Employment documents for hiring process

Employee data: name, surname, PESEL, or passport number

Type of contract and period of employment 

Name of position 

Salary level (PLN gross) – base salary + royalties , if applicable

Place of work = cities where our offices are located (Krakow, Wroclaw, Warsaw, Gdansk)

Note: If Employee had a remote work (entirely or partially) agreed during hiring process, he/she would be asked to fill and accept Settlement regarding remote work in the corporate system (LuxTalent). Information about task assignment will be shared with New Joiner on a first day of work.

HR is responsible for preparing your employment contract, and this document is prepared as soon as you provide HR the signed employment questionnaire by scanning it and emailing it to the requisite representative.

Your employment contract will be shared with you via one of two possible paths:

• via courier (for candidates who have Polish addresses and share them with HR during the onboarding process)
• in the office, on the first day of work (for candidates who are not able to share a Polish address with HR (e.g., who come to Poland just before their start dates))

Your contract with our company needs to be signed on your first day of employment at the latest. Without this document, you may not start working.

A medical certificate is a confirmation from a licensed medical doctor that an employee is able and allowed to start working. Employees receive this certificate after initial check-ups, which should take place, at the latest, on the first day of employment. During this examination, the doctor will recommend that the examination be repeated every 3-5 years, depending on the position and circumstances. After the examination, the doctor should provide at least one copy of the certificate.

If the candidate works in Poland and has an appropriate, valid medical certificate, they should provide it to an HR specialist along with a referral for it.

An HSE certificate is a confirmation that the employee took part in the initial health and safety training and learned the principles of health and safety. This training is conducted on the first day of employment for every employee. This certificate is delivered to the employee with the rest of the documentation from HR. Next, the employee should sign this certificate in the four gray fields and deliver it to the HR department along with the other documentation. It is a mandatory document checked during potential office inspections.

• Employment contract
• Medical certificate
• WP, visa
• HSE certificate
• NDA
• NCA
• Employee questionnaire
• Acknowledgment of DXC LXT policies
• Education confirmation with notarized Polish translation

1. Tax statements 32%
2. Benefits statement (LuxMed, MyBenefit)
3. Work certificates with notarized Polish translation (to increase your annual vacation balance)
4. Loyalty agreement (based on the offer letter)
5. Signing bonus (based on the offer letter)

Employees from Poland can arrange medical check-ups via LuxMed on the website mp.luxmed.pl or by calling the Occupational Medical Checks Call Center, +48 (22) 33 81 666, available from Monday to Friday, 7:00 a.m. to 7:00 p.m. These resources will provide the employee with all the information necessary to arrange a medical examination. Employees will get a referral for the check-ups in their e-mail inboxes usually 1.5 weeks before their start dates.
Medical check-ups for foreigners are arranged by the Share Service (usually 1.5 weeks before their start dates). Information about the date and time of appointment is shared with the candidate via e-mail 2-3 working days before the visit. Foreigners will get a referral in their e-mail inboxes.

Detailed information about benefits can be found here.

If you don’t have a PESEL number (you will get it when you arrive in Poland), you can leave this field empty.

A PESEL number is individual number. It is created for everyone just once, and it never expires.

The impact of providing the work certificates and diplomas affects your entitlement to additional annual leave days. If you have over 10 years of professional experience, or a relevant academic diploma with at least 2 years of professional experience, you are eligible for an extra 6 days of annual leave. Here's how it works:
- Work Certificate or Diploma Submission: To benefit from this additional leave, you must submit your work certificates or diploma to your HR department during your onboarding process or after you start your employment (via HR Service Desk ticket).
- During the hiring process, all candidates are required to provide their diplomas as part of the company's internal procedures. Submission of the diploma is required during the onboarding process, and it is sufficient for the document to be provided in either the native language or in English.

I. Document Requirements for work certificates:
• Work Certificates: These must confirm that you were employed under an official employment contract. Common acceptable documents in Poland include:
o Work certificate - Świadectwo Pracy (most common in Poland),
o Labor Book,
o Employment Confirmation Letter,
o Certificate from the employer, etc.
• Employment Type: Only documents that confirm employment under an official employment contract are accepted. Employment confirmation for B2B contractors or for periods worked under other civil law contracts (e.g., freelance contracts or mandate agreements) cannot be used to qualify for the additional annual leave.
• Content of Certificates: Certificates should clearly indicate:
o Company name,
o Your position,
o Terms of employment (duration, nature of the job).
• Language Requirement: Documents must be in Polish or translated into Polish by a certified translator if they are in another language. NOTE: If you take unpaid leave while under an employment contract, that period will usually not count toward your professional experience for the purpose of calculating the additional vacation days.

II. Document Requirements for diploma:
• Diplomas: These must confirm the successful completion of an academic program at an educational institution, such as the university.
• Content of Diplomas:
o Name of the Recipient
o Degree or Certification Awarded: This could be a bachelor’s degree, master’s degree, etc.
o Name of the Educational Institution: The school, college, or university where the degree was earned.
o Date of Graduation: The date when the degree or diploma was awarded.

• Language Requirement:
o For the Hiring Process (Mandatory) the diploma can be submitted either in the native language of the issuing country (e.g., Polish, French, Spanish, German, etc.) or in English.
o For Vacation Balance Increase (Optional) the diploma must be in Polish or translated into Polish by a certified translator. The use of Polish ensures clarity for the labor authorities, and the translation must meet official standards.

Sources: https://www.pip.gov.pl/dla-sluzb-bhp/porady-prawne/urlopy-pracownicze Article 174 § 2 of the Code of Labor.

Yes, you can submit these documents after you begin your employment. You should create an HR SD request and add a copy of your work certificate/diploma to the ticket.

Yes, it would be better to send in all your work certificates because your amount of vacation days depends on it.

In this case, if you don’t know your address in Poland, please indicate your current address of residence.

After obtaining your polish address of residence - please share it with HR via SD. It will be required to be updated in ZUS and Tax office.

For you convenient – please use: Employee Questionnaire, ZUS, Tax statement (32%) 2023 - instruction how to fill. This document was added to the hiring letter sent to you via e-mail.

If you change your address before your first working day, you will need to fill in your questionnaire once again with the new address and send it to an HR representative before your start date. If you change your address after your first working day, you need to inform the HR personal department about it via HR Service Desk Ticket.

In this case, you can leave this field empty in the employee questionnaire, but you will need to open a Polish bank account immediately after you arrive in Poland and share it with HR via Service Desk Ticket.

If you have just started employment in Poland, please put 0 (zero) as base of your contributions.

Yes, you can provide it later. Please send it to OnboardingProcess.PL@luxoft.com. or upload it to an HR SD ticket after onboarding.

You can provide one version either in Polish or in English.

If you want to have Luxmed medical package active from the 1st day of employment - you must send a scan of the benefit’s statements and Luxmed declaration of joining with your hand signature till 20th day before the planned start date.

Activation of Best help for NJs is available from the 1st day of the following month (after employment), but you must send a scan of the best help declaration with your hand signature till 20th day of the month.

If you want to have UNUM life insurance active from the 1st day of employment, you must:

• fill e-declaration of joining to insurance available at the link: idz.do/Luxoft
• send a scan of the manually sign consent for deduction*— that’s automatically generated on the UNUM website till 20th day before the planned start date.

Activation of Mybenefit (multisport card/cafeteria/multilife) for NJs is available from the 1st day of the following month (after employment), but you must send a scan of the benefit’s statements with your hand signature till 15th day after employment.

*concern the selection of options not sponsored by our company.

Yes. Please provide only your information. If you plan to add someone else in future, please be informed that those people should be physically present in Poland.

Please follow this link to read about the Multisport option - https://www.kartamultisport.pl/en/multisport/cards. As for Multicafeteria, it allows you to collect points and spend them on goods on the platform (cinema tickets, shop vouchers, holiday offers, etc.).

Please use only Polish addresses. If you do not have one, please leave this field empty.

Yes, you can. But be informed that to get benefits from first day of the following month, the documents should be completed and sent in before the 15th (MyBenefit)/20th (Luxmed/UNUM) day of the preceding month.

This is an additional insurance which covers the treatment of critical diseases abroad.

Please follow this link to learn more - https://www.multilife.com.pl/en/meet-multilife

Currently, untaxed employment income in Poland is PLN 30,000 per year. Consequently: the monthly untaxed amount of income is PLN 2,500, and the monthly tax-reduction amount is PLN 2,500 x 12% (lowest tax rate) = PLN 300.

In order to take advantage of the monthly tax-reduction amount of PLN 300, the PIT-2 form must be submitted to your employer (if not previously filed). Assuming that the PIT-2 form is submitted, the employer deducts PLN 300 from the tax advance to be paid to the tax office. Hence, your monthly net salary is higher due to the deduction being already included in the monthly calculation. In this case, your annual tax form may result in no additional tax to be paid or reimbursed to you as a refund (in particular, if your annual income is below PLN 120,000 and you have no other sources of income).

If you do not submit the PIT-2 form, the untaxed amount will be utilized in your annual tax return. As the untaxed amount will be included in the calculation of annual tax, the lack of a PIT-2 will result in a lower monthly net salary but may ultimately result in a tax refund (or a lower balance to be paid) after filing your annual tax return.

To get to know more about tax and payroll system in Poland, please read following document.

Tax statement- 32% deduction - when it is worth to fill this document and provides to HR Admin?

The 32% tax is profitable when the newly hired employee has already earned incomes in Poland close to PLN 120,000 in a given calendar year and would like to Luxoft deducts his taxes at the level of 32% (instead of 12%) from the beginning of employment. This statement should be also filled in by the candidate when he wants to overpay tax and get a refund in an annual tax settlement.

Useful Contacts

HR Specialists supporting for onboarding process: please send and e-mail to OnboardingProcess.PL@luxoft.com.

HR Specialist support after onboarding process: please create HR Request via SD or send an e-mail to HRAdminandPayroll@luxoft.com.