Hiring Your First Employee in Poland: 3 Key Steps for a Sp. z o.o.

Hiring your first employee is like leveling up in the business game. It’s exciting. And a little daunting. You’re no longer just a founder; you are an employer. This brings not only new opportunities but also new responsibilities under Polish law.

Many entrepreneurs, especially foreigners, feel uncertain at this stage. ZUS, BHP, badania lekarskie – the acronyms and terms can sound like incantations, and failing to perform them correctly can lead to fines.

At ARK Biuro Rachunkowe, we believe this milestone should bring confidence, not stress. That’s why we’ve prepared a simple checklist of the three fundamental steps for hiring any employee in Poland under a standard employment contract (umowa o pracę).

The Foundation of Legal Employment: 3 Mandatory Steps

When you hire your first employee in your Sp. z o.o. (Limited Liability Company), your main task is to establish a correct and legal foundation for the employment relationship. These three actions are not optional; they are strictly required by the Polish Labour Code (Kodeks Pracy).

Step 1: ZUS Registration – The Official Start

This is not just a formality; it is your legal obligation. You have 7 days from the employee’s first day of work to register them with the Social Insurance Institution (ZUS).

What document? The ZUS ZUA form.

Why is it necessary? From this moment on, social and health insurance contributions will be paid for your employee. This ensures their right to a future pension, sick leave, and access to public healthcare.

What happens if you forget? ⚠ You face a fine and the obligation to pay all overdue contributions with interest. This first administrative step is the most critical one to confirm you are operating legally.

💡 ZUS registration is the first and most crucial administrative step. It confirms that you are acting as a legal and responsible employer.

Step 2: Pre-employment Medical Examination (Badania Lekarskie) – The Employer’s Responsibility

Before an employee can begin their duties, you must ensure their health condition allows them to perform the job. This is not a suggestion but a direct requirement.

When to conduct it? Strictly before the employee starts work. The employer issues a referral for the examination.

Who pays? The employer. This is your business expense.

What’s the result? You receive a medical certificate (orzeczenie lekarskie) confirming there are no contraindications for the employee to work in the specified position. This document is a mandatory part of the employee’s personnel file.

⚠ Important: Ignoring this step is a direct violation of the Labour Code and can result in significant penalties from the National Labour Inspectorate (Państwowa Inspekcja Pracy).

Step 3: Occupational Health and Safety (BHP) Training – Safety First

Every new employee, regardless of their position (even a remotely working programmer), must undergo training in Occupational Health and Safety (BHP – Bezpieczeństwo i Higiena Pracy).

When to conduct it? On the first day of work, before the employee begins performing their tasks.

What is it? It is an initial training (szkolenie wstępne) that introduces the employee to the general safety and hygiene regulations at the workplace.

Who is responsible? You, as the employer, are obligated to organize it.

What’s the result? The employee signs a confirmation of having completed the training. Without this signed document, you are not legally permitted to allow the employee to work.

These three steps are not bureaucracy for bureaucracy’s sake. They are the foundation of your future employment relationships and your protection against claims from ZUS and the National Labour Inspectorate (Państwowa Inspekcja Pracy).

At ARK Biuro Rachunkowe, we see our role as more than just filing documents for you. Our goal is to be the support system that allows you to scale your business with confidence, knowing that all formalities are under control. This lets you focus on growth, not paperwork.

If you are preparing to hire your first employee or are already expanding your team and want to be sure you’re doing everything correctly, contact us for a consultation. We will help you build processes that protect your business and ensure its smooth development.