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.

Acknowledgment DXC LXT policies.

LIST OF POLICIES

1. DXC Code of Business Conduct
2. DXC Anti-Corruption Control Process
3. DXC Gifts and Hospitality Policy
4. DXC Insider Trading Policy
5. DXC Conflicts of Interest Policy
6. DXC Luxoft Rules on Company Information Treatment
7. Acceptable Use Policy
8. Luxoft Group Data Protection Policy
9. Terms and Conditions of Employment
10. The Remuneration terms and Conditions
11. Information for the Employee on the Implementation of Monitoring in the Workplace
12. Procedure for registration of works
13. Framework procedure for preventing failure to comply with the obligation to provide information on tax schemes in Luxoft Poland sp. z o. o
14. Procedure on Counteracting Discrimination, Harassment, Sexual Harassment and Workplace Harassment
15. Equal Treatment in Employment Information for Luxoft Poland sp. z o.o. Employees
16. Company Social Benefits fund regulations of Luxoft Poland sp. z o.o
17. Obligation to comply with data protection requirements under GDPR and local privacy laws
18. Sanctions Compliance Policy
19. Global Whistleblowing Policy – Local Addendum for Poland
20. Vacation Policy Luxoft Poland

• 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.

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.

Providing work certificates, ZUS certificates, and diplomas may affect your entitlement to additional annual leave days. If you have more than 10 years of professional experience, or a relevant academic diploma combined with at least 2 years of professional experience, you may be eligible for an additional 6 days of annual leave. Here's how it works:

• Submission of documents: To benefit from the additional leave, you must submit your work certificates, ZUS certificates, or diploma to the HR department during onboarding or after starting employment (via an HR Service Desk ticket).
• Diplomas during hiring: During the hiring process, all candidates are required to provide their diplomas as part of the company's internal procedures. The diploma must also be submitted during onboarding. It may be provided either in the original language or in English.

I. Document requirements for work certificates

• Work certificates: These must confirm employment under an official employment (labour) contract. Acceptable documents in Poland include:
  o Work certificate (Świadectwo pracy – most common in Poland),
  o Labour book,
• Employment type: Work certificates must confirm employment under an employment (labour) contract.
• Content of certificates: Documents should clearly indicate:
  o Company name,
  o Your position,
  o Terms of employment (duration and nature of the job).
• Language requirement: Documents must be in Polish or translated into Polish by a certified translator if issued in another language (a sworn translation is not required).
Note: Periods of unpaid leave during an employment contract are generally not counted toward professional experience for the purpose of calculating additional annual leave.

II. Document requirements for ZUS certificates

From May 1, 2026, new regulations allow periods of civil law contracts and self-employment to be included in the length of service used to calculate annual leave entitlement or seniority allowance.

• A ZUS certificate can be submitted to confirm periods of civil law contracts or self-employment (e.g., B2B) carried out in Poland. The employee must apply for this certificate independently via their eZUS account.
• The application is titled: "Application for issuing a certificate of insurance for the purpose of including periods in the length of service."
More information is available on the ZUS website: „Stażowe" – nowe regulacje i zaświadczenia od 2026 r. - ZUS

Note:
• If your civil law contracts or self-employment took place abroad, you may provide a certificate of employment/non-agricultural business activity/other professional activity.
• Such documents should clearly indicate:
  o Company name,
  o Duration of employment/activity,
  o Signature of an authorized representative of the employer/company.
• Language requirement: All documents must be translated into Polish by a certified translator if issued in another language (a sworn translation is not required).

Note:
1. If different forms of employment or professional activity overlap, they will not be counted twice.
2. Providing documents confirming your professional experience to increase your vacation balance (such as diplomas, work certificates, ZUS statements, or certificates of employment) is not mandatory. However, claims for additional annual leave expire after 3 years. Therefore, if you wish to increase your annual leave entitlement, you should submit the required documents within 3 years from the start of your employment at Luxoft.

Sources:
• Polish Labour Code
• State Labour Inspectorate – https://www.pip.gov.pl/dla-sluzb-bhp/porady-prawne/urlopy-pracownicze
• Article 174 § 2 of the Labour Code
• Social Insurance Institution (ZUS)

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.