The foreign national employment legalisation process at PKF BPO includes:
- comprehensive support with the legalisation of work and residence,
- monitoring deadlines and regulatory changes concerning work and residence legalisation throughout the employment period,
- support during inspections conducted by the Polish National Labour Inspectorate, tax authorities, the Social Insurance Institution and the Polish Border Guard,
- integration with HR and payroll processes.
By working with us, you can be confident that you employ foreign nationals in compliance with the applicable regulations and minimise the risk of financial penalties.
Legalisation of foreign nationals’ employment in Poland– what is the employer responsible for?
Employing foreign nationals in Poland is no longer merely an administrative process. Since 2025, it has become an area encompassing employment law, residence legalisation, regulatory compliance and the employer’s responsibility for ensuring full consistency of data and documentation. Financial penalties have increased, while illegal employment may result in a ban on employing foreign nationals for up to five years.
Managing the employment of foreign nationals is now an ongoing operational process that requires continuous oversight rather than the one-off obtainment of a work permit.
In practice, this means that the employer must manage:
Who do we support in the process of legalising the employment of foreign nationals?
- Employers hiring foreign nationals in Poland
- companies operating in the construction, manufacturing, logistics and services sectors
- companies hiring employees for seasonal work or specific projects
- organisations developing international teams
- Foreign companies entering the Polish market
- planning to hire local or seconded employees
- requiring support with Polish employment law and immigration regulations
- Organisations seeking to structure and safeguard their HR and payroll processese
- employing foreign nationals
- requiring an audit, completion of missing documentation or optimisation of procedures
- seeking to prepare effectively for potential inspections and reduce the risk of sanctions
- requiring HR and employment law support
What does PKF BPO’s support with the legalisation of foreign nationals’ employment include?
Our support may cover the entire process of legalising a foreign national’s employment or a selected package of services tailored to the organisation’s needs. We help compile the complete documentation, complete applications and forms, prepare all required attachments, and integrate the employment process with the organisation’s HR and payroll operations.
Legalisation of work in Poland
- preparation and submission of work permit applications
- handling declarations and notifications concerning the assignment of work to foreign nationals
- coordination of work legalisation procedures
Legalisation of residence in Poland
- temporary residence permits
- permanent residence permits
- EU long-term resident status
- Polish citizenship
- registration of residence for EU citizens
Support during the employment period
- monitoring deadlines and application statuses
- updating documentation
- handling changes to employment conditions
- ensuring consistency of data
Support during inspections and ongoing advisory services
- preparation for inspections
- support during inspection proceedings
- ongoing consultations on employment law
At PKF BPO, we treat the legalisation of foreign nationals’ employment as an integral part of process management and business risk management. We organise the work in a way that minimises the risk of errors as far as possible. Contact us.
How do we organise the process of legalising the employment of foreign nationals?
We begin by assessing the employer’s situation, the number of foreign nationals employed, the current status of the documentation and the areas of risk that need to be addressed. Based on this assessment, we select the appropriate course of action: ongoing support with the legalisation of work and residence, an audit of existing documentation, assistance with changes to employment conditions or preparation for an inspection.
Assessment of the employer’s current situation
We review the documentation, residence statuses, basis of employment and deadlines requiring ongoing monitoring.
Selection of the appropriate legalisation route
We determine whether the case requires a work permit, declaration, notification, residence procedure, audit or remedial action.
Preparation of documentation and coordination of formalities
We collect the required information, complete applications, prepare attachments and provide support in communications with the relevant authorities.
Monitoring throughout the employment period
We monitor deadlines, application statuses, changes to job positions and remuneration, working time arrangements, termination of employment and other events requiring documentation to be updated.
Support in the event of an inspection
We prepare and organise the documentation, ensure that the data is consistent and provide ongoing advice on the employer’s obligations.
As a result, the employer receives not only administrative support, but also a structured operating model that can be integrated with HR and payroll processes and applied to future cases involving the employment of foreign nationals.
Why use PKF BPO’s HR and payroll outsourcing services when employing foreign nationals?
The growing complexity of regulations governing the legalisation of foreign nationals’ employment in Poland, including employment law, legal and tax requirements, and their impact on a company’s HR and payroll processes, makes managing legalisation internally increasingly difficult and inefficient. The volume of documentation to be collected, applications to be completed, and systems and procedures to be managed may lead to operational confusion and increased pressure on HR teams. In some cases, it may even discourage employers from hiring foreign nationals altogether.
At PKF BPO, we approach employment legalisation in the same way as any other business process: systematically, with a process-oriented approach and a strong focus on security.
We combine extensive experience in HR and payroll processes with legal, tax and organisational expertise. As a result, the legalisation of foreign nationals’ employment is not handled separately from the employer’s other obligations, but as part of a broader process encompassing workforce, documentation and risk management.
What sets us apart?
- interdisciplinary support from experts in HR and payroll, employment law and taxation
- the option of ongoing employment legalisation support or a one-off audit of existing processes
- experience in working with organisations of different sizes and employment structures
- a process-oriented approach and structured flow of information, helping reduce the risk of formal errors, sanctions and operational disruption
- integration of employment legalisation with ongoing HR and payroll services
What do you gain as an employer by working with PKF BPO?
- support from employment law and tax experts
- structured processes and documentation
- greater legal security and regulatory compliance
- a lower risk of sanctions and liability for the illegal assignment of work
- reduced workload for internal teams and better cost control
- fewer losses resulting from formal errors and rejected applications
- consistency between employment legalisation and the organisation’s HR and payroll processes
- time savings
Working with PKF BPO means more than administrative support with the employment of foreign nationals.
We do not limit our role to submitting applications. We help employers build a sustainable and compliant model for employing foreign nationals.
As a result, legalisation ceases to be a risk and becomes a controlled element of the organisation’s employment strategy.
The legalisation of foreign nationals’ employment may be provided as a standalone service or as part of broader HR, payroll and advisory support. Depending on the organisation’s needs, it may also be combined with HR and payroll outsourcing.
Do you want to reduce the risks associated with employing foreign nationals in Poland?
Contact us to find out how we can help structure the process of legalising the work and residence of foreign nationals in your organisation. We will tailor the scope of support to the number of employees, the employment model and your company’s current needs.
