State archives and private document providers will raise fees for former employees requesting payroll records starting February 21, 2026.
New Fee Regulations
Polish state archives and private companies storing employee and payroll documentation will charge fees for providing copies or excerpts of work certificates and other documents to former employees. New rates take effect February 21, 2026, as specified in a February 3, 2026 regulation by the Minister of Culture and National Heritage.
Updated Fee Schedule
Archives and private providers may now charge up to 30 zł (previously 17 zł) for a copy of a work certificate. The fee for copying other employment relationship documents, including salary confirmation, will be 7 zł (instead of 4 zł). The rate for providing copies of each earnings or benefit card or payroll list page will also be 7 zł (previously 4 zł).
For certified copies of work certificates, 61 zł will be charged for each started page (previously 35 zł). For certified copies of other employment documents, including salary confirmation, 14 zł will be charged per started page (instead of 8 zł).
Additional Changes
The fee for preparing a certified abbreviated statement of earnings based on payroll lists will be 7 zł for each position in the statement (instead of 4 zł). The total fee for a single order cannot exceed 350 zł (previously 200 zł).
Implementation Details
The new fee schedule takes effect February 21, but those who submitted requests before this date will pay according to the previous rates. This marks the first increase in fees for accessing employee documentation in two decades.
The Ministry of Culture and National Heritage justified the increase by citing significant growth in business operating costs, stating the adjustment is necessary for document providers to remain competitive in the market.
Authorized Service Providers
Under Polish law on the National Archival Resources and Archives, the following entities may conduct business in storing employer’s personal and payroll documentation: entrepreneurs registered in the personal and payroll record keepers registry; state archives; and the Polish Archivists Association.