A workplace accident is more than just an unfortunate event — it’s a critical legal and organizational issue that employers must address swiftly and accurately. Whether you run a small business or manage a larger enterprise, knowing what to do when an incident occurs is essential to avoid penalties and ensure employee protection.

What qualifies as a workplace accident? 

A workplace accident is defined as a sudden, unexpected event caused by an external factor that results in injury or death and is directly related to the employee’s work. 

To be officially recognized, the incident must: 

• occur during the performance of official duties,
• be caused by an external factor (e.g., machinery failure, fall, fire),
• result in physical or mental harm.

This definition is outlined in Polish labor law and is used by institutions such as ZUS (Social Insurance Institution) and the National Labor Inspectorate (PIP) when evaluating accident claims. 

Immediate action after a workplace accident 

When a workplace accident occurs, the employer is obligated to act without delay:

1. Provide first aid to the injured employee.

2. Secure the accident site to prevent any further danger.

3. Report the accident to the National Labor Inspectorate (PIP) and the public prosecutor’s office – especially if the incident was serious, fatal, or involved multiple people.

4. Appoint an accident investigation team to prepare the necessary documentation.

5. Enter the incident into the official workplace accident register.

6. Prepare full documentation – including a detailed accident report.

When is the employer held responsible?

If the workplace accident occurred due to negligence — such as lack of safety training, faulty equipment, or ignoring health and safety procedures — the employer may be held financially liable. 

Potential consequences include: 

• civil liability claims,
• increased insurance premiums, 
• labor inspectorate fines,
• damage to company reputation.

Ensuring employee safety through regular training, risk assessments, and equipment checks reduces this risk significantly. 

ZUS benefits and compensation

Once the accident protocol is complete and the incident is recognized as a workplace accident, the employee may be entitled to: 

• 100% paid sick leave (instead of the standard 80%),
• one-time compensation for permanent health damage, 
• disability pension (if applicable),
• reimbursement for medical devices or rehabilitation. 

These benefits are managed and paid out by ZUS. Employers must submit the full accident documentation on time to avoid delays or disputes. 

To ensure full compliance with labor law and reduce administrative risk, explore our HR and payroll services – we’ll support your business with expert personnel and documentation handling.

How to prevent workplace accidents?

Prevention is the best strategy. Employers should: 

• conduct regular health and safety training,
• update risk assessments annually,
• implement internal accident response procedures.

If you need additional support in accounting and hr&payroll services contact us!

Text based on: INFORLEX