian national legally residing in the Republic of Poland may be hired on the basis of:

• a notification of entrusting work to a Ukrainian national – the procedure may apply to all Ukrainian nationals legally residing in Poland, for example on the basis of a temporary residence permit,
• a notification of a Ukrainian national starting work – the procedure applies exclusively to Ukrainian nationals who legally entered Poland from 24 February 2022 onwards, due to military operations.

The obligation to submit the relevant notification rests with the employer, who must inform the district labour office (relevant to your place of residence or registered business address) about the employment of a Ukrainian national within no more than 14 days of the foreigner starting work.

Important! A worker from Ukraine in Poland who has been hired on the basis of a notification to the PUP has free access to the labour market and the right to change employer freely. In the case of Ukrainian nationals hired on the basis of a notification of entrusting work, every change of position or working hours will require the employer to submit a new notification.

Workers from Ukraine and an Employment Agency

Despite the maximally simplified procedures for hiring workers from Ukraine in Poland, sourcing employees from that country through a professional agency remains the most attractive way to fill staffing gaps.

This applies above all to shortage occupations and industries that chronically struggle with recruitment difficulties.

Discover the most important advantages of hiring workers from Ukraine with the help of an agency.

• Experience and expertise – recruitment agencies employ specialists with experience and knowledge in the area of hiring foreign nationals. These are professionals who are thoroughly familiar with the procedures and current regulations relating to employing foreigners, and who can effectively support you throughout the recruitment and hiring process.
• Legal security – working with an employment agency gives you the assurance that the hiring process will be legal and compliant with applicable regulations. Agencies take care of all the formalities and present you only with workers who are entitled to legally reside and work in Poland, minimising the risk of any legal violations and the associated complications.
• Administrative and HR support – employment agencies also handle the administrative and HR processes connected with hiring foreign nationals, including obtaining the necessary permits, registering workers with the relevant institutions, and drafting contracts in both Polish and Ukrainian (or another language the worker from Ukraine understands).
• Candidate sourcing – the best employment agencies have access to an extensive database of candidates from Ukraine who are looking for work in Poland. They can carry out selection quickly and present you with candidates who best match your requirements and expectations.
• Time and effort savings – hiring a foreign national from Ukraine involves completing at least several formalities, which in individual cases may be time-consuming and complex. By using the services of an employment agency, you save time and effort, as the agency handles all or most of the administrative processes related to the hiring.
• Professional service employment agencies provide professional support at every stage of the hiring process, from recruitment through to administrative and HR assistance. You can count on expert help and advice on employing foreign nationals.

Remember that choosing the right employment agency is crucial! By deciding to work with Gremi Personal, you can be certain that we will serve you to the highest standard and ensure our offer is precisely tailored to your needs.

After discussing the details of our cooperation, we will propose specific solutions that will allow you to quickly, safely, and fully satisfactorily fill the staffing gaps in your company with the help of workers from Ukraine.