{"id":2751,"date":"2026-10-12T07:46:50","date_gmt":"2026-10-12T07:46:50","guid":{"rendered":"https:\/\/sawaryn.com\/us\/?p=2751"},"modified":"2026-10-12T07:50:33","modified_gmt":"2026-10-12T07:50:33","slug":"poland-work-permits-hr-praca-gov-pl-access","status":"publish","type":"post","link":"https:\/\/sawaryn.com\/us\/poland-work-permits-hr-praca-gov-pl-access\/","title":{"rendered":"Work permits in Poland: why a power of attorney does not give HR access to praca.gov.pl"},"content":{"rendered":"

Work permits in Poland: why a power of attorney does not give HR access to praca.gov.pl<\/h1>\n

Your lawyer has prepared a power of attorney. The company\u2019s management board has signed it. But when HR logs in to praca.gov.pl to apply for a work permit for a developer from India, the company is not visible. The candidate is waiting, and the project cannot move forward.<\/p>\n

The problem is that legal authority and portal access are separate<\/strong>. A signed power of attorney authorizes someone to act for the company, but it does not automatically connect that person to the company\u2019s account in Poland\u2019s employment-services portal.<\/p>\n

Since June 1, 2025, applications for work permits for foreign nationals and declarations on entrusting work to foreign nationals must be submitted through praca.gov.pl. An application sent by post, delivered in person or submitted through ePUAP is left unexamined. The approved source cites Article 8 of the Act of March 20, 2025, on the Conditions for Entrusting Work to Foreigners (Journal of Laws 2025, item 621)<\/a> for this rule. Without working portal access, an employer cannot use another submission channel to keep the process moving.<\/p>\n

This guide explains how to set up HR access, avoid common delays and maintain that access as employees join or leave.<\/p>\n

The accounts and authorizations you need to distinguish<\/h2>\n\n\n\n\n\n\n\n\n\n\n
Term<\/th>\nMeaning<\/th>\nWhere it operates<\/th>\n<\/tr>\n<\/thead>\n
Power of attorney<\/strong><\/td>\nA civil-law document authorizing a person to act for the company<\/td>\nThe legal relationship between the company and the authorized person<\/td>\n<\/tr>\n
Individual praca.gov.pl account<\/strong><\/td>\nA personal account created using a Polish trusted profile or a qualified electronic signature<\/td>\nThe portal<\/td>\n<\/tr>\n
Organization account<\/strong><\/td>\nThe company\u2019s account, identified by its REGON number, to which users are assigned<\/td>\nThe portal<\/td>\n<\/tr>\n
Representative verification<\/strong><\/td>\nConfirmation by a district employment office that a person is entitled to act for the company in the portal<\/td>\nThe district employment office and the portal<\/td>\n<\/tr>\n
Assignment request<\/strong><\/td>\nA portal request by a user to join the organization account, approved by a verified representative<\/td>\nThe portal<\/td>\n<\/tr>\n
\u201cContext\u201d field<\/strong><\/td>\nThe portal selector that determines whether a submission is made as an individual or for the company<\/td>\nThe portal<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

NIP is a Polish tax identification number. REGON identifies an entity in Poland\u2019s official business register. KRS, the National Court Register, records company information, including how a registered company may be represented. A powiatowy urz\u0105d pracy<\/em> (PUP) is a district employment office.<\/p>\n

The practical rule is simple: a power of attorney without the necessary portal setup does not give HR access; portal access without a power of attorney does not provide the required legal authority.<\/strong><\/p>\n

Why the signed document is not enough<\/h2>\n

For an HR employee to submit a work permit application for the company, the approved process requires three elements at the same time:<\/p>\n

    \n
  1. A power of attorney<\/strong> signed by those authorized to represent the company. It should cover the work HR will perform, including submitting applications, receiving decisions and corresponding with the office.<\/li>\n
  2. A verified organization account.<\/strong> The company needs an account on praca.gov.pl, and at least one representative must be verified by a district employment office through the PGP-WKOKR process.<\/li>\n
  3. The HR employee\u2019s assignment to that account.<\/strong> The employee creates an individual account, requests assignment to the company using its NIP and REGON numbers, and a verified representative approves the request.<\/li>\n<\/ol>\n

    If any element is missing, HR cannot complete the application process as intended. Preparing the power of attorney first and starting portal verification only afterward can add weeks to a hire. Start the legal-document and account-verification workstreams in parallel.<\/p>\n

    Set up HR access step by step<\/h2>\n

    1. Identify at least two representatives<\/h3>\n

    The source\u2019s process calls for a representative who can independently represent the company: a management board member or a prokurent samoistny<\/em>, a registered commercial proxy authorized to act independently. A commercial proxy\u2019s entry in KRS helps establish that authority to the office.<\/p>\n

    Choose at least two people where possible. If the only verified representative is away or leaves, no one remains to approve a new HR user\u2019s assignment request. That creates an avoidable point of failure in foreign-national hiring.<\/p>\n

    2. Have each representative create an individual account<\/h3>\n

    Each representative needs their own praca.gov.pl account. The source identifies two ways to create one:<\/p>\n