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Employers will no longer have to keep ZUS registration documents

  • Writer: Paweł Gorzelec
    Paweł Gorzelec
  • 23 hours ago
  • 2 min read

Starting 4 November 2025, Polish employers and accounting departments will see another step toward administrative simplification. The newly adopted amendment abolishes the obligation to store printed copies of social insurance registration forms submitted electronically to ZUS (the Polish Social Insurance Institution).


End of unnecessary duplication

Until now, under Article 36(8) of the Social Insurance System Act, employers were required to print, sign, and keep a paper copy of every registration form submitted to ZUS — even if the same form had been sent electronically. This rule was a relic of the pre-digital era and caused unnecessary duplication of data that already existed in both ZUS and employers’ systems.

The amendment adopted on 12 September 2025 repeals this provision, eliminating a redundant administrative burden that provided no additional legal certainty or control value. In practice, it simply forced companies to keep paper versions of documents that were already stored safely in digital form.


ZUS confirms: the change is safe

In its official opinion, ZUS supported the change, noting that removing this obligation will not affect the accuracy or completeness of the institution’s records. All registration data remain accessible in the electronic system, ensuring proper verification during audits or administrative reviews.


Benefits for employers

The new regulation means:

  • Less paperwork – no need to print or manually sign electronic forms.

  • Lower administrative costs – reduced need for physical archiving.

  • Better alignment with digital processes – regulations now reflect the electronic reality of modern HR and payroll systems.

  • Lower risk of document loss or inconsistency – data is permanently stored in ZUS databases.


No transitional provisions — what does it mean?

The law was published in the Journal of Laws on 20 October 2025 and takes effect 14 days later, on 4 November 2025. Since it contains no transitional provisions, the change applies not only to future registrations but also to those submitted in the past.


In practice:An employer who has been keeping paper copies of employee registration forms for the past five years may now destroy them. ZUS cannot demand their presentation, as there is no longer any legal basis for such a requirement.


A small change, a big step forward

Although this may seem like a minor update, it represents an important move toward reducing bureaucracy and building a more efficient digital administration in Poland. It complements other initiatives such as the National e-Invoicing System (KSeF) and electronic sick leave (e-ZLA), creating a more consistent and modern regulatory environment for businesses.


Legal basis:

 
 
 
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