Understanding PTO Reports in Poland
Starting a job in Poland requires understanding key aspects of employment law, especially how Paid Time Off (PTO) works. This blog aims to help both employees and employers navigate the essentials of PTO in Poland, covering annual leave entitlements, time off for special occasions, and the procedures for reporting and taking leave
How PTO is counted in Poland
In Poland, Paid Time Off is primarily divided into two categories: Annual leave (Urlop Wypoczynkowy) and special leave for specific life events. PTO is calculated based on the employee’s total work experience and educational level. This includes previous employment in other companies or internships, making it crucial for both employees and employers to accurately assess entitlements.
Annual leave (Urlop Wypoczynkowy)
Employees in Poland are entitled to either 20 or 26 days of annual leave, depending on their work experience:
- Employees with less than 10 years of work experience are entitled to 20 days of annual leave.
- Employees with 10 years or more of work experience receive 26 days of annual leave.
Educational periods, such as university studies, may also count towards the total work experience, with university education adding up to 8 years to the calculation. Poland calculates annual leave strictly in business days (from Monday to Friday). Public holidays and weekends are not included in the count.
Leave increase
In Poland, annual leave entitlement operates differently for employees based on whether it’s their first year of employment or subsequent years. When starting their first job, employees acquire vacation leave in arrears, meaning they earn 1/12 of their annual leave entitlement after each full month of work.
This gradual accrual continues throughout the first year. At the start of the following calendar year (January 1st), the employee gains full entitlement to their annual leave for that year. For employees with experience, from their second year onward, they are entitled to their full vacation leave from the beginning of the year. If an employee begins a new job later in the year, they immediately gain the right to their full annual leave on the first day of employment.
Special leave
In addition to annual leave, employees in Poland are entitled to special leave for significant life events. This includes two days of leave for the employee’s wedding, the birth of their child, or the death and funeral of the employee’s spouse, child, father, mother, stepfather, or stepmother.
Additionally, employees are entitled to one day of leave in the event of their child’s wedding or the death and funeral of their sister, brother, mother-in-law, father-in-law, grandmother, grandfather, or any other person under the employee’s direct care or support. These special leave days are paid and do not affect the annual leave entitlement.
How many PTO days can an employee get in Poland?
The total number of PTO days an employee can get in Poland depends on their years of service. Employees are entitled to either 20 or 26 days of annual leave, with the higher amount awarded to those who have 10 or more years of work experience. In addition to annual leave, employees are also entitled to special leave for specific life events, such as weddings or the birth of a child.
The reference period for PTO
In Poland, the PTO reference period follows the calendar year (from January 1st to December 31st). Employees must use their PTO within the year, but unused leave can be carried over to the following year. However, any carried-over leave must be taken by September 30th of the next year. Failure to take the leave by this deadline may result in losing the entitlement.
Upon termination or expiration of an employment contract, any unused PTO must be compensated financially by the employer. This cash compensation is provided only in cases where the employee was unable to use their vacation leave during their period of employment for various reasons. This ensures that employees receive fair compensation for any accrued leave they were entitled to but did not take before their employment ended.
How can employees take PTO?
Taking PTO in Poland typically involves coordination between the employee and employer, with some flexibility and limitations:
- Annual leave: Employees can request PTO at any time, though employers have the right to approve or deny the request based on the company’s operational needs. It’s common for employees to take a significant portion of their leave during the summer holiday season, but companies may ask that part of the leave be used during quieter business periods.
- Special leave: Special leave for life events (e.g., weddings, funerals) can be taken immediately when needed. Employees are required to inform their employer in advance and provide documentation (such as a marriage certificate or death certificate) to confirm the event.
How to report PTO to your employer?
Reporting and requesting PTO in Poland typically involves the following steps:
- Check your employment contract or collective agreement: Your specific leave entitlements, including any additional leave, may be outlined in your employment contract or collective agreement.
- Submit a request in advance: Most companies require employees to submit their leave requests well in advance, especially during peak holiday seasons. This is typically done via the company’s HR system or by submitting a written request to the supervisor.
- Employer approval: Ensure you receive formal approval from your employer before taking your leave. In some cases, the employer may suggest alternative dates if your requested leave clashes with critical business operations.
- Documentation: Keep a record of your approved PTO. In case of special leave, providing documentation (such as birth or death certificates) may be necessary.
- Plan around business needs: Employers have the right to deny or reschedule PTO if it affects business continuity, so it’s advisable to coordinate with your team and plan your leave during less critical times.
Need help understanding PTO in Poland?
Understanding how PTO works in Poland is essential for both employees and employers. Polish employees are entitled to a considerable amount of time off, but specific rules govern how and when this leave can be taken. By familiarizing yourself with these regulations and adhering to your company’s policies, you can make the most of your PTO in Poland.
If you have any questions or need further clarification about PTO in Poland, our HR consultants are here to assist you. Whether you’re an employee looking to understand your leave entitlements or an employer seeking to ensure compliance with Polish labour law, we’re just a call or email away.
Contact us to speak with one of our experienced HR professionals who can help you navigate the complexities of PTO and other HR matters in Poland.
