Employing a Ukrainian citizen
without formal errors
Employing a Ukrainian citizen who is legally staying in Poland is possible on the basis of a notification to the district labour office (powiatowy urząd pracy), submitted through praca.gov.pl within 7 days of the start of work. Back2Work runs the whole process: from recruitment to documents and legality checks.
Employment agency listed in the KRAZ register, no. 31286.
The rules concerning citizens of Ukraine changed on 5 March 2026, when the act phasing out the measures of the special act (specustawa) entered into force. Some simplifications were retained, however: work can be entrusted on the basis of a notification, without a work permit, for 3 years from 5 March 2026.
In practice the formalities are simpler than with permits, but an error in a deadline or in documents still has consequences. We prepare them on our side, and before the start we establish who submits which documents.
We take on the employer's obligations
- 01
Recruitment and candidate verification
We search our own candidate database and use active recruitment efforts. We check qualifications, experience and the completeness of documents.
- 02
Checking the basis for stay and work
We verify the documents confirming legal stay before the candidate starts work, and we help keep copies of them in line with the requirements.
- 03
Notification to the labour office
We prepare the notification of entrusting work and monitor the 7-day deadline from the start of work. When we employ the worker as a temporary employment agency, we submit the notification ourselves, and when your company employs them, we prepare it for submission.
- 04
Documents before the start
We prepare the employment documents and check that they are complete before the first day of work.
- 05
Accommodation and a coordinator
We provide accommodation near the plant. Every project is run by a dedicated coordinator in constant contact with you and with the workers.
When to entrust formalities to an agency
A sudden shortage of people on the line
When time matters and your HR department has no resources for verifying documents and handling notifications. In many projects the first people start work within a few days.
Uncertainty after the rule changes
If your workers had UKR status or a CUKR card and you do not know what changed in March 2026, we check it for you.
A larger team with different documents
With several dozen people, the legal grounds for stay and the deadlines vary. We keep the records and monitor the dates.
No in-house HR department experienced in legalisation
Instead of building competence from scratch, you use ours. We verify documents and monitor notification deadlines for every person.
Employer obligations: the legal position today
Since 5 March 2026, the Act of 23 January 2026 on phasing out the measures arising from the Act on assistance to citizens of Ukraine has been in force. A Polish entity entrusting work to a citizen of Ukraine legally staying in Poland, with or without temporary protection, notifies the district labour office of this within 7 days of the start of work, through the praca.gov.pl system.
For 3 years from the entry into force of the act, that is until 4 March 2029, citizens of Ukraine legally staying in Poland may work on the basis of a notification, without a work permit. Temporary protection (UKR status) currently applies until 4 March 2027, so for each person we check on what basis they are staying in Poland. The entity entrusting the work keeps a copy of the residence document for the entire period of work and for 2 years counted from the end of the year in which the contract ended.
The rules change, and different situations (UKR status, CUKR card, stay on another basis) may require different handling. Before employing a specific person, we verify their basis of stay and the current requirements on official websites.
The entire process, handled by us
Recruitment
We reach candidates through our own database, job ads and referrals.
Verification
We verify qualifications, experience and the completeness of the documents required for employment.
Legalisation
We coordinate the work legalisation process and prepare the necessary documentation in line with applicable regulations.
Accommodation
We arrange accommodation close to the plant.
Coordinator
A dedicated coordinator supports employees and the client, oversees work organisation and responds to ongoing operational needs.
Frequently asked questions
You sign a contract with the worker and, within 7 days of the start of work, submit a notification to the district labour office through praca.gov.pl. Before the start, you check the legality of stay and keep a copy of the document. Back2Work can take over these steps.
The notification is submitted by the Polish entity entrusting work to the citizen of Ukraine, through praca.gov.pl. When the worker is employed by Back2Work as a temporary employment agency, we are the entity entrusting the work and we submit the notification.
Within 7 days of the day the citizen of Ukraine starts work. The deadline runs from the first day of work, so it is worth preparing the notification before the start.
The special act was phased out by an act that entered into force on 5 March 2026. Some measures were retained: citizens of Ukraine legally staying in Poland may, for 3 years from the entry into force of the act, work on the basis of a notification, without a work permit.
During the transitional period, citizens of Ukraine legally staying in Poland may work on the basis of a notification, without a work permit. We check each person's specific situation before employment.
Such a person's situation depends on their current basis of stay. Temporary protection for citizens of Ukraine with UKR status currently applies until 4 March 2027, and the notification as a basis for work for legally staying citizens of Ukraine until 4 March 2029. For each person we verify the current basis of stay and advise which documents are missing before they start work.
Failing to submit the notification of entrusting work carries a fine of PLN 1,000 to PLN 3,000, and illegally entrusting work to a foreigner carries higher penalties. Inspections are carried out by the National Labour Inspectorate (Państwowa Inspekcja Pracy, PIP) and the Border Guard (Straż Graniczna). That is why we check deadlines, contracts and documents before the worker starts work.
Legal basis and sources
- Zatrudnianie obywateli Ukrainy po 4 marca 2026 r.: wszystko, co pracodawca musi wiedzieć o nowych przepisach (zielonalinia.gov.pl)
- Wygaszenie szczególnych rozwiązań dla obywateli Ukrainy: nowe regulacje od 5 marca 2026 r. (bialystok.pip.gov.pl)
- Nowe przepisy dotyczące zatrudniania cudzoziemców: uproszczenia i wyższe kary od czerwca 2025 r. (bialystok.pip.gov.pl)
- Zmiany w ochronie czasowej dla obywateli Ukrainy w Polsce: aktualne zasady po wygaszeniu ustawy (police.praca.gov.pl)
- Zmiany w przepisach dotyczących zatrudnienia obywateli Ukrainy wejdą w życie od 5.03.2026 r. (tarnow.praca.gov.pl)
- Ustawa z dnia 20 marca 2025 r. o warunkach dopuszczalności powierzania pracy cudzoziemcom (Dz.U. 2025 poz. 621, brzmienie pierwotne) (dziennikustaw.gov.pl)
- Ustawa o warunkach dopuszczalności powierzania pracy cudzoziemcom, tekst ujednolicony w ISAP (isap.sejm.gov.pl)
Sources checked on 1-4 October 2026. Regulations may change, so check the current legal status before making a decision. (documents in Polish)
Read before you decide
- How to employ a foreignerHow to employ a foreigner in Poland: checking residence, basis for work, application on praca.gov.pl, contract, document copy and inspections.
- Declaration on entrusting workDeclaration on entrusting work to a foreigner (oświadczenie): who it covers, for how long, how to file it online and what changes after entry in the register.
See also
Employing foreigners
Employing foreigners with Back2Work is a full service: we find workers, verify their documents, prepare the…
Work legalisation for foreigners
Work legalisation for foreigners at Back2Work means preparing documents, submitting applications and handling the stay…
Temporary employment agency
Back2Work is a temporary employment agency entered in the KRAZ register of employment agencies (no.
Ask for a quote for employing Ukrainian citizens
Tell us how many workers you need and in which positions, and we will come back with an offer.
+48 515 682 163 p.jakubiszyn@back2work.pl