The labor market in Poland has definitively entered the era of “digital transparency.” Whereas previously the legalization of foreigners resembled a game of “cat and mouse” with bureaucracy, where minor violations could get lost in paper archives, from 2026 the rules of the game have become strict and automated.
The main innovation is the creation of a unified digital ecosystem between ZUS and the Użonds. Now any discrepancy in data that affects obtaining or maintaining a residence card is instantly visible to an inspector, without the need for on-site verification.
Direct Connection Between ZUS and Użond: The End of “Gray” Schemes
Until 2026, data exchange between agencies occurred with delays, allowing unscrupulous employers to manipulate document submission deadlines. Now, systems are synchronized in real time.
How does it work?
As soon as a foreigner submits an application for a residence card, the system automatically places their profile under “monitoring.” Any inconsistency between declarations in the Użond and actual contributions in ZUS is highlighted with a red flag.
Mandatory Report: First Report, Then Work
The most critical change concerns the moment work begins. The new rule is: “Report in the system—or a fine.”
- Essence of the rule: The employer must notify the relevant authorities about the foreigner’s start of work before they actually begin their duties (start the first shift).
- Consequences of delay: If the foreigner is already working and the notification has not been sent or was sent retroactively, it is considered illegal employment.
- Cost of the mistake:
- For the company: A fine of 3,000 PLN for each undocumented employee.
- For the worker: Immediate cancellation of the current visa or residence card, followed by deportation and a ban on re-entry.
Important: Excuses such as “the accountant forgot” or “the system was down” are no longer accepted. Responsibility for technical submission lies entirely with the employer.
Changes in Conditions: The Danger of “Retroactive Cancellation”
Previously, many foreigners and employers treated changes in employment conditions (salary, position, hours) formally, assuming they would clarify it when applying for the next card. From 2026, such carelessness leads to disaster.
Instant data updates
Any change in the employment contract (Aneks do umowy) must be reflected in the system immediately. If during an inspection six months later it is found that the foreigner received a lower (or even higher!) salary than declared in the decision, and no notification was submitted, the decision is revoked “retroactively.”
What does this mean for the foreigner?
It means that the entire period of work since the change is considered illegal. The foreigner finds themselves in a situation where they “should have left the country six months ago,” unaware of it.
What Employees and Employers Should Pay Attention To
To avoid huge fines and loss of legal status, it is necessary to follow a strict checklist:
- Start date of work: Ensure that the actual day the employee begins their shift exactly matches the date recorded in the government notification system.
- Salary amount: Verify that the amount on the payroll matches exactly the figure indicated in your decision.
- Position: Confirm that the foreigner performs duties in the position specified in the work permit.
- ZUS (Social Insurance): Ensure that all insurance contributions are paid on time and in full, based on the officially declared rate.
Summary
Poland has implemented one of the most effective migration control systems in the EU. The strict link between ZUS and Użond makes it impossible to conceal actual working conditions. For conscientious companies, this is a chance to cleanse the market of dishonest competition, and for workers, a reason to be extremely vigilant regarding their documents.
Remember: A fine of 3,000 PLN is just the beginning. Reputational damage and the risk of company closure for the employer, as well as deportation for the employee, are the real price of negligence in 2026.
