English

Ark / English

English

Featured Image

Automatic settlement of working time in accordance with the Labour Code – how Time Harmony supports employers

Compliant with Polish Labour Law

Accounting for working time is one of the key tasks of every employer. The Labour Code imposes on companies the obligation to keep records of working time and correctly calculate allowances for overtime, night hours or work on holidays. In practice, especially in large organizations, manual accounting of this data is associated with a high risk of errors, disputes and delays.

The solution is automatic settlement of working time in accordance with the Labor Code, which is offered by the Time Harmony system. This tool allows not only to improve HR and payroll processes, but also to increase transparency in relations with employees and reduce operating costs.

Key features of Time Harmony

  1. Fully automatic settlement of working time and records

The system registers working time in various distribution systems (basic, equivalent, task-based) and then automatically recalculates it in accordance with applicable regulations. HR departments do not have to manually analyze work sheets or tables – all data is available in one view.

📌 The benefit: you save many hours of administrative work each month.

  1. Margins and rounding – realistic working time settlement

The employer can set the rules for settling lateness, early departures or breaks, as well as introduce rounding to 5, 10 or 15 minutes. This solution organizes the records and eliminates disputes about minute differences.

📌 The benefit: more realistic working time records thanks to flexible settings and access to real employee attendance data.

  1. Automatic settlement of working time in overtime and night hours

Time Harmony takes into account daily overtime (+50%, +100%), average weekly overtime, as well as night work. The settlements are fully compliant with the Labour Code, including Article 151 of the Labour Code.

📌 The benefit: no risk of errors and financial consequences in the event of an inspection by the National Labour Inspectorate.

  1. Support for holidays and days off

The system automatically identifies work on Sundays, holidays and other days off resulting from a five-day working week. The financial allowance or the receipt of a day off are calculated in accordance with the regulations (Article 151^7 of the Labour Code).

📌 The benefit: easier scheduling and certainty that the company operates in accordance with the law.

  1. Integration with payroll systems

Time Harmony allows you to export data to HR and payroll systems, both manually and via an API. As a result, the payroll process is faster and the risk of mistakes is minimized.

📌 The benefit: timely payments and increased employee satisfaction.

Practical applications of automatic settlement of working time in various industries

  • Logistics and warehouses – control over overtime and shift work in 24/7 mode.
  • Production – settlement of work in the equivalent system and on holidays.
  • Back office – clear reports for office employees, easy holiday planning.
  • Services – monitoring of working time in dispersed teams and on projects. Thanks to its flexible settings, the system works well for companies of all sizes – from medium-sized enterprises to large corporations.

Why is it worth betting on automatic settlement of working time?

  • Compliance with the Labor Code – no risk of violations of the law and penalties.• Greater HR efficiency – fewer tedious, manual activities.• Cost reduction – control over overtime and work planning.• Transparency – employees receive clear, objective settlements.• Better business decisions – access to up-to-date and reliable data on working time.

Automatic settlement of working time - summary

Automatic settlement of working time in accordance with the Labour Code is not only a convenience today, but also a necessity. Companies that implement solutions such as Time Harmony gain real advantages: more efficient HR and payroll processes, lower administrative costs and greater legal security.

Contact us and see how Time Harmony can improve your organization's time accounting.

 

cta_2025

Easily manage your company's working time

See our system
Time Harmony - 2025-09-03 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
Featured Image

My Time Harmony – an employee self-service app

Digitization of HR processes is not only a trend, but a necessity in modern organization management. Automation of HR areas, easy access to data, and convenient employee self-service are solutions that increase the efficiency of both employees and managers. That is why the first version  of the My Time Harmony employee self-service application  will be released in September. It is a tool that gives employees convenient access to schedules, leave requests and work statistics – and in the next stages of development, it will also support managers in managing HR processes.

First version of the My Time Harmony app – features for employees

The first version of the application has been designed with employees and their daily needs in mind. It is a self-service tool that facilitates quick access to key information and accelerates the implementation of HR matters, without the need to involve the HR department in simple, repetitive tasks.

In the first version of the Moje Time Harmony application, the employee receives:• access to work schedules with absences and the ability to view the history up to two years back,• quick handling of leave requests and limited absences – along with a preview of their status,• transparent working time statistics, including overtime, absenteeism, night work or productivity,• information about employment, including contract data,  position, department or completed training,• reminders about medical examinations, training and competences that help the employee take care of formal duties. As a result, the application becomes a convenient and intuitive tool that supports daily employee self-service, and at the same time relieves HR departments of handling basic queries and requests.

📌  In September, My Time Harmony is launched – an application that facilitates daily employee self-service. This is the first step to full automation of HR processes in companies.

Leave requests and absences in the employee self-service application

My Time Harmony gives employees full freedom in managing absenteeism. From the phone level, you can submit a leave request or report another type of limited absence, and then track its status on an ongoing basis – approved, rejected or in the process of acceptance. This is a significant convenience for the employee, who does not have to use paper forms or contact the HR department in every matter. This makes the process simpler, faster and more transparent.

📌  Submitting and tracking leave requests has never been easier – the employee can immediately see the status of their request and available leave limits.

Uptime and productivity statistics

The application provides clear statistics on hours worked, overtime, night work, and absences. What's more, the employee can check the data on their productivity and the time they perform individual activities. It is a practical tool that allows you to better plan your own work, and in the future it will also become an important support for managers in analyzing the effectiveness of entire teams.

📌 The application presents clear statistics of working time, overtime and absenteeism, giving employees a full picture of their commitment and effectiveness.

In-app employment data

The My Time Harmony application provides the employee with insight into key information about their employment – contract, position, department, cost center. Thanks to this, all relevant HR data is in one place, without the need to contact the HR department.

📌  My Time Harmony also gives you a quick insight into HR information – from the contract and position, to the department, cost center or training undergone.

Employment medical examination, competence and trainings

Moje Time Harmony also supports the area of employee development and safety. Already in the first version, the My Time Harmony application allows the employee to view information about medical examinations, required training, as well as certificates and competences. This ensures that all development and occupational safety data is available in one place, always at hand. In future versions, we plan to expand this functionality with notifications reminding about upcoming deadlines, which will further facilitate both employees and managers in the ongoing management of HR duties.

📌  The application provides information about medical examinations, training, certificates and competences, and in subsequent versions it will be supplemented with notifications reminding about important dates.

Integration of the application with the T&A system and working time settlement

Moje Time Harmony is a natural extension of the Time Harmony system  – an environment for comprehensive employee management. Thanks to the integration with the T&A module and tools for working time settlement, the data from the application is always up-to-date and consistent. This means that information about schedules, absences or work statistics is available in one place and fully synchronized with the company's HR system. This combination ensures maximum transparency of processes, reduces the risk of errors and saves time for both employees and HR departments.

Application development plans – support for managers

While the first version focuses on the needs of employees, the My Time Harmony app has been designed from the start with further development in mind. Subsequent editions will be successively enriched with functionalities supporting managers in managing teams. The development plans include, m.in, among others:• acceptance of leave requests and absences directly from the phone,• notifications about new documents and applications to be considered,• information about the ending medical examinations and employee trainings,• extended reports and summaries, supporting personnel decision-making.

Thanks to these solutions, Moje Time Harmony will become not only a self-service application, but also a mobile managerial tool that will allow you to act quickly and have full control over processes in your team – anywhere and anytime.

📌  The first version focuses on employee convenience, and the next ones will be developed with features for managers – such as accepting requests or notifications about HR responsibilities.

Time Harmony – a comprehensive environment for employee management

Moje Time Harmony is part of a larger ecosystem – the Time Harmony system, which has been supporting companies in managing working time and process efficiency for years. Time Harmony is a solution that covers all key stages of working with HR data:• recording working time (T&A system),• planning and creating schedules,• settling worked time and overtime,• monitoring and analyzing the productivity of processes and employees. The implementation of the My Time Harmony application fits perfectly into this logic – the system gains a mobile component that transfers some of the processes directly to employees and managers.

📌  The My Time Harmony app complements the entire Time Harmony system, creating a consistent environment for planning, recording and settling working time and managing the effectiveness of teams.

Why is an employee self-service app a step into the future?

The benefits of integrating the application with the system are multidimensional:• greater HR efficiency – relieving the HR department of simple queries and formalities,• better employee experience – self-service, quick access to data and process transparency,• support for managers – in future versions, the application will enable them to make instant HR decisions,• a comprehensive view of the organization – the Time Harmony system ensures data consistency and a full picture of working time, and productivity in the company.

A new era of HR – starting in September

The September launch of the My Time Harmony app is an important step towards modern, digital HR. With the My Time Harmony app, companies gain access to a modern employee self-service app that naturally complements the Time Harmony system. This tool increases employee experience, improves communication, and allows managers to focus on team development. This is just the beginning – further functionalities will further support effective human capital management.

Time Harmony – as a system for recording, planning, settling working time and monitoring productivity – gains a new dimension thanks to the application. It is a combination of technologies that responds to the real needs of employers and employees.

Time Harmony - 2025-08-22 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
Featured Image

Working time in August 2025 – how to calculate it correctly?

Compliant with Polish Labour Law

The topic of working time in August 2025 requires particular attention from employers, HR specialists, and managers responsible for scheduling work. This month includes one public holiday – August 15th – which affects the total number of working hours. According to the Labour Code, each public holiday falling on a weekday (excluding Sundays) reduces the monthly working time.

 

📌 August 2025 includes one public holiday – Friday, August 15th – which directly affects the number of working hours to be calculated under the Labour Code.

 

How to Calculate Working Time in August 2025

In accordance with Article 130 §1–2 of the Polish Labour Code, working time is calculated as follows:

  1. Multiply 40 hours by the number of full weeks in the month.
  2. Add 8 hours for any additional working days outside full weeks.
  3. Subtract 8 hours for each public holiday falling on a weekday.

In August 2025, the calendar looks as follows:

  • 21 working days,
  • 5 weekends (Saturdays and Sundays),
  • One public holiday: Friday, August 15th – Assumption of the Blessed Virgin Mary.

Step-by-step calculation:

  • 4 full weeks × 40 hours = 160 hours,
  • 1 additional working day = 8 hours,
  • Total: 168 hours,
  • Subtract 8 hours for the public holiday,
  • ✅ Final working time in August 2025: 160 hours.

 

📊 The total working time in August 2025 is 160 hours. One weekday holiday on August 15th (Friday) reduces the standard monthly total.

 

Impact of August 15th Holiday on Work Planning

The public holiday on August 15th falls on a Friday, creating a long weekend. For employers using shift work or flexible schedules, it is advisable to plan ahead for time off, employee absences, or potential overtime. Incorrect scheduling may lead to violations of working time regulations and potential scrutiny from the National Labour Inspectorate (PIP).

It’s important to note that the 8-hour reduction applies to all employees, regardless of the type of employment contract or work schedule – as long as August 15th falls on a day they would otherwise be scheduled to work. Employers using time tracking systems such as Time Harmony can more easily manage the impact of public holidays on working time settlements.

 

📅 The long weekend from August 15–17 is an opportunity for vacation planning – but also a challenge for HR and team managers. The public holiday legally reduces working time by 8 hours.

 

Working Time in August 2025 – Summary

The final working time in August 2025 is 160 hours for employees working in a standard five-day, one-shift workweek. This reduction is due to the public holiday on Friday, August 15th. Employers must calculate working hours correctly in order to comply with Polish labour law, especially when preparing schedules and work time records.

 

🧮 The working time in August 2025 is 160 hours. A public holiday falling on Friday reduces the total number of working hours for the month.

 

Why Use Work Time Planning Tools?

Digital solutions like Time Harmony help automatically account for holidays, time off, and changes in employee schedules. These systems support full compliance with the Labour Code, reduce the risk of manual calculation errors, and optimize the scheduling process. In a month like August 2025 – when a holiday affects work time – automation offers a clear advantage.

 

🛠 Systems like Time Harmony automatically include holidays and reduce errors in working time calculations – ensuring legal compliance and improving workforce management.

 

cta_2025

Easily manage your company's working time

See our system
Time Harmony - 2025-07-30 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
Featured Image

A day off for donating blood – what does the Labor Code say and how to plan it in the Time Harmony system?

Compliant with Polish Labour Law

Donating blood is not only a gesture of solidarity, but also the employee's right to a day off. In accordance with the provisions of the Polish Labour Code and the Act on Public Blood Service, an honorary blood donor has the right to leave from work while retaining the right to remuneration. In this article, we explain who is entitled to a day off for donating blood, what documents must be presented and how to plan an employee's absence in the Time Harmony system, which allows you to define any type of leave – including those resulting from special employee rights.

Legal basis – Labour Code and Act on Public Blood Service

Pursuant to Article 9(1)(1) of the Act of 22 August 1997 on the Public Blood Service, an honorary blood donor is entitled to leave from work on the day of donating blood and on the following day, as well as for the time necessary for medical examinations. On the other hand, Section 2(1) of the Act guarantees that the employee retains the right to remuneration for such a day.

In practice, this means that:

  • the employee is entitled to a full day off on the day he or she donates blood and on the following day
  • this absence does not reduce the amount of holiday leave and does not adversely affect the working time records,
  • The basis for justifying the absence is a certificate from the blood donation unit.
📌 KNOWLEDGE IN A NUTSHELL:
A worker who donates blood is entitled to a paid day off. A certificate from the blood donation center is required, and this day does not reduce the holiday leave.

Who is entitled to a day off for donating blood?

Every employee employed under an employment contract is entitled to a two-day leave from work – regardless of the full-time employment or position. The condition is to present a confirmation of donating blood or its components. From 2021, this also applies to people donating plasma from COVID-19 convalescents.

📌 KNOWLEDGE IN A NUTSHELL:
Every employee employed under an employment contract is entitled to two days off – it is enough to provide a certificate from the Regional Centre for Competition and Treatment or another authorized unit.

Time Harmony – flexible management of leave types

In the Time Harmony system,  each employer can independently define the types of leaves and other absences of employees, in accordance with the applicable law and internal regulations of the company. For example, you can create a separate category in the system:
👉 "Day off – blood donation", which allows for precise planning and recording of this type of sick leave.

Allows:

  • the HR department can easily mark the absence as a blood donation exemption,
  • the system automatically takes this absence into account in  the schedule, record cards and working time settlements,
  • the employer gains full transparency of HR data,
  • Shift staffing planning becomes more efficient.

The system also allows you to add other non-standard absences – such as training leave, a day off for vaccination or time off for company events – which significantly increases the flexibility of working time management.

📌 KNOWLEDGE IN A NUTSHELL:
In Time Harmony, you can add your own type of leave – e.g. a day off for blood donation. The system will include it in the schedule, records and reports, without the need for manual modifications.

Why use Time Harmony when scheduling blood donation exemptions?

Proper planning of employee absences is crucial to maintain operational continuity. With Time Harmony, you can:

  • quick submission and acceptance of applications for a day off for blood donation,
  • integration with work schedules – the system automatically recalculates working time standards and resource availability,
  • compliance with the Labour Code and full HR documentation.

Time Harmony not only supports compliance, but also strengthens organizational culture by giving employees the tools to effectively communicate their authority.

📌 KNOWLEDGE IN A NUTSHELL:
Time Harmony automates the planning of absences resulting from employee rights. It helps to maintain compliance with the law and takes care of the continuity of processes in the company.

Summary

Blood donation entitles the employee to a day off with remuneration. It is the employer's responsibility to properly document and account for such absence. In the Time Harmony system,  each employer can define the types of leave – including a day off for donating blood – which allows for efficient planning of schedules and keeping records of working time in accordance with the regulations.

Do you want to better manage your working time in your company?
Contact us and see how Time Harmony supports compliance and makes the daily work of the HR department easier.

📌 KNOWLEDGE IN A NUTSHELL:
Both legal regulations and IT tools – such as Time Harmony – support the efficient management of blood donation days. This is a benefit for the employee and an improvement for the employer.
cta_2025

Easily manage your company's working time

See our system
Time Harmony - 2025-07-22 - Entrepreneur's Guide, Labour law, Working time registration, planning and settlemnet - No Comments
Featured Image

Seasonal worker management – how Time Harmony supports work organization and seasonal work time accounting

Seasonal worker management is one of the biggest challenges faced by companies operating in seasonal cycles. Increased demand for work in certain periods – e.g. in trade, logistics, tourism or agriculture – forces the employment of additional staff, often in a short period of time. Such a situation is associated with a number of problems: from planning schedules and settling working time, through efficiency assessment, to compliance with labor law regulations.

The  Time Harmony system comes to the rescue,  supporting both daily HR processes and strategic management of seasonal employees based on data from previous seasons

1. Seasonal working time records – safe, compliant and automatic

One of the most common problems in the area of seasonal work is keeping records of working time. Although seasonal workers are employed on various legal grounds (employment contracts, mandates, contracts for specific work), the obligation to record their working time still rests with the employer (Article 149 of the Labour Code). Time Harmony eliminates errors and delays resulting from manual time recording. The system registers attendance using T&A cards, a mobile application or biometric terminals. Your employer has instant access to real-world data: start and end times, breaks, lateness, and overtime – all of which are essential for accurate payroll and compliance.

Time Harmony supports the management of seasonal employees – recording, performance measurement and analysis of historical data for better planning.

2. Seasonal worker efficiency under control

In the case of seasonal workers, the challenge is to quickly assess their effectiveness. The short period of employment and the limited onboarding time make it difficult to assess whether a person is actually contributing to operational objectives. Time Harmony allows you to manage your seasonal workforce by accurately measuring the activities performed and performance. Each activity – e.g. order picking, packing or loading – can be assigned to an employee and measured over time. On this basis, an objective performance report is created, which can be used to make personnel decisions or for bonuses.

Time Harmony allows measuring the effectiveness of seasonal employees based on specific activities and their time of completion. This tool allows for ongoing assessment of the quality of work, which is particularly important in the case of a short period of employment.

3. Work planning based on data from previous seasons

One of the biggest advantages of Time Harmony in the context of managing seasonal employees is the ability to use historical data. The system collects operational data from each season, enabling the analysis of trends, workload and staffing needs. On this basis, it is possible to accurately plan the number of employees needed in the same period – minimizing the risk of a shortage of workforce or overemployment. Data from previous years shows not only the number of hours worked, but also the effectiveness of teams and the occurrence of bottlenecks in processes.

As a result, managing seasonal workers is no longer a guessing game and becomes a predictable and fact-based planning process.

Thanks to the analysis of historical data from previous seasons, the system supports more precise planning of human resources. This makes it easier to adjust the number of employees to the actual demand at specific times of the year.

4. Settlement of seasonal employees – without errors and delays

In the case of seasonal work, salary settlements are often carried out under time pressure and with high staff turnover. Manual transcription of attendance list data into HR and payroll systems generates errors that can result in employee claims or sanctions from control institutions.

Time Harmony automates this process. Based on the recorded working time, reports are generated ready for export to the payroll system. This makes settlements fast, reliable and consistent with actual data. This is especially important in seasonal work, where every mistake costs money – directly and in terms of image.

Automatic timesheets generated by Time Harmony minimize the risk of mistakes and delays in calculating salaries. The process of settling seasonal employees is faster and without the need for manual data entry.

5. Seasonal operational performance analysis

In the long run, Time Harmony allows not only to account for work, but also for strategic analysis of operational efficiency on a seasonal basis. The ability to compare data from different years allows you to evaluate the effectiveness of your operations, identify patterns and plan future seasons with greater precision.

In practice, this means that the management of seasonal workers can be optimized from year to year – by learning from year to year, improving processes and better preparing for the next periods of intense work.

Key benefits of implementing Time Harmony in seasonal work:

    • Full control over the working time of seasonal employees
    • Automation of settlements and compliance with the Labor Code
    • Data-driven performance evaluation of seasonal workers
    • Better schedule planning thanks to the analysis of data from previous seasons
    • Reduce operating costs and avoid HR errors
    • Scalability of the system regardless of the number of seasonal employees
The data collected in the system allows you to compare operational efficiency on a seasonal basis. This is the starting point for optimizing processes and better preparing the organization for the next periods of increased work.

Seasonal worker management - summary

Managing seasonal workers requires flexibility, precision and quick response to changing conditions. Traditional methods – based on manual planning and accounting – do not work in the reality of a dynamic market. Time Harmony is a tool that allows you to control the process of seasonal work – from time tracking, through efficiency control, to planning future activities.

The implementation of the Time Harmony system not only saves time and money, but also increases legal security and better organization of work. For companies using the seasonal employment model, it is an investment that translates into specific operational and strategic benefits.

Are you wondering how to improve the management of seasonal employees in your company? Contact us and see how Time Harmony can adapt to your seasonal work model.

cta_2025

Easily manage your company's working time

See our system
Time Harmony - 2025-06-18 - Activities and performance measuring, Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
Featured Image

Tracking Activities in a Service Company – Why It Matters

In modern service companies, time is currency. Effective task management and accurate activity tracking determine whether a project becomes profitable. That’s why tracking activities in a service company is no longer reserved for large enterprises — it’s becoming the new standard that boosts efficiency, improves profitability, and ensures accurate client billing.

Time Tracking as a Foundation for Reliable Billing

Implementing a dedicated tool for tracking activities in a service company gives you access to precise records of every action taken during project execution. This allows you to:
• accurately estimate future projects,
• evaluate how engaged your team is in specific tasks,
• identify time losses and operational bottlenecks.
This means decisions are based on facts, not assumptions.

Time Harmony – Tailored to the Needs of Service Companies

Time Harmony is a system that automates activity tracking by assigning tasks to specific projects and clients. Users can easily categorize their work, making the process intuitive and effective.
What do you gain with Time Harmony?
• Instant assignment of activities to projects,
• Real-time access to team activity,
• Remote tracking from any location or device,
• Transparent and detailed client billing.
The system also includes GPS tracking, allowing mobile or hybrid teams to log tasks from any location.

Real-Time Data for Immediate Insights

Time Harmony provides real-time access to activity data, enabling managers to monitor progress as it happens. This is crucial for assessing team engagement, detecting overloads or inefficiencies, and maintaining smooth operations. With tracking activities in a service company in real time, your management becomes more responsive and data-driven.
Customization That Fits Your Business
Every business has its own structure. Time Harmony allows full customization of activity categories to reflect how your team actually works. This supports detailed reporting by roles, projects, or client types.

Why Manual Methods Fail

Spreadsheets, emails, or chat-based reporting are still common in many service firms. While convenient, these methods quickly lead to inconsistent data and limited analytical value.
In contrast, tracking activities in a service company using a dedicated tool like Time Harmony ensures all data is captured automatically and consistently.
Who Benefits Most?
Time Harmony is especially valuable in industries where time has a clear market value:
• Marketing agencies – measure time spent on creative work, campaign execution, and client communication.
• Design studios – track hours per design phase to improve budgeting and delivery accuracy.
• Law firms – log time spent per case or client for transparent billing.
• Accounting firms – monitor work on financial reports or consultations to analyze profitability.

Fully Online and Remote-Ready

Time Harmony operates entirely online – accessible directly from any browser, with no need to install additional software. This makes it ideal for distributed or hybrid teams. Team members can log their tasks from anywhere, while managers have immediate oversight of ongoing work.
Insights Into Team Efficiency
Each manager can customize their dashboard in Time Harmony to suit their focus area. Data views can be shared, copied, and modified, enabling tailored analysis – from simple charts to advanced summaries.

Scalable and Integration-Ready

Time Harmony integrates easily with systems like CRM, ERP, or financial tools. Its open architecture supports business growth – from small teams to enterprises.
This flexibility makes tracking activities in a service company a strategic tool for long-term performance management.

Summary

Tracking activities in a service company is more than a way to boost efficiency. It's a foundation for better decisions, fair billing, and accurate forecasting. With Time Harmony, you can:

  • Replace assumptions with real data,
  • Bill clients transparently,
  • Estimate future projects more accurately,
  • Keep full control over operations.

Ready to optimize your service business? Discover how Time Harmony can help you grow.

Time Harmony - 2025-06-09 - Activities and performance measuring, Entrepreneur's Guide - No Comments
Featured Image

Upcoming Changes to Employment Tenure in Poland: What Employers Need to Know

Compliant with Polish Labour Law

Changes to employment tenure in Poland 2026 for employers – The Permanent Committee of the Council of Ministers in Poland has approved a draft amendment to the Polish Labour Code that introduces significant changes to how employment tenure is calculated. Starting January 1, 2026, not only traditional employment contracts but also periods of self-employment and work performed under civil law contracts will be included in employment tenure. These reforms are part of the Polish government's broader initiative to modernize labor regulations and better reflect diverse forms of work.

What changes from January 1, 2026?

The Polish Labour Code will recognize the following periods as part of employment tenure:

  • Time spent running a business (self-employment),
  • Periods under civil law contracts (e.g. contract of mandate or services),
  • Documented work abroad,
  • Membership in agricultural cooperatives.

These changes will directly affect HR departments and employers in Poland in terms of documentation and financial obligations.

Impact on employee entitlements

This legislative update will influence how various employee entitlements are calculated, including:

  • Annual leave duration,
  • Severance payments,
  • Seniority-based allowances.

Employers will need to apply new rules when determining length of service, which directly affects the above benefits.

How will employment tenure be documented?

Employers in Poland will be required to verify non-standard employment periods with supporting documentation:

  • Self-employment: ZUS (Polish Social Insurance Institution) certificate confirming paid contributions,
  • Civil contracts: ZUS confirmation of contributions paid during the contract period,
  • Work abroad: General proof such as contracts, settlements, or bank transfers.

This shift means HR departments must prepare for a level of verification not previously required under Polish employment law.

What does it mean in practice?

The upcoming employment tenure changes in Poland are not just a legal adjustment — they present real organizational and operational challenges for employers:

  1. Updating internal policies

Work regulations and remuneration policies must reflect the new definitions of employment tenure. This includes:

  • Rules for leave entitlement,
  • Seniority-based bonuses,
  • Thresholds for anniversary awards.

  1. Reassessing benefits and leave policies

Employees whose tenure increases due to past self-employment or civil contracts may qualify for:

  • Longer annual leave,
  • Higher severance pay.

  1. Updating HR and timekeeping systems

HR systems and time tracking (RCP) tools will need updates to correctly process and report the new tenure data. Time Harmony, as a system supporting work time registration and employee efficiency, can assist in collecting relevant employment data and generating reports necessary for proper tenure analysis.

  1. HR and financial resources

Employers will need to assign additional staff to:

  • Analyze and validate employee records,
  • Communicate new rules to employees,
  • Interact with ZUS or collect employee documentation.

Large organizations in Poland may face a months-long adjustment process requiring cross-functional collaboration across HR, legal, and IT departments.

Summary: Changes to employment tenure in Poland – key takeaways for employers

All employers in Poland must recalculate employee tenure considering new qualifying periods.

Internal regulations and policies need revisions.

HR documentation processes must accommodate new document types.

Financial planning should anticipate potential increases in benefits.

IT systems, including time registration tools like Time Harmony, should be adjusted to align with new requirements.

These changes are part of a comprehensive reform of the Polish Labour Code, led by the Polish government, aimed at aligning employment legislation with the evolving nature of the Polish labor market and making it more inclusive of various forms of employment. The revised law comes into force on January 1, 2026 — giving employers in Poland time to prepare, but not to delay.

Contact our team to find out how Time Harmony can support your organization in adjusting to these regulatory changes in Poland.

 

Time Harmony - 2025-05-29 - Entrepreneur's Guide, Labour law - No Comments
Featured Image

Salary transparency and gender neutrality in job advertisements in Poland

Compliant with Polish Labour Law

Salary transparency in job advertisements becomes an obligation in Poland. Learn about the new provisions of the Labour Code and their impact on recruitment and remuneration.

On 9 May 2025, the Sejm of the Republic of Poland continued work on the amendment to the Labour Code, focusing on  the issues of salary transparency and gender neutrality in job advertisements. The draft law, which is a response to the EU Directive 2023/970, aims to strengthen the principle of equal pay for men and women performing the same work or work of equal value.

Is it really a revolution?

In the formal sense – it is not a revolution in the entire Labour Code, because it does not change the foundations of the employment relationship.

Is this a big change in the area of recruitment and remuneration?

Ultimately, the new regulations will not cause significant changes in the subject of salary transparency. So let's take a look at what exactly the new regulations introduce:

1. Transparency of salary ranges

The amendment to the Labour Code of 9 May 2025 introduces a new provision to Article 183c – Article 183ca, which significantly organizes the issues of informing candidates about remuneration. According to the new wording of the regulations, the employer is obliged to inform the person applying for employment about the amount of the initial salary or its range.

Information about the salary must be provided in advance – in paper or electronic form – and can be included in the job advertisement, before the interview or at the latest before the employment relationship is established.

Importantly, this is the first time in Polish labour law that information on remuneration has become an obligatory element of the recruitment process. Until now, employers could use imprecise phrases such as "attractive salary", avoiding unambiguous declarations. The introduction of the obligation to pay transparency at the recruitment stage is aimed not only at increasing transparency, but also at counteracting pay discrimination, in particular on the basis of gender.

The employer is also obliged to disclose to candidates the provisions of the remuneration regulations or collective bargaining agreement, if such are in force in a given workplace. In addition , the employer is obliged to provide information not only about the basic salary, but also about allowances, bonuses, benefits or other work-related benefits, granted in cash or in kind.In this way, the candidate gets a more complete picture of the financial conditions associated with the position.

Although the final version of the regulations does not impose the obligation to publish salary ranges directly in the advertisement, in practice it may become the preferred solution – streamlining recruitment, building trust and supporting the employer's brand. The new regulations are intended to be a step towards real pay transparency and the creation of an organizational culture based on transparency.

From the perspective of candidates, salary transparency increases the predictability of the recruitment process and makes it easier to compare offers from different employers.

Pay transparency can also be an element of competitive advantage in the fight for talent. Organizations that openly communicate salaries are more likely to be perceived as transparent and trustworthy. As a result, it is easier for them to attract valuable candidates who expect transparency and equal treatment.

2. Prohibition of asking about early remuneration

This "equal start" approach cuts off the impact of previous (often unequal) salaries on new employment. This can help fight wage anchoring – underestimating offers based on past earnings, especially for women.

What you will need to do:

– Change recruitment forms, interview procedures and briefs for recruiters.– Train recruiters not to ask questions about:• previous earnings,• the amount of bonuses or allowances.

Risks:
The need for new tools to evaluate candidates without reference to their historical salary.

Combined with the requirement of pay transparency, the prohibition of asking about early pay can significantly reduce the pay gap and improve the consistency of remuneration policies.

The implementation of the provisions prohibiting questions about previous remuneration may also force employers to take a more objective approach to the valuation of candidates' competences. This will require the development of internal job evaluation and job valuation systems, which can further strengthen pay transparency and facilitate its enforcement.

3. Gender neutrality of advertisements

The obligation to formulate content in a way free of gender stereotypes may seem like a small thing, but in practice it forces you to think more deeply about the language, which affects greater inclusivity.

What you will need to do:

– Review job templates and recruitment materials.– Use neutral wording:Instead of "we are looking for a young, energetic salesperson" → "we are looking for a person for the sales department"– Avoid stereotypes related to "masculine" or "feminine" characteristics.

Risks:
Potential reports to the National Labour Inspectorate or the Personal Data Protection Office if the language is discriminatory.

In the context of the new regulations, pay transparency and stereotype-free language are becoming key elements of ethical recruitment.

Increasing linguistic inclusivity in job offers can translate not only into greater diversity of teams, but also into an improvement in the company's image as a modern and responsible employer. When combined with a pay transparency policy, organizations can effectively build a reputational advantage.

Salary transparency in practice – when will the information obligation for employers come into force?

It is worth noting that the discussed changes are not yet binding law. The Act of 9 May 2025 was adopted by the Sejm and has now been sent to the Senate, where further legislative work is underway. Its entry into force is planned 6 months after its announcement, which means that the new regulations will most likely come into force at the end of 2025 or at the beginning of 2026. Therefore, employers have limited time for organizational preparation and procedures in accordance with the requirements of the amendment.

Summary

We are not dealing with a comprehensive revolution in the Labour Code, but it is a significant step forward in areas that have been beyond real control for years – i.e. recruitment and salary transparency. This is a change that will require HR departments and employers to take specific actions, not just minor adjustments.

Pay transparency is not only about compliance with the law – it is also a tool for building trust, employer image and organizational culture based on transparency.

How does technology support salary transparency and equal treatment?

The implementation of the principles of salary transparency requires not only legal changes, but also data that will allow for an objective assessment of work efficiency and time spent on performing duties. The Time Harmony system  can indirectly support the payroll policy – providing precise information about the actual working time, commitment and performance of teams. It's a tool that helps organizations create a more transparent and equitable work environment, based on reliable data rather than subjective assessments.

 

Time Harmony - 2025-05-14 - Entrepreneur's Guide, Labour law - No Comments
Featured Image

Equivalent working time system in practice – how Time Harmony makes it easier

Modern organizations are increasingly reaching for flexible models of working time organization. One of them is an equivalent working time system, which, if used correctly, allows you to adjust the working time schedule to the specifics of your business, seasonality or changing staffing needs. In practice, however, it can be difficult to manage, especially in larger companies or environments with diverse schedules.

Time Harmony comes to the rescue  – an advanced system for planning, recording and settling working time, which supports employers in the full, legally compliant implementation of an equivalent system.

What is an equivalent working time system?

Pursuant to Article 135 of the Labour Code, in the equivalent working time system, the daily working time may be extended – to 12 hours (and in some cases even to 16 or 24 hours), provided that in the adopted settlement period the average weekly working time does not exceed the norm of 40 hours in an average five-day working week.

The introduction of an equivalent working time system may be introduced if it is justified by the type of work or its organization in the workplace. In order to introduce an equivalent working time system, this issue must be regulated in a collective agreement, work regulations or a notice if the workplace is not covered by a collective agreement.

An equivalent working time system requires:

  • planning the schedule for at least one month and communicating it to employees at least 7 days before its validity
  • ensuring minimum daily (11 hours) and weekly (35 hours) rests,
  • correct settlement of overtime,
  • compliance with the rules resulting from settlement periods (e.g. 1 month, 3 months, in special cases up to 12 months).
Remark! Pursuant to Article 129 § 2 of the Labour Code, as in any working time system, if it is justified by objective or technical reasons or reasons related to the organisation of work, the settlement period in the equivalent working time system may be extended, but not more than up to 12 months, in compliance with the general principles of protection of the safety and health of employees.

Examples of industries and companies in which the equivalent working time system works:

  1. Health care – hospitals, ambulance services (on-call duty, shift work).
  2. Transport and logistics – drivers, warehouse operators.
  3. Industrial production – especially with production lines operating in continuous motion.
  4. Hotels and gastronomy – work on weekends and holidays, seasonality.
  5. Protection of people and property – shift work, the need for constant presence.
  6. Retail and shopping centres – extended opening hours, increased traffic on selected days of the week.

Agriculture and forestry – dependence on weather conditions and seasonality

The implementation of an equivalent working time system allows for more effective management of human resources in conditions of changing demand for labour, but requires proper regulation in the work regulations or collective agreement.

Equivalent working time system - limitations

An equivalent working time system cannot be applied to all employees. In accordance with the provisions of the Labour Code, it cannot be used for pregnant and juvenile employees due to special protection of their health and safety. In addition, disabled employees generally cannot work an extended daily working time, unless a doctor agrees to it in a medical certificate.

The equivalent working time system may also not be applied to employees caring for a child until the child reaches the age of 4 if they do not consent to it (Article 178 § 2 of the Labour Code). This protection applies to both mothers and fathers or other legal guardians, regardless of the type of contract or working time. The employer is obliged to respect their will, and the lack of consent to work in the system with an extended daily working time cannot be the basis for any negative consequences on the part of the employer. In practice, this means that these employees cannot be scheduled to work, for example, 10 or 12 hours a day, if they do not agree to it themselves.

Main challenges in working time management in an equivalent system

The implementation of an equivalent system is often associated with many organizational difficulties. The most common problems are:

  • errors in scheduling of schedules, leading to violations of regulations,
  • lack of tools to control rest periods – which may result in unauthorized employee claims,
  • difficulties in settling overtime, especially when changing the work schedule or substitutions,
  • inconsistent records of working time, which is important in the case of PIP inspections or labour disputes.

Manual scheduling or recording in Excel increases the risk of errors and burdens the HR department with an excess of operational tasks. This is where the role of modern T&A systems, such as Time Harmony, comes into play.

How does Time Harmony support companies in using the equivalent system?

Time Harmony is a system designed to be fully compliant with the Labor Code and the needs of HR departments, line managers and executives. Its functionalities significantly facilitate the organization of work in an equivalent system.

  1. Automated Regulatory Scheduling

The system allows you to create schedules taking into account:

  • maximum permissible shift lengths,
  • daily and weekly rests,
  • work cycles and days off,
  • public holidays.

All of this is done automatically — Time Harmony immediately flags conflicts with regulations before they are violated.

  1. Correct settlement of overtime

The system distinguishes between daily and average weekly overtime, automatically recording them and assigning them to the appropriate settlement periods. This makes it easier to determine:

  • the number of paid overtime,
  • time off for overtime,
  • allowances in accordance with Article 151(1) of the Labour Code.

Thanks to this, the HR and payroll department does not have to manually analyze and settle each case.

  1. Rest monitoring

Time Harmony analyzes every planned and implemented change in terms of ensuring rest:

  • 11-hour daily (Article 132 of the Labour Code),
  • 35-hour weekly (Article 133 of the Labour Code).

In the event of a breach – the system generates alerts that allow for immediate correction of the schedule.

  1. Ready-made reports and legally compliant records

The system automatically generates working time records, in accordance with the requirements of Article 149 of the Labour Code. The reports include:

  • start and end times of work,
  • overtime
  • days off used,
  • working time balance for the settlement period.

This saves time and minimizes the risk during inspections by the National Labour Inspectorate or the Social Insurance Institution.

  1. Flexibility and adaptation to the specifics of the company

Time Harmony allows you to dynamically update schedules, move shifts, schedule work on weekends with time off, and monitor the use of working time on an ongoing basis.

This gives companies greater operational control and allows  them to adapt their human resources to changing demand.

Summary

An equivalent working time system is a solution with great potential, but it requires precise implementation, in accordance with the Labour Code. Time Harmony eliminates the biggest risks associated with incorrect planning or accounting, allowing companies to take full advantage of the opportunities offered by this working time organization system.

Thanks to Time Harmony, the employer gains:

  • regulatory compliance,
  • automation of HR processes,
  • transparent records of working time,
  • a real improvement in organizational efficiency.

Want to see how Time Harmony works in action? Contact us and arrange a presentation of the system – tailored to the needs of your organization.

 

cta_2025

Easily manage your company's working time

See our system
Time Harmony - 2025-04-24 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
Featured Image

Working time in May 2025 – how many hours does the Labour Code provide?

Compliant with Polish Labour Law

May is one of the months when it is particularly important to plan your working time correctly – mainly due to holidays and long weekends. In this article, we discuss how to determine  the working time in May 2025 in accordance with the Polish Labour Code, taking into account the holidays of 1 and 3 May.

Legal basis – Article 130 of the Polish Labour Code

The monthly working time is determined:

  1. by multiplying 40 hours by the number of whole weeks,
  2. adding 8 hours for each working day "protruding" beyond full weeks,
  3. subtracting 8 hours for each holiday falling on a day other than Sunday

 

May 2025 – what does the calendar look like?

  • Number of days per month: 31
  • Number of working days: 20
  • Number of days off (weekends + holidays): 11
  • Public holidays:
    • 1 May (Thursday) – Labour Day (statutory holiday, reduces the working time),
    • 3 May (Saturday) – Constitution Day of 3 May (falls on Saturday –  a day off to be collected, requiring a reduction in working time by 8 hours.
According to the Labour Code (Art.130 par.2), each holiday occurring in the settlement period and falling on a day other than Sunday reduces the working time by 8 hours.

Working time – May 2025

  • 4 full weeks × 40 hours = 160 hours
  • 2 days protruding over full weeks → 2x 8 hours = 16 hours
  • 1 May – a holiday on a working day → reduces the working time by 8 hours.
  • 3 May – holiday on Saturday → the employer must give another day off, reducing the working time by a total of 8 hours

According to the Labour Code (Article 130 paragraph 2), each holiday occurring in the settlement period and falling on a day other than Sunday reduces the working time by 8 hours.

➡️ The final working time in May 2025 is: 160 hours

What does this mean for employers?

The employer is obliged to:

  • schedule 160 hours of work for a full-time employee,
  • grant a day off for 3 May, because the holiday falls on a Saturday which is a day off due to an average five-day working week,
  • properly plan the work schedule in a way that ensures compliance with the regulations on rest periods and daily working time standards.
cta_2025

Easily manage your company's working time

See our system

Working time in May 2025 – plan and settle with Time Harmony

May 2025 is a month with two public holidays: 1 and 3 May. The holiday of 1 May falls on a Thursday – it reduces the working time. 3 May (Saturday) falls on a day off due to an average 5-day working week – the employer is obliged to grant a day off at a different time, and in accordance with the Labour Code, reduce the monthly working time.

For full-time employees,  the working time in May 2025 is 160 hours.

Time Harmony – Your support in planning

With Time Harmony:

✅ You create legally compliant schedules that automatically take into account public holidays and hour limits,
✅ You manage schedules in a basic and equivalent system  with the elimination of the risk of errors.

Recording and accounting in one place

✅ Registration of  employee clock-ins and outs in real time,
✅ Automatic settlement of overtime, taking into account daily and average-weekly overtime and calculation of relevant allowances +50% and +100%
✅ Registration  of work on holidays, with an indication of due allowances and the ability to easily plan the collection of another day off.

Working time in May 2025 - save time and comply with the Polish Labour Code

With Time Harmony , you can not only plan May 2025 correctly, but also maintain full compliance with labor law requirements – without the need to manually recalculate your working hours.

 

 

Time Harmony - 2025-04-08 - Entrepreneur's Guide, Working time registration, planning and settlemnet - No Comments
th_logo_wh
About Us

©

2023 P2P2 Sp. z o.o. I Wszystkie prawa zastrzeżone