The entity entrusting work files the notification of entrusting work to a Ukrainian citizen electronically via praca.gov.pl within 7 days of the day work begins. This deadline has applied since 5 March 2026; before that it was 14 days. The duty returns with every change of employment terms, not only at hiring itself.

Who files the notification of entrusting work to a Ukrainian citizen

The notification is filed by the entity entrusting the work, not by the employee. Filing is possible only electronically, through the praca.gov.pl portal: the office does not review or issue anything, it is simply a notice of fact.

The deadline changed in 2026: the act of 23 January 2026 on winding down the solutions of the Ukrainian special act (specustawa) shortened it from 14 to 7 days from the day work begins.

These rules cover primarily Ukrainian citizens under temporary protection, and from 5 March 2026, also other foreigners with temporary protection in Poland. The general conditions of employing this group are summarized in the text on Ukrainian citizens' employment in Poland.

When the notification must be filed again

The notification describes specific employment terms: the employer, position, working-time dimension, type of contract and remuneration. A change to any of these elements means a new filing is needed, because the actual state no longer matches the one reported.

A new notification must be filed when:

  • the employer changes,
  • the position or the type of work performed changes,
  • the working-time dimension changes,
  • the type of contract changes,
  • remuneration drops below the level stated in the previous notification.

It is worth building the new notification permanently into the contract-change procedure, so that every change in terms immediately triggers a filing. The rules for changing a work permit when the employer changes are covered in a separate text on changing employer and a work permit.

What a missing or late notification means

Missing the notification does not invalidate the employment contract or a contract of mandate, but it means the work stops being legal under the regulations on employing foreigners, with liability on the side of the entity entrusting the work, described in the text on penalties for illegally entrusting work.

A late notification still has to be filed: the duty does not expire once the 7 days pass. The period of work before the filing remains a period without notification.

Until when this system operates

The system of employment based on notification is meant to expire together with the remaining solutions of the Ukrainian special act, and for Ukrainian citizens legally staying in Poland without temporary-protection status, the regulations provide for a longer transitional period. The rules are still being changed, so the current deadline is worth checking on praca.gov.pl or at the voivodeship office.

An employer planning longer-term employment should factor that deadline into the choice of legalization route, because once it passes, employment based on notification alone will no longer be possible. The ultimate rules for this group of employees result from regulations that keep changing, so it is worth choosing the legalization route in advance. We handle the formalities on the employer's side, including notifications, as part of support for employees from Ukraine.

What the notification gives the employee

Directly, nothing, because it is the duty of the entity entrusting the work, not of the employee. Indirectly, however, quite a lot: a filed notification is a trace of legal employment, useful later in residence matters, for example when applying for a temporary residence permit. An employee who has questions about their filing can ask the coordinator.

Frequently asked questions

Is the notification deadline 7 or 14 days?

Since 5 March 2026, a 7-day deadline from the start of work has applied. Before that it was 14 days; some search results still show the old number.

Does a late notification still have to be filed?

Yes. The duty does not expire once the 7 days pass, but the period of work before the filing remains a period without notification.

Where and how is the notification filed?

Only electronically, through the praca.gov.pl portal. There is no option to file it in person at an office or on paper.

Must a notification be filed for every change in remuneration?

A new notification is needed when remuneration drops below the level stated in the previous notification. A raise on its own, with no change to the other employment terms, does not require a new filing.

Does the notification apply only to Ukrainian citizens?

Primarily to them, especially those under temporary protection. From 5 March 2026, these rules also cover other foreigners with temporary protection in Poland.

The rules on residence and employment of foreign nationals change often, and much depends on citizenship, the basis of stay and the situation of the particular person. This text describes the general course of the procedure. Before filing documents, confirm the current state of affairs at the voivodeship office.