An EU news release on 22 January details sweeping changes to Poland’s immigration administration: all applications for temporary, permanent and long-term-EU residence permits will move to an online Case Management Module (MOS) later this year. Paper submissions at voivodeship offices will be refused, though applicants will still need to attend in person for biometrics and card collection.(home-affairs.ec.europa.eu)
The platform itself will be free to use, but employers face sharply higher government fees introduced on 1 December 2025—up four-fold in many categories. A standard work-permit application valid for more than three months now costs PLN 400 (about €92), while posted-worker permits climb to PLN 800. Only seasonal-work fees remain unchanged.(home-affairs.ec.europa.eu)
At the same time, the draft law that underpinned Poland’s generous temporary-protection regime for Ukrainians is slated to expire on 5 March 2026. The Ministry of the Interior is consulting on successor legislation that would trim access to certain family benefits, healthcare and start-up privileges, while keeping full labour-market access. Employers of Ukrainian nationals should therefore plan for additional documentation—such as proof of insurance—once the transition period ends.
![Brussels Confirms Poland to Digitalise Residence Filings and Quadruple Work-Permit Fees]()
For employers and assignees who prefer expert guidance, VisaHQ’s Poland desk can manage the entire MOS process—uploading documents, tracking case milestones and ensuring the correct fees are paid on time. The team also assists with sworn translations and appointment scheduling. Visit https://www.visahq.com/poland/ to see how these services can safeguard your filings and keep projects on schedule.
The digital shift promises faster file tracking and fewer in-person queues. Yet companies must adapt HR workflows: client portals should capture PDFs, e-signatures and the new fee receipts; assignment budgets must also absorb higher state charges. Early testers of the MOS pilot recommend allocating extra time for system glitches and for translating supporting documents into Polish.
Finally, legal advisers remind firms that fee payments are non-refundable. Incomplete applications risk not only higher costs but also the loss of priority interview slots, potentially delaying onboarding of key staff during Poland’s peak hiring season.
The platform itself will be free to use, but employers face sharply higher government fees introduced on 1 December 2025—up four-fold in many categories. A standard work-permit application valid for more than three months now costs PLN 400 (about €92), while posted-worker permits climb to PLN 800. Only seasonal-work fees remain unchanged.(home-affairs.ec.europa.eu)
At the same time, the draft law that underpinned Poland’s generous temporary-protection regime for Ukrainians is slated to expire on 5 March 2026. The Ministry of the Interior is consulting on successor legislation that would trim access to certain family benefits, healthcare and start-up privileges, while keeping full labour-market access. Employers of Ukrainian nationals should therefore plan for additional documentation—such as proof of insurance—once the transition period ends.
For employers and assignees who prefer expert guidance, VisaHQ’s Poland desk can manage the entire MOS process—uploading documents, tracking case milestones and ensuring the correct fees are paid on time. The team also assists with sworn translations and appointment scheduling. Visit https://www.visahq.com/poland/ to see how these services can safeguard your filings and keep projects on schedule.
The digital shift promises faster file tracking and fewer in-person queues. Yet companies must adapt HR workflows: client portals should capture PDFs, e-signatures and the new fee receipts; assignment budgets must also absorb higher state charges. Early testers of the MOS pilot recommend allocating extra time for system glitches and for translating supporting documents into Polish.
Finally, legal advisers remind firms that fee payments are non-refundable. Incomplete applications risk not only higher costs but also the loss of priority interview slots, potentially delaying onboarding of key staff during Poland’s peak hiring season.
