What Work Time Systems Are There in Poland?

What is a Work Time System? - Definition of a Work Time System

A work time system is a model of work organization regulated in the Polish Labor Code, which determines the permissible number of working hours per day and week, as well as the principles of rest, breaks, and accounting for overtime hours.

Each work time system sets legal frameworks within which the employer can plan the schedule of employed persons, ensuring compliance with labor law provisions and balance between professional and private life.

Depending on the specifics of the industry and the type of duties performed, various systems are used, including basic, equivalent, task-based, weekend, interrupted, or shortened work time system. This allows the organization of work to be flexible while complying with standards - for example, equivalent and continuous systems work well in production and transport, task-based in IT, and weekend system in services.

Proper implementation of a work time system not only allows for cost and efficiency optimization but also protects employees from overload and ensures appropriate rest.

What are the types of work time systems according to the Polish Labor Code?

The Labor Code provides for various work time systems that enable flexible organization of work depending on the specifics of the industry and the needs of employers and employees.

Basic work time system: 8h daily, 40h weekly

The basic work time system is the most widespread model, in which daily working time cannot exceed 8 hours and an average of 40 hours in a five-day work week.

The adopted settlement period in this system cannot exceed 4 months, and any work performed above these standards constitutes overtime work and cannot exceed 8 hours per week, which means a maximum of 48 hours of work including overtime.

Equivalent work time system: up to 12h daily

In the equivalent system, it is possible to extend the daily dimension of working time to a maximum of 12 hours. Extended working hours must be balanced by shorter time on other days or days off, so that in the adopted settlement period not exceeding 1 month, an average 40-hour work week is maintained.

In special cases, the settlement period can be extended to 3 months, and if the equivalent work time system includes work dependent on atmospheric conditions, it can be even 4 months.

Task-based work time system: no record of working hours

The task-based system involves accounting for the employee based on completed tasks, not the time spent on work. The employer, after consultation with the employee, determines the working time necessary to complete the assigned tasks, taking into account the standards of 8 hours per day and 40 hours per week.

In this system, working hours are not recorded, only presence on a given day and absences related to leaves or sick leaves are noted.

Interrupted work time system: break up to 5h

The interrupted work time system provides for one break during the day, lasting a maximum of 5 hours. The break is not included in the working time, but the employee is entitled to remuneration for this time amounting to half of the remuneration for downtime.

This system can only be used when it is justified by the type of work or its organization.

Continuous operation system: up to 43h weekly

The continuous operation system is used when work, due to production technology or the need for continuous satisfaction of population needs, cannot be stopped.

It is permissible for the work week to be even 43 hours in a settlement period not exceeding 4 weeks, with the possibility of extending the daily dimension of working time to 12 hours on one day.

Shortened work week system: less than 5 days per week

At the written request of the employee, a shortened work week system can be applied, in which the employee works for less than 5 days a week, with a simultaneous extension of working time on a daily scale. However, the number of hours worked in one day cannot exceed 12.

The settlement period in this system cannot exceed 1 month.

Weekend work system: only Fridays, Saturdays, Sundays, and holidays

The weekend work system allows for work exclusively on Fridays, Saturdays, Sundays, and holidays. It permits daily extension of working time to 12 hours in a settlement period not exceeding 1 month.

In this system, these days become normal working days for the employee, so they are not entitled to additional compensation for work on Sundays and holidays.

Amendments to regulations in 2025

The year 2025 brings significant modifications to the regulations on the organization of working time. These changes aim to adapt the law to contemporary challenges of the labor market and the needs of both employees and employers.

Changes in Art. 129 and 135 of the Labor Code

The amendment to Art. 129 of the Labor Code maintains the basic working time standard not exceeding 8 hours per day and an average of 40 hours in a five-day work week.

However, an important change is the possibility of extending the settlement period to even 12 months if it is justified by objective, technical, or organizational reasons.

Modifications to Art. 135 concern the equivalent work time system, in which extending the daily dimension of working time to 12 hours will still be permissible.

New limits for daily and weekly rest

The regulations introduce more rigorous rules regarding rest. According to the amendment, an employee is entitled to at least 11 hours of uninterrupted rest every day. Additionally, each week an employee has the right to a minimum of 35 hours of uninterrupted rest, which must include at least 11 hours of daily rest.

It is worth noting that these requirements apply in all work time systems.

Obligation to inform about the work system in the contract

New regulations impose on employers the obligation to document work in detail and regularly provide information about employment conditions. In the employment contract, the employer will be obliged to clearly specify the work time system used.

Additionally, it will be necessary to keep detailed registers covering the scope of employees’ duties.

New rules for remote work in task-based systems

Data shows that about 10.2% of all employed people (1.76 million) perform their tasks remotely. In connection with this, the amendment introduces precise regulations regarding remote work in task-based systems.

First of all, the place of work performance must be agreed with the employer each time. The regulations also allow for the use of so-called occasional remote work in the amount of up to 24 days in a calendar year.

Application of work time systems in other industries

Work time systems are commonly used in many other industries - both service and industrial.

Production and industry: equivalent and continuous system

In the production and industrial sector, the equivalent work time system or work in continuous operation is most commonly used. The equivalent system allows for extending the daily dimension of work to 12 hours, with a simultaneous shortening of working time on other days or granting days off. In plants that must operate continuously due to production technology, a continuous operation system is used, often in a three-shift arrangement, with the possibility of extending the weekly working time to 43 hours.

IT and creative professions: task-based system

The task-based work time system is used in the IT industry and creative professions, such as programmers, graphic designers, copywriters, or designers. This system gives employees a lot of autonomy because the employer accounts them for completed tasks, not for the time spent on work.

The essence of this system is the implementation of entrusted duties without the need to strictly adhere to working hours, which promotes creativity and efficiency.

Trade and services: basic and weekend system

In trade and services, the basic work time system is often used, while in the case of establishments operating mainly on weekends, such as cinemas or bars, the weekend work system works well.

The weekend system allows for working exclusively on Fridays, Saturdays, Sundays, and holidays, and the number of hours on a daily basis can be extended to 12. It is particularly attractive for students and part-time workers.

Agriculture and breeding: interrupted system

In the agricultural and breeding sector, where there are natural breaks in work related to weather conditions or times of day, the interrupted work time system works best.

It allows for dividing the workday into two parts with a break lasting a maximum of 5 hours. It is worth emphasizing that an employer who is a natural person conducting activities in the field of agriculture and breeding may use this system based on an employment contract.

Employer’s obligations and working time records

Proper recording of working time is one of the key obligations of the employer, regardless of the size of the company or the number of employed persons. This obligation results directly from Art. 149 § 1 of the Labor Code and the regulation on employee documentation.

Registration of working time in electronic systems

Electronic working time registration systems (RCP) allow for automatic registration, tracking, and management of working time. Modern solutions enable monitoring of data in real-time, which allows for ongoing control of employee presence.

These systems use proximity cards, biometric readers, or mobile applications, ensuring a high level of accuracy and data security.

Principles of keeping records in the task-based system

In the task-based work time system, the employer still has the obligation to keep records, but does not record working hours. However, it is necessary to note leaves, delegations, sick leaves, as well as justified and unjustified absences.

The records should also confirm the observance of minimum daily rest (11 hours) and weekly rest (35 hours).

If you are looking for information about breaks and rest periods for professional drivers, we encourage you to read our article: Breaks during work and driver rest – What you need to know

Integration with HR and payroll systems

Integration of RCP systems with HR and payroll programs automates processes related to working time records, eliminating repetitive activities and the risk of human errors. Working time data is transferred to the payroll program in an error-free manner, which ensures precise calculation of remuneration and compliance with labor law.

Penalties for lack of records or incorrect settlements

Failure to keep employee documentation is an offense against employee rights and is subject to a fine from 1,000 PLN to 30,000 PLN. During an inspection, a PIP inspector can impose a fine of up to 2,000 PLN, and in the case of recurring violations - up to 5,000 PLN. The employer bears responsibility on three levels: civil, labor law, and criminal.

Work Time Systems in Poland - Summary

Work time systems are different models of work organization specified in the Labor Code. The basic system assumes 8 hours per day and 40 hours per week, while equivalent, task-based, or weekend systems allow for better adjustment of the schedule to the specifics of the industry.

Changes planned for 2025 will increase flexibility through the possibility of extending settlement periods, but at the same time will tighten the provisions on rest and impose on employers the obligation to provide more accurate information about the work system in the contract.

The choice of the right system affects not only the efficiency of the enterprise but also the safety and comfort of employees. Proper keeping of working time records and the use of modern registration tools allow for avoiding financial penalties and maintaining compliance with the law.