Toku: Poland - How to Submit Your Monthly Working Time Record

Polish employment law requires your employer to keep a working time record for every employee, showing the hours you work each day with your start and end times. As your employer of record in Poland, WorkCo Poland sp. z o.o. holds that record. From 1 December 2026, if you are employed by Toku in Poland, you will keep a monthly working time record and submit it to us.

💡 Your working time record

Toku has created a personal working time record for you in Google Sheets and shared it with you as an editor. You do not need to make a copy. It is one file with a tab for each month, and your name and client are already filled in.

If you cannot find your file, or you do not have edit access, email [email protected] and we will re-share it.

Step 1: Fill it in as you go

Open the tab for the current month. There is one row per calendar day, and weekends and public holidays are already marked.
Enter your time on the day you work it. Please do not save it up and complete the whole month at the end.
For each working day, fill in the yellow cells: Start, End and Unpaid break (minutes). Hours worked, night hours and hours outside the daily norm calculate themselves.
Do not deduct your 15-minute break. Under Polish law it counts as working time. Only enter a longer, unpaid break, such as lunch.
Do not enter leave, sickness or other absences here. Request them in your Toku account as usual and leave that day blank. We take absences from your Toku account, so you never record the same absence twice.
If you work overtime, put T in the Overtime approved column and add a note saying who approved it.
If you work at night, or on a Saturday, Sunday or public holiday, enter it as normal and add a note.
If you need to correct an earlier entry, change it and add a short note saying what you corrected. Please do not delete rows or clear earlier days.

Step 2: Confirm the month

At the end of the month, check the totals at the bottom of the tab, then type your name and the date in the confirmation row. That confirmation is your declaration that the entries are complete and accurate.

Step 3: Submit it

Open the month tab you are submitting.
Go to File → Download → PDF Document. This exports the tab you are on, so check you are on the right month first.
Log in to your Toku account and open Documents in the left-hand menu.

Documents is under COMPANY in the left-hand menu. The Upload Document button is at the top right of your documents list.

Click Upload Document and upload the PDF.

The upload window with the month's PDF attached. Category is required: Other is selected here (the list starts on Tax Document (W-4 Federal)). Then click Upload Document.

Toku is notified automatically and files the record.

⏰ Submission deadline

Submit by the 5th of the following month. Your first record covers December 2026 and is due by 5 January 2027.

Your base salary is fixed, so a late record does not change it. Approved overtime and night work are paid from this record, though, so a late record can delay those payments. It is also the record your employer is legally required to hold, so we need it on time.

Working time rules you should know

WorkCo Poland's working time rules are set out in Order No. 1/2026 on working time, which you have received through your Toku account. In short:

You work in the basic working time system: 8 hours a day and an average of 40 hours a week, Monday to Friday, over a one-month settlement period.
Your standard hours are 09:00 to 17:00. If you would prefer flexible hours, you can ask in writing to start any time between 07:00 and 11:00 and work 8 hours from your start. Agree your usual start time with your manager. To ask, reply to the email we sent you or email [email protected].
You are entitled to at least 11 hours of uninterrupted rest in every 24 hours and at least 35 hours every week.
On a day of at least 6 hours, you have a break of at least 15 minutes that counts as working time.
Night time is 22:00 to 06:00.
Overtime is only allowed with your manager's prior written approval, and is compensated with an allowance or time off.
When a public holiday falls on a Saturday, you get another day off, agreed with your manager. This happens on 26 December 2026 and 1 May 2027. If your actual hours fall outside any of these, record them accurately and tell us. Please do not adjust your record to make it fit. We would rather see the real position and work through it with you and your manager.

Why is this required?

Article 149 of the Polish Labour Code requires every employer to keep a working time record for each employee, and a 2018 regulation on employee documentation sets out what it must contain. The record is kept for 10 years after the end of the year in which employment ends.

This is a legal obligation on every employer in Poland, not a Toku policy, and it is not a measure of your performance.

Questions?

Contact your Toku Customer Success Manager or reach out to [email protected].