What documentation do you need when you sign an employment contract?

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An employer should prepare a set of documents for a new employee. The company must keep employee documentation. The worker should have such documents as a referral for medical examinations or an employment contract.

Each employer must keep the employee’s personal files. What can you find there? The work certificate from a former job – necessary to calculate the leave, certifications, certificates, recommendations from former jobs – if required, university diplomas and other documents proving additional skills. You should submit the original documents to the employer. They verify and copy them.

Documents that the employer should give you:

  • Personal questionnaire: the personal file should contain both the candidate’s and the employee’s documents. In the recruitment process, the employer can ask about your professional qualifications, education or the course of previous employment. However, the employer can’t require more detailed data such as PESEL or other personal data. After you are hired, you should fill in a form with such data (e.g. to report an employee to ZUS). The personal questionnaire should contain the data indicated in Art. 22(1) of the Labor Code. It consists of the employee’s personal data, PESEL, and account number. You must include your children’s data if you want to exercise your parental rights.
  • Referral to a medical examination:The referral and the medical certificate go to the personal file. The employer should pay for occupational medicine examinations. You should be examined by a doctor before you start working. The type of examination depends on your position and type of work. Medical tests are performed in occupational medicine facilities. The doctor decides whether you can take up your professional duties. You get a medical certificate with permission to work in a specific position, which you must hand over to the employer. 
  • Employment contract: It is the basis for employment. The employment contract must be signed at the latest on the day of commencement of work. This document sets out the rights and obligations of both the employer and the employee. If there is any disagreement between the employee and the employer helps settle it. Both parties sign the contract. It can be a trial, definite or indefinite type of contract.
  • Information on terms and conditions of employment: It includes the standard working time (daily    and weekly), salary payments, holiday leave, notice period and collective agreement. The employer must give it to the newly hired person within 7 days. If there are no work regulations, the employer should inform about how to record work time and how to justify the absence.
  • Confirmation of OHS training: The employer should have written confirmation of the employee’s familiarity with occupational health and safety principles in the organization. OHS training should include the following:
    • initial general training (general instruction) – for new employees,
    • and initial training at the workplace (on-the-job training) – for blue-collar jobs, students on vocational training and employees working in hazardous positions
  • Declaration on the exercise of parental rights: If you have at least one child up to 14, you get an additional leave of 16 hours or two full days in each calendar year. These days do not pass to the following year, and there is no equivalent paid for this time.
    In the document, the employer may obtain permission to work more than 8 hours a day – in the case of an equivalent operating time system, a reduced work week system, weekend work, work at night, overtime, intermittent working time system or consent to posting.
  • Application to social security for family members: Every employee is reported to ZUS. If you have an employment contract, you can apply for social insurance for family members (child, spouse, and parents living in the same household).
  • PIT-2: This is an employee statement that allows the employer to reduce the advance payment for a given month by the amount reducing the tax. PIT-2 is submitted at the time of starting work. Once submitted, PIT-2 retains its validity in the following years. You can’t submit PIT-2 if you are: a pensioner, an entrepreneur or work several jobs (in this case, only authorize one employer to take the tax-free amount into account). 
  • Statement on increased tax deductible costs: You can apply for increased tax deductible costs if you live outside the city of the workplace and bear the costs of commuting (and you don’t get a separation allowance).
  • Resignation from Employee Capital Plans (PPK): The employee is automatically assigned to the PPK. The employer gets a contract with PPK and transfers at least 1.5% (and a maximum of 4%) of the employee’s remuneration to a private PPK number every month.
    PPK is a program that aims to support the accumulation of retirement funds. If someone does not want to use the PPK, they can resign anytime.
  • Consent to the processing of personal data: The employer can obtain consent at the recruitment stage – by supplementing the information clause with information on the purpose of data processing and indicating the recipients of data in the event of employing a candidate. However, the document should be supplemented if he still needs to do so.
  • Equal treatment of workers document: The document presents the employer’s declaration that they will not discriminate against employees based on gender, age, origin, health, sexual orientation, religion or type of employment contract and working time. As a rule, all employees should be treated equally, including in the case of promotions or access to training aimed at improving professional qualifications.
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