Article
9 min read
How to Hire Employees Using an Employer of Record in Poland (2025 Edition)
Employer of record
Author
Ellie Merryweather
Last Update
June 27, 2025
Table of Contents
What is a Polish Employer of Record (EOR)?
Top reasons to use an EOR in Poland
How to hire in Poland: Step-by-step guide to using an Employer of Record
Employment compliance tasks an Employer of Record manages in Poland
How much does it cost to hire through an Employer of Record in Poland?
Which Polish Employer of Record should you choose?
Is Deel EOR a strong choice for hiring in Poland?
Hire Employees in Poland Confidently with Deel Employer of Record
Key takeaways
- Setting up a Polish entity to hire local talent can take months and could cost up to PLN 294,000 in legal, tax, and payroll setup.
- A Polish Employer of Record covers social security, taxes, contracts, and data protection under Polish labor laws, ensuring full compliance without the headache.
- Deel EOR owns its entity in Poland for full control, supports hiring in 150+ countries, delivers transparent pricing, real-time compliance monitoring, and has top G2 ratings.
Poland sits at the crossroads of Western and Eastern Europe, offering a deep bench of STEM talent, competitive salary bands, and an EU-friendly time zone. Fortune 500s and fast-growth scale-ups alike build engineering, finance, and customer success hubs in Kraków, Warsaw, and Wrocław to stretch budgets without sacrificing quality.
Yet getting payroll-ready isn’t trivial. Employers must shoulder social security contributions (ZUS) approaching one-quarter of gross pay, issue a written employment contract in Polish, and file monthly reports through the Płatnik portal—each carrying stiff penalties if you misstep. Setting up a local legal entity can run six figures when you factor in legal work, bank accounts, and ongoing compliance.
That’s where working with an Employer of Record (EOR) in Poland shines. By becoming the legal employer, an EOR like Deel lifts the weight of registrations, filings, and audits off your shoulders so your team can focus on products, not paperwork. In this guide, we unpack exactly how the EOR model works, why it mitigates misclassification risk, and what it costs to hire employees in Poland in 2025.
What is a Polish Employer of Record (EOR)?
A Polish Employer of Record is a licensed local entity that hires a worker on your behalf, assuming the full legal role of “pracodawca” (employer) under the Polish Labor Code. Your company still manages the day-to-day duties—projects, performance, and culture—while the EOR handles everything with a legal or administrative flavor:
- Drafting and signing the Polish-language employment contract (including for fixed-term contracts and full-time roles)
- Registering the employee with ZUS, the Labor Fund, and PPK pension schemes
- Running payroll, withholding PIT and social security contributions, and filing monthly Płatnik reports
- Managing statutory leaves, workplace injury insurance, and termination payouts
Think of an EOR as a legal firewall. If the State Labour Inspectorate audits the workplace or questions your employment relationship, the EOR—not your HQ—answers the questions and absorbs any associated fines. Deel operates a wholly owned Polish entity and combines that legal envelope with a single global dashboard, real-time compliance alerts, and integrations to your HRIS.
Top reasons to use an EOR in Poland
Poland rewards investment but punishes non-compliance. An Employer of Record neutralizes the biggest friction points:
- Cut incorporation costs: Skipping local entity registration saves notary fees, share capital, and months of admin
- Master ZUS complexity: EOR calculates social security contributions, Labor Fund, and FGŚP correctly every month
- Guaranteed compliant contracts: Written agreement with all legally required clauses, bilingual if needed, in 48 hours
- Real-time payroll accuracy: Płatnik filings and PIT payroll taxes handled by licensed Polish payroll specialists
- Lower misclassification risk: Courts routinely re-characterize contractors; an EOR shields you from back-pay and fines
- GDPR peace of mind: Deel’s IP Guard and EU data centers comply with the General Data Protection Regulation (GDPR) for lawful cross-border data flows
- One-click benefits: Add private medical, health insurance, meal vouchers, or equipment via Deel—no new vendors needed
Deel Employer of Record
How to hire in Poland: Step-by-step guide to using an Employer of Record
Use this 8-step checklist to go from interest to a compliant first payslip without learning Polish legal jargon.
1. Choose an EOR with a wholly-owned local entity in Poland
Start by confirming the provider controls, not outsources, its local entity. Direct ownership means clearer accountability, faster issue resolution, and the ability to sign employment contracts immediately under its own REGON and NIP numbers.
2. Book a demo and verify social proof
Request a demo to see payroll runs, contract templates, and compliance dashboards in action. Check case studies and client testimonials for EOR services in Germany. Scan reviews on G2 and Trustpilot, where Deel EOR holds a 4.8/5 average.
Tip: Request a customer reference in your industry to confirm German payroll accuracy and compliance.
3. Request a transparent EOR Quote
Polish employer costs are straightforward when itemized. A quality quote will list gross salary, statutory contributions, plus a flat management fee.
Tip: Compare costs before you expand—read our article EOR vs. Entity Costs: What’s More Affordable?
4. Submit a 12–24-month hiring plan
Provide your projected headcount and locations so the EOR can optimize payroll taxes, social contributions, and deadlines. This helps budget for statutory paid leave, sick pay, and parental leave entitlements.
Tip: Update your plan quarterly to reflect hiring or regulatory changes.
5. Create the employment contract in the platform
Use the EOR’s contract generator to draft agreements compliant with Polish probation rules and notice periods. Deel’s templates auto-populate salary, employee benefits, and data protection clauses.
Tip: Customize probation durations within legal limits for flexibility.
6. Confirm the candidate’s right to work
Verify work permit status or EU residency before issuing an offer. Deel Immigration supports visa and work permit applications to speed up onboarding.
Tip: Store digital copies of work authorizations in the platform for audit readiness.
7. Run the onboarding workflow
With Deel EOR, every onboarding is adapted to local labor laws, supported by a dedicated onboarding manager. Within the platform, new hires can seamlessly verify identities and work-permit status, complete compliance documents and payroll information, and review and sign employment agreements.
Tip: Automate reminders for benefit opt-in deadlines to maximize employee satisfaction.
8. Maintain ongoing compliance
Leverage real-time alerts for changes in Polish labor laws, payroll tax updates, and social security rates. Deel Compliance Hub tracks filings and flags discrepancies before they become issues.
Tip: Schedule monthly reviews with your EOR account manager to stay ahead of regulatory shifts.
Continuous Compliance™
Employment compliance tasks an Employer of Record manages in Poland
Below is an overview of the main 2025 employer obligations that an EOR like Deel shoulders on your behalf when hiring employees in Poland.
| Category | Key Requirements (2025) |
|---|---|
| Statutory Employer Costs | Total employer contributions sit around 19.48-20.96% of the employees’ salary, covering pension, disability, sickness, and accident insurance, plus the Labor Fund and FGŚP. Rates vary slightly. |
| Employment Contracts & Probation Rules | A written employment contract in Polish must be signed no later than the first working day and lodged in personnel files. The probationary period (trial period) may not exceed three months. Notice during probation is 3 days–2 weeks, depending on contract type. |
| Pay and Working Hours | Standard work week is 40 hours over five days. Poland legislates both an hourly (PLN 30.50) and a monthly (PLN 4,666) minimum wage. |
| Payroll & PAYE Compliance | Monthly ZUS and PIT filings via Płatnik by the 15th of the next month; annual IFT-1/11 and PIT-11 certificates by end of February. |
| Vacation and Public Holiday Allowances | 20 days annual leave if employment tenure <10 years, 26 days thereafter. 13 nationwide public holidays; if a holiday falls on a Saturday, employers must grant an extra paid day off. |
| Income Taxes | Progressive PIT plus 9% health insurance contribution calculated on gross salary; employer remits monthly. Locally known as “advance payments.” |
| Expenses, Allowances, and Bonuses | Meal vouchers and commuting allowances common but not statutory. Expenses can be reimbursed if submitted with the appropriate documentation. E.g., phone subscriptions are non-taxable if supported by a log of calls. Many expenses like coworkings, laptops, office equipment, and travel insurance are non-taxable. Cash bonuses are taxed as regular income. |
| Statutory Benefits & Pension Requirements | ZUS provides state pension, disability, and sickness. Employers with 20+ staff automatically enroll employees into PPK at 1.5% employer + 2% employee base rates; optional employer top-up up to 4%. |
| Maternity, Paternity, Parental, & Adoption Leave | Maternity (up to 37 weeks), paternity (14 days), and parental (41 weeks) leave are all funded by social security. Adoptive parents and surrogate mothers are eligible. |
| Sick Leave, Bereavement Leave, and Carer’s Leave | Employer funds sick pay at 80% for up to 33 days per year (14 days if aged 50+). ZUS pays thereafter. Two paid days per year for bereavement; five days per year “care leave” introduced in 2023 for family emergencies. |
| Terminations/Dismissals, Redundancy, Severance, and Resignations | Terminations are highly complex, with a high risk of unfair termination claims. It is always recommended to terminate an employee through a mutual termination agreement. Notice period depends on tenure, and severance pay is required if terminating due to reasons unrelated to the employee (i.e. redundancy). |
| Health & Safety | Mandated by the Polish Labor Code, supervised by the National Labour Inspectorate. Employers must perform risk assessments, maintain OSH documentation, and train staff. Remote workers must have risk-assessed home offices per 2023 Work-from-Home law. |
| Misclassification Risk | Courts look at subordination, fixed hours, and equipment ownership. Local regulators take a strict approach against misclassification. Employers risk significant legal and financial penalties, including liability for back wages, overtime pay, vacation pay, and other benefits. Using Deel EOR classifies the worker properly as an employee, nullifying risk. |
| Data & IP Protection | GDPR applies; sensitive data processing requires a Data Protection Officer if ≥250 staff. IP created in the course of duties defaults to the employer. |
How much does it cost to hire through an Employer of Record in Poland?
The cost of an EOR generally covers the employees’ gross salary, mandatory employer costs (pension, health insurance, PTO, etc.), and the EOR management fee. Deel’s flat fee covers compliance monitoring, payroll runs, and access to our global platform, with no hidden markups.
| Factor | Your Own Poland Entity | Deel EOR |
|---|---|---|
| One-off setup costs (law firm, notary, share capital) | PLN 155,437 | $0 |
| Ongoing annual costs (payroll software, ZUS filings, accounting) | PLN 138,346 | Included |
| EOR annual management fee | N/A | PLN 26,049 per worker |
| Liability for fines & audits | You carry full liability | Transfers to Deel |
| Time to first hire | 1 month | 1 business day |
| Estimated total annual cost* | PLN 293,783 | PLN 26,049 |
Which Polish Employer of Record should you choose?
Four criteria separate the leaders from resellers:
- Entity ownership: Make sure the provider—not a partner—holds the Polish KRS registration, ensuring faster response times and clearer liability lines. Deel owns its Kraków entity outright.
- Compliance expertise: Look for in-house Polish labor lawyers and payroll accountants familiar with the Polish Labor Code, social security contributions, and other statutory requirements. Deel’s Compliance Hub monitors 2,000+ global legislative sources and issues alerts instantly.
- Platform breadth: Beyond hiring, assess whether you can manage equipment, equity, and performance cycles in one place. Deel bundles IT logistics, equity administration, and Deel Engage for L&D.
- Global coverage: As you scale, you’ll want the same playbook for Mexico or Japan. Deel lets you hire in 150+ countries from one contract stack.
Discover how Bitpanda expanded from 3 office hubs to 20+ jurisdictions with Deel
Bitpanda needed to hire the best talent quickly but didn’t have the time or infrastructure to seamlessly hire and onboard independent contractors abroad or set up entities without first testing the market. They started working with a new “global” provider, but they weren’t receiving the level of service or coverage they were promised.
At a crossroads, they started piloting going back to local country providers with a select few jurisdictions. But they wanted a truly global payroll solution, as well as more efficient and compliant ways to grow their team.
“We felt like we were sold a lemon. They said they were a global solution, but they were just the middleman between local service providers...[Now] we use Deel EOR every time we enter a new market — it’s our fast track to simple and compliant hiring before setting up entities." -- Lindsay Ross, CHRO, Bitpanda
Is Deel EOR a strong choice for hiring in Poland?
Deel is a top-tier Employer of Record (EOR) for Poland, trusted by global companies to handle local compliance, payroll, and HR tasks. With its wholly-owned local entity in Kraków, Deel lets you skip the pain of setting up your own legal entity while guaranteeing compliance with all local labor laws.
- G2 leader: Rated best EOR for user satisfaction and market presence.
- 150+ countries: Hire and pay in Poland and worldwide from one platform.
- Wholly-owned entities: Deel directly owns its Polish entity for faster onboarding and clear accountability.
- Transparent pricing: Flat fee covers contracts, payroll, compliance, and filings—no surprise charges.
- Fast onboarding: Start work in Poland in as little as 5–10 days instead of waiting months for entity setup.
- Automated compliance: Real-time monitoring for ZUS, payroll taxes, and PPK deadlines; instant alerts for regulatory changes.
- GDPR & IP protection: Polish/EU-level data security and IP guardrails built-in to comply with the General Data Protection Regulation.
- Seamless payroll: Deel’s experts handle statutory costs and monthly Płatnik filings.
- Comprehensive benefits: Access to health insurance, medical, meal vouchers, and more, managed in-platform.
- Mobility support: Deel oversees visas, work permits, and right-to-work checks for all hires.
Deel’s EOR solution ensures you stay compliant in Poland while freeing your team to focus on business, not bureaucracy.
Thanks to Deel, we get to hire local talent in any country where we want to expand long before we set up the entity there. Effectively, this gives us a head start.
—Luka Besling,
HR Manager at Revolut
See how Revolut streamlined employee relocation with Deel EOR and Deel Immigration
Hire Employees in Poland Confidently with Deel Employer of Record
Ready to build your Polish team without entity headaches? Deel lets you hire, onboard, and pay Polish employees in days, not months, with no local registration or legal maze required. With transparent, flat-rate pricing and no hidden fees, you always know your total cost upfront.
Book a Deel demo now to see how you can tap into Poland’s talent pool with speed and confidence. Enjoy peace of mind knowing all compliance, payroll, and contracts are handled by a top-rated EOR—so you can scale in Poland and beyond, risk-free.
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FAQs
How fast can I hire an employee in Poland using Deel?
Deel can onboard a Polish employee in 5 days—much faster than the 2–4 months needed to set up a local legal entity.
Do I need a Polish bank account to pay employees through Deel?
No. Deel handles payments locally and globally, so you pay invoices in your home currency.
What type of employment contract does Deel use in Poland?
Deel issues a compliant Polish-language written employment contract tailored to statutory rules, with a probationary period (trial period) up to three months and options for fixed-term contracts.
Does Deel manage Polish payroll tax and social security filings?
Yes. Deel calculates, withholds, and remits all required PIT (income tax), ZUS (social security contributions), and PPK (pension) contributions via Poland’s Płatnik system.
When are payroll and tax filings due in Poland?
Payroll is monthly; tax and ZUS filings are due by the 15th of the following month.
Are statutory benefits included for employees hired through Deel?
Yes. Deel ensures all Polish employees receive ZUS pension, health, accident, and—if required—PPK auto-enrolment.
What about sick leave and parental leave?
Deel manages all legally required statutory leave, including paid vacation, sick pay, maternity, and parental leave, in line with Polish law.
Is a probation period allowed in Poland?
Yes. Polish law allows a maximum three-month probation period (trial period), which Deel includes in the employment contract.
How does Deel protect IP and personal data in Poland?
Deel’s contracts assign IP to the employer by default, and all personal data is handled per EU GDPR and Polish law.
What happens if I need to end employment?
Deel manages compliant notice periods (2 weeks–3 months based on tenure) and any severance requirements for redundancies in line with local law.
About the author
Ellie Merryweather is a content marketing manager with a decade of experience in tech, leadership, startups, and the creative industries. A long-time remote worker, she's passionate about WFH productivity hacks and fostering company culture across globally distributed teams.
