16.03.2023 Remote work

[Poland] Changes to employee personal files from 21 March

On 21 March 2023, the regulations introducing important changes to employee documentation will come into force. What new information will be kept in employee personal files?

Employer will make changes to employee files – when
and which ones?

On 13 March 2023, an amendment to the Regulation on Employee Documentation was published in the Official Journal. It introduces important changes concerning remote working provisions and the introduction of employee sobriety checks. The new regulations on employee documentation will come into force 7 days after publication, i.e. from 21 March 2023.

According to the regulation, employers will have 14 days from the date of entry into force of these provisions to adapt to the new rules the way in which they store documents related to employee sobriety checks and checks for the presence in their body of substances similar to alcohol, collected prior to the date of entry into force of this regulation.

The Regulation of the Ministry of Labour and Social Policy on the keeping of employee documentation introduces the following changes:

  • Adding a 5th section E – in this section, documents related to employee sobriety checks or checks for the presence of alcohol-like substances in their bodies will be kept. The documents in Part E of the employees’ personal files will be kept by employers in separate sub-sections relating to the particular check, numbered E1 et seq. respectively;
  • Expanding Part B of employee documentation – this section will include documents relating to remote working and documents confirming that employees have been informed of, among other things, the introduction of sobriety checks and the way in which they should be carried out.

Learn more: Changes to employee personal files – new regulations

Download the brochure: Remote work — support in implementing the new regulations

Keeping employee personal files – how can we help?

Contract Administration offers HR outsourcing services to improve your company’s business processes. Our HR services include, but are not limited to:

  • keeping employee personal files on paper or in electronic form (E-File),
  • registering data in ERP systems,
  • preparation of employee documentation, including certificates of work, certificates of employment,
  • monitoring employment-related deadlines

Discover our services

Want to stay up to date?
Subscribe to our newsletter!

Full version

Contract Administration Sp. z o. o.

Hrubieszowska 2
01-209 Warsaw

+48 22 295 32 00

NIP: 526-001-29-88, KRS: 0000028831,
REGON: 012548510. The District Court for the
capital city of Warsaw, XIII Commercial Division