Poland’s Social Insurance Institution (ZUS) has introduced a new tool allowing employers to verify the authenticity of employee work history certificates starting May 1, 2026.
New ZUS Tool for Verifying Work History
ZUS has launched a tool enabling employers to check the authenticity of work history certificates provided by employees, requiring employees to submit PDF files rather than printed copies.
Changes to Work History Calculation Effective January 1, 2026
New labor code provisions effective January 1, 2026, allow employees to include periods of contract work and self-employment in their work history calculations. Initially applicable to the public finance sector, these rules will extend to all employers from May 1, 2026.
Addressing Concerns About Certificate Verification
The primary method for confirming additional employment periods is a ZUS certificate issued electronically through the PUE platform. Following the introduction of the new work history rules, some employers questioned the validity of certificates, requesting direct confirmation from ZUS.
While regulations did not permit such requests, employers expressed concerns about potential forgery.
ZUS Clarification on Certificate Validity
On January 13, 2026, ZUS issued a statement confirming the validity of work history certificates without a handwritten or electronic signature, allowing for a printed name and position of the authorized issuer.
ZUS clarified that certificates generated through its teleinformation system contain a valid signature consisting of the issuer’s name and position.
ZUS also issues signed certificates and confirmed that both forms are equally valid.
New Verification Service Details
ZUS announced on March 31, 2026, the availability of a service to verify data on certificates issued in response to a “Request for a Certificate of Insurance for the Purpose of Crediting Periods to Work History” (USP).
Employers can now verify certificates through this new service, with ZUS providing step-by-step instructions.
What the Verification Service Covers
The service verifies certificates issued specifically in response to the USP request and does not cover certificates issued for other purposes, such as US-7 forms.
What Periods Will ZUS Confirm?
ZUS will only confirm certain employment periods eligible under the new rules, issuing certificates for those specific periods.
Periods Not Confirmed by ZUS
Certain periods will not be confirmed by ZUS, requiring employees to provide alternative documentation.
This primarily includes periods of employment abroad and student contract work.
Confirming Foreign Employment History
There is no prescribed list of documents for confirming foreign employment history; acceptable documentation includes records from insurance or tax institutions, or certificates from foreign entities.
Confirming Student Contract Work
Contract work performed while a student, and completed before the age of 26, is not subject to social security contributions or reporting to ZUS. Consequently, ZUS does not issue certificates for such periods.
Employees must provide alternative proof, such as copies of contracts, invoices, or bank statements, though employers are not obligated to accept these documents.
The burden of proof rests with the employee.
Disputing Employer Refusal to Recognize Work History
If an employer refuses to recognize the new work history, the employee can pursue legal action to establish the correct employment period and any resulting wage adjustments.
Disputes may concern vacation entitlement or seniority bonuses.
