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Want to employ Ukrainian workers in your company? Under the Act of 12 March 2022 on Assistance to Ukrainian Citizens in Connection with the Armed Conflict in Their Country, this process remains significantly simplified. But how exactly do you legally hire Ukrainian workers? Read our article, “Legalising employment of Ukrainian workers: how to do it in 2025?”
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How to hire a Ukrainian worker in 2025? Legalising a Ukrainian citizen's stay in Poland
Every Polish business owner wishing to employ foreign nationals should remember that work is generally lawful only when the worker stays legally in Poland and also holds a work permit.
For Ukrainian citizens, however, any lawful stay in Poland currently also permits work.
From the employer's perspective, the key is therefore confirming that the Ukrainian citizen holds a document proving lawful residence in Poland.
What document can this be? Any Ukrainian citizen's residence title, principally:
- A long-term national type D visa;
- A short-term Schengen type C visa;
- A document confirming eligibility for visa-free travel;
- A residence permit.
Under the special wartime legislation, the Act of 12 March 2022 mentioned above, Ukrainian citizens arriving in Poland from 24 February 2022 because of the war may stay legally until 30 September 2025, even without valid residence documents, provided they declare an intention to remain in Poland.
This is temporary protection, obtained after registering the stay at a municipal office. Following proper registration, the citizen receives a PESEL number with UKR status, which:
- Confirms coverage by this protection;
- Allows use of an electronic residence document;
- Allows applying for temporary residence.
To conclude this residence legality issue crucial to employers, repeat the deadline: 30 September 2025. All validity periods of Ukrainian citizens' residence titles in Poland are currently extended to this date. This covers national and Schengen visas, visa-free travel and residence permits. It also extends to Ukrainians who arrived before 24 February 2022.
Legalising Ukrainian workers' employment: notification of entrusting work
Have you confirmed that the Ukrainian person stays legally in Poland? Then it is time to legalise the work!
Under the special wartime legislation, Ukrainian citizens are currently exempt from work permit requirements and can be lawfully employed provided their employer fulfils one important obligation.
This is the obligation to notify the district labour office within seven days of the Ukrainian citizen starting work, competent for the entity's registered office or residence, that work has been entrusted to that citizen.
Notification is entirely free and easily submitted through the dedicated praca.gov.pl portal.
Legalising Ukrainian workers' employment: other options in 2025
The simplified procedure described above is entirely voluntary and is not the only employment legalisation option in 2025.
The employer may still rely on a declaration of entrusting work or a type A work permit. In these cases, checking lawful residence alone is insufficient. You must also check that the residence title authorises not only staying in Poland but also lawful work here.
Another possible route arises from EU provisions, specifically Council Implementing Decision (EU) 2022/382 of 4 March 2022 establishing a mass influx of displaced persons from Ukraine within the meaning of Article 5 of Directive 2001/55/EC and introducing temporary protection, providing temporary protection for Ukrainian citizens fleeing the war.
The Head of the Office for Foreigners issues a certificate of coverage by this protection, which under current rules grants lawful residence and access to Poland's labour market until 4 March 2026.
Want to lawfully employ Ukrainian workers and wondering how to do it correctly in 2025?
Contact us today for comprehensive advice from TaxCoach's experts. Our services cover not only foreign workers' employment legalisation but also HR and payroll (including for employees from abroad), efficient accounting and tax advice.
Before hiring foreign nationals, also read our latest article, “Hiring foreign nationals in 2025: how to do it? New rules!”, describing employment rule changes that took effect on 1 June this year.
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