Electronic employment record - information for employers and employees
With the amendments to the Labour Code that entered into force on June 1, 2025, the employment record book is replaced by the Unified Electronic Employment Record, which is an electronic document containing data and circumstances related to the work activity of the worker/employee and is an official supporting document. The single electronic employment record is entered in the employment register, which is maintained by the NRA.
1. Employer's obligations
Employers should fill in all data into the employment record books of their employees by June 1, 2026. or upon termination of the employment relationship before the specified date, by entering the data on the length of service of the employees as of June 1, 2025.
After the specified period, the employment record books should be returned to the persons and kept by them, as they remain an official certifying document for the circumstances entered in them, for the periods before June 1, 2025.
2. What data is entered
The employer must accurately and timely enter in the single electronic employment record the data required by the Labor Code and the Ordinance on Entry in the Employment Register (in force from 01.06.2025), among which are:
- information about the employee,
- grounds of the employment contract,
- the date of its conclusion and the beginning of its implementation,
- term of the contract (if agreed),
- date of conclusion of supplementary agreements,
- date and grounds for termination of the employment relationship,
- the amount of the basic wage,
- duration of working hours,
- length of time recognised as length of service, as well as time not recognised as length of service,
- the agreed paid annual leave,
- the days of paid annual leave used, due for the year of termination of the legal relationship, etc.
Data established by a court decision, such as, e.g. the length of service, dismissal recognised by the court as illegal, etc., which the employer enters, and in case of refusal or impossibility, are entered by the Labour Inspectorate.
3. How is the registration done?
Electronic employment records are submitted by the employer electronically through a qualified electronic signature (QES) or a personal identification code (PIC) issued by the NRA through the NRA's e-portal or at an NRA office on electronic media with a cover letter, only by employers with up to 5 employees.
The NRA issues a protocol containing data on the entered and unregistered electronic employment records and the reasons for their non-registration. Within three days of receipt of the protocol, the employer removes the reasons for the non-entry and submits an electronic employment record again.
The employer submits an electronic employment record in accordance with Appendix No. 1 to the Ordinance on Entry in the Employment Register (in force from 01.06.2025) with data on the beginning of the performance of the employment contract before the worker/employee starts working and provides a copy of the protocol of the worker/employee for the entered circumstances before starting work for the beginning of the employment contract.
4. Deadlines for submission of information by the employer
Within three days, the employer submits an electronic employment record for:
- Conclusion of the employment contract;
- Amendment of the employment contract – grounds, term of the contract (when agreed), the amount of the basic remuneration, the place of work, the agreed paid annual leave, imposition or lifting of distraint, etc.
Within seven days, the employer submits an electronic employment record for the termination of the employment contract.
5. Right of Access
Each worker/employee has access to his/her unified electronic employment record, as well as information about the history of access to the unified electronic employment record, and their parents, guardians and custodians have access to the unified electronic employment record of those under 18 years of age (until they reach the age of majority).
The employer has the right of access to the data submitted by him about his workers/employees, as well as to information about employees hired by them, entered by previous employers, except for the amount of remuneration and benefits that the worker/employee has received from previous employers.
The creation of the Employment Register, which reflects the unified electronic employment records, aims to provide an appropriate environment for data exchange, to ensure the relevance and accuracy of the stored data, to guarantee regulated access to data in the Employment Register and to ensure information security.