Remote Work OHS

Occupational risk assessment, OHS information and a remote work policy – prepared in line with the amended Polish Labour Code.

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remote work OHS

Why is it worth it?

  • Remote work implementation with EHS Consulting is carried out by specialists experienced in OHS, labour law and work organisation.
  • We provide a complete set of documentation, policies and occupational risk assessments for remote work.
  • We ensure the implementation is compliant with current Polish regulations, minimising the risk of errors during an inspection.
  • We prepare solutions tailored to your company, making safe and efficient remote work easier to run.

What does it mean for remote work to be properly organised?

Before allowing an employee to work remotely, the employer must prepare:

Occupational risk assessment

The employer prepares an occupational risk assessment (it can be a universal one for each group of remote work positions).

OHS information

Based on the risk assessment, information on the safe performance of remote work is prepared, and the employee is familiarised with it.

Employee declaration

The employee confirms (on paper or electronically) that the remote workplace meets OHS requirements.

If the conditions of remote work change, the employee is obliged to notify the employer.

Get advice on remote work
Workstation ergonomics

What are the OHS requirements for a remote workstation?

Desk and chair

Proper positioning of the desk and a chair matched to the employee’s build.

Display screen

Meeting minimum requirements for the display screen (distance, height, image quality).

Lighting

Using lighting that does not strain the eyes while working at a computer.

remote work OHS rules

Walkways

Keeping walkways clear – tidy cables, rugs and floor coverings.

Meal area

Keeping the meal area separate from the workspace.

Regular breaks

Regular breaks after every hour spent working at the computer.

Benefits

What do you gain?

Compliance with the Labour Code

You implement remote work in line with the amended regulations in force since 7 April 2023.

Safer remote employees

Employees know the rules of safe work from home and how to set up their workstation.

Lower risk during an inspection

Complete remote work documentation means less risk of findings from the National Labour Inspectorate (PIP).

Implement remote work OHS in your company

We will prepare an occupational risk assessment, OHS information and a remote work policy tailored to your organisation.

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Legal basis (Poland)

Remote work and OHS regulations – the Polish Labour Code

Remote work is becoming increasingly popular worldwide, and its growth accelerated recently due to the COVID-19 pandemic. Since 7 April 2023, employers in Poland have been able to introduce remote work under the amended provisions of the Polish Labour Code.

Remember: remote work can only be performed once it has been properly organised, and the employee has confirmed that the place where it is performed meets occupational health and safety requirements.

remote work OHS

Key Labour Code articles on remote work

  • Art. 208 § 1 – cooperation between employers
  • Art. 212 points 1 and 4 – organisation of the workplace
  • Art. 213 – construction or reconstruction of a building
  • Art. 214 – work premises
  • Art. 232 – meals and beverages
  • Art. 233 – sanitary and hygiene facilities
  • Art. 209¹ – first aid

Which tasks canNOT be performed remotely?

  • particularly hazardous work
  • work exceeding permissible physical factor limits
  • work with hazardous chemical or biological agents
  • work causing intensive soiling

What must the employer keep in mind?

Under the Labour Code, the employer is obliged, among other things, to:

Tools and equipment

Providing the materials and work tools, including technical devices, necessary for remote work – or an equivalent if the employee uses private equipment.

Cost reimbursement

Covering electricity, telecommunications and other costs directly related to remote work.

Training and support

Providing the remote employee with the necessary training and technical support.

Access to the workplace

Allowing the remote employee to be present at the workplace and to use the employer’s facilities and social amenities.

How can EHS Consulting help?

We help prepare remote work OHS instructions and occupational risk assessments, as well as agreements or policies covering the scope of remote work. We also run initial and periodic OHS training for remote employees – live (Microsoft Teams, ClickMeeting) or as e-learning.

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Frequently asked questions

Before allowing remote work, the employer is obliged to prepare an occupational risk assessment (the employer may prepare a universal risk assessment for each group of remote work positions) and, based on it, prepare information containing the rules for safely performing remote work which the employee must be familiarised with.

This information should include:

  • the rules and methods for properly organising the remote workstation,
  • the rules for performing remote work safely and hygienically,
  • the actions to take after finishing remote work,
  • procedures for emergency situations posing a risk to life or health.

For remote work to be possible, the employee must submit a declaration to the employer (on paper or electronically) confirming that the work will be performed at a location agreed with the employer, and that this location meets occupational health and safety requirements. If these conditions change, the employee must notify the employer.

OHS requirements for remote work mainly concern ergonomics:

  • proper positioning of the desk and chair
  • minimum requirements for the display screen
  • using lighting that does not strain the eyes
  • keeping walkways clear – cables, rugs and floor coverings
  • separating the meal area from the workspace
  • regular breaks after every hour spent at the computer.

The law requires the rules for performing remote work to be set out in:

  • an agreement concluded between the employer and the company trade union organisation(s),
  • a policy set by the employer – if no agreement is reached with a trade union, or if no trade union operates at the employer (in which case the policy is set after consultation with employee representatives).

If neither an agreement nor a policy is in force at the employer, remote work may still be applied at the request of the employee concerned.

The employer has a number of obligations regarding safe and hygienic working conditions, including:

  • conducting regular OHS training for employees
  • familiarising employees with the regulations and rules of occupational health and safety relevant to the work they perform.

The cost of preparing an occupational risk assessment and OHS information for remote work depends on the client’s expectations regarding the format (our standard documents or a format supplied by the client).

Prices start at PLN 300 net (+23% VAT) per document and include:

  • preparing the document according to agreed assumptions and after consultation with the client,
  • the option to make corrections following client feedback, and further consultation after implementation.

Yes – the Labour Code allows an employee to use private work tools (e.g. a computer) if both parties to the employment relationship agree, provided the private equipment ensures safe working conditions. In that case, the employee is entitled to a cash equivalent in an amount agreed with the employer.

Yes. The employer must allow the remote employee to be present at the workplace, to contact other employees, and to use the employer’s premises and equipment, as well as company social facilities and activities – on the same terms as apply to all employees.

Zadzwoń

+48 732 228 853

Napisz

biuro@ehsconsulting.pl

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