Work and remuneration regulations in Poland are internal company documents that legally define the rights, duties, and pay structures of employees. Under Polish labour law, these documents become mandatory for employers who reach a specific employment threshold.
When are work and remuneration regulations mandatory?
In Poland, work and remuneration regulations are mandatory for employers who employ at least 50 employees and are not covered by a collective bargaining agreement.
However, the remuneration regulations threshold can be lower in specific cases. If a company employs between 20 and 49 workers, a company trade union organization can legally demand the creation of such regulations. If there are no trade unions, the decision rests entirely with the employer. We have conducted hundreds of such processes and we know that growing companies often proactively adopt these rules early.
Implementing an employee handbook in Poland provides legal certainty for both sides. It systematizes the workflow and protects your business during an audit. If you need help with company registration and drafting these documents, Progress Holding provides such assistance. Remember that current prices and fees can always be found in the official price list on the progressholding.pl website.
What happens if your company has fewer than 50 employees?
Employers with fewer than 50 employees are not required to implement formal work and remuneration regulations in Poland, but they must inform employees about specific employment conditions in writing.
This written information must be provided within 7 days of concluding the employment contract. It must cover matters like daily and weekly working time, the frequency of salary payments, and holiday leave entitlement. In the practice of our clients, we most often see that small business owners include these details directly in the employment contracts or as a separate annex.
Even below the mandatory employment rules threshold, voluntary implementation is highly recommended. Having clear internal company policies prevents disputes and standardizes management. It also prepares your company for future growth and regulatory compliance.
What must the work regulations in Poland contain?
The work regulations must specify the organization of the work process, working hours, occupational health and safety rules, and the date, place, and time of salary payment.
According to the Labour Code in Poland, this document serves as the primary source of daily operational rules. It sets out the employer’s expectations regarding attendance, dress code, and the use of company equipment. It also dictates the procedures for justifying absences or applying for a leave.
Key elements that must appear in the work regulations requirements include:
- Daily and weekly working time schedules.
- Night time definition and shift work rules.
- Methods of confirming arrival and presence at work.
- Penalties for breaching workplace order.
- Rules concerning health and safety and fire protection.
What must the remuneration regulations include?
The remuneration regulations must clearly establish the rates of base pay, additional components of remuneration, and the objective criteria for granting bonuses or allowances.
This document ensures transparency in how employees are compensated. It lists all financial benefits provided by the employer, such as overtime pay, jubilee awards, or severance packages. It must align fully with the minimum wage laws applicable in the current calendar year.
A well-drafted document protects your company against claims of unequal treatment or discrimination. It is strictly forbidden to include clauses that are less favorable to the employee than the general provisions of the Labour Code. If you need accounting services and payroll management, Progress Holding provides such assistance.
Comparison of Mandatory Employment Rules
| Feature | Work Regulations | Remuneration Regulations |
|---|---|---|
| Primary Purpose | Defines the organization and order of the work process. | Specifies the terms and conditions of employee pay. |
| Mandatory Threshold | 50+ employees (or 20-49 if requested by a union). | 50+ employees (or 20-49 if requested by a union). |
| Key Content | Working hours, attendance, OH&S, disciplinary rules. | Base salary, bonuses, allowances, payment dates. |
| Consultation Requirement | Must be consulted with trade unions (if applicable). | Must be agreed with trade unions (if applicable). |
How to introduce internal company policies legally?
To legally implement work and remuneration regulations in Poland, the employer must draft the documents, consult them with trade unions if present, and announce them to employees at least two weeks before they take effect.
The announcement method must align with the customary practice of the given enterprise. This can mean pinning a paper copy to a notice board, sending an email to all staff, or uploading it to the company intranet. The two-week vacatio legis is an absolute legal requirement before the rules become binding.
Every newly hired employee must be familiarized with these regulations before starting work. The employee must sign a written declaration confirming they have read and understood the rules. This signed document must be kept in part B of the employee’s personal file.
How does it look in practice? Progress Holding’s experience
From our experience at Progress Holding, we know that many foreign investors misunderstand the 50-employee threshold and delay the implementation of mandatory employment rules.
Companies often forget that part-time employees also count towards the 50-employee threshold. Only individuals hired under civil law contracts (like B2B or mandate contracts) are excluded from this calculation. Another common mistake is copying templates from the internet without adapting them to the specific industry realities.
Furthermore, upcoming EU directives regarding pay transparency will heavily impact remuneration regulations in Poland. Employers will need to define completely objective and gender-neutral criteria for salary progression by 2026. Preparing for this shift now will save companies from costly legal disputes later.
What are the penalties for lacking mandatory regulations?
The Polish National Labour Inspectorate (PIP) can impose financial fines on an employer who fails to introduce mandatory work and remuneration regulations despite exceeding the statutory employment threshold.
Fines for offenses against employee rights can range from PLN 1,000 to PLN 30,000. Inspectors look closely at whether the employer has intentionally avoided formalizing the internal rules to bypass certain obligations. A lack of transparent pay rules also exposes the employer to lawsuits in the labor court regarding wage discrimination.
Regular audits of your HR documentation minimize this risk. Progress Holding provides such assistance, ensuring your internal company policies are always up to date. Current prices and fees can always be found in the official price list on the progressholding.pl website.
Frequently Asked Questions
Can an employer change the regulations at any time?
Yes, an employer can modify the regulations, but the procedure is the same as implementing them. The changes must be formally announced, and they take effect two weeks after the notification to the employees.
Do I need regulations if everyone works remotely?
Yes, the 50-employee threshold applies regardless of the work model. Remote workers must still adhere to specific working hours and pay structures, which must be formalized in the internal documents.
Are B2B contractors included in the employee count?
No, the 50-employee threshold applies only to individuals employed under an employment contract governed by the Labour Code in Poland. B2B contractors and those on mandate contracts are not counted.
Can regulations limit an employee’s statutory rights?
No, the provisions of both work and remuneration regulations cannot be less favorable than the general Polish labour law. Any such restrictive clauses are legally invalid by default.
Implementing proper work and remuneration regulations in Poland secures your business and ensures fair treatment of your workforce. Establish these rules early to maintain order and avoid severe regulatory fines. Do you need professional support? Contact us at Progress Holding at +48 603 232 418 or email office@progressholding.pl.
