How long does checking employees’ driving licences take?

Daily manual verification of a fleet of 10 drivers with two licence categories each takes about 6 hours 28 minutes a month. Automated verification with sprawdz-kierowce.pl takes a one-off 13.5-minute onboarding and after that only handling individual notifications (≈ 12 seconds per incident). Annual time saved for this fleet: about 77 hours.

The calculator below works out this model exactly for your own figures. The addressee of this calculation: HR Manager or HR specialist – responsible for the documents of employees hired as drivers and their periodic verification.

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Calculator: how long does verifying your fleet take?

Enter your fleet’s parameters and typical times for the manual process (checking on the gov.pl / CEPiK portal). The calculator works out the monthly and annual time cost of both options and the time you save with automated verification.

Your fleet

Number of drivers

Average number of licence categories per driver

e.g. B + C = 2 categories

Verification frequency (sessions / month)

Daily = 30. A driver can lose a licence on any working day.

Incidents per month (notifications from the automation)

Manual verification times

Opening gov.pl / mObywatel (s)

mObywatel is the Polish government’s official e-services app and website.

Entering the driver’s data (s)

Server response time (s)

Checking the validity of one category (s)

Time to scan the list of entitlements and find this category.

Automation setup times (one-off)

Creating an account at sprawdz-kierowce.pl (s)

Adding a driver to the app (s)

Selecting one category to verify (s)

Fixed times (per incident):

reading the notification: 1s
logging in: 10s
finding the driver: 1s

Manual / month

This is how much time manual verification takes in your model.

Automation – onboarding

One-off: sign-up + adding the drivers.

Automation / month (after onboarding)

Only handling the irregularities found.

Annual time saved

- manual − - automated

Sources and assumptions

Polish minimum wage 2026: PLN 4,666 gross / month – Regulation of the Polish Council of Ministers of 12 September 2025 on the minimum wage and the minimum hourly rate in 2026.
Employer cost: approx. PLN 5,624 / month – gross pay plus the employer’s Polish social security contributions (approx. 20.48%). Source of the rates: ZUS (the Polish Social Insurance Institution), “Social insurance contribution rates” (“Wymiar składek na ubezpieczenia społeczne”).
Monthly working time: 168h (40 hours a week × approx. 22 working days). The standard full-time job in Poland.
Plan prices: the current sprawdz-kierowce.pl price list – Plus (up to 50 drivers) and Pro (up to 500 drivers) with annual payment (30–35% off compared with monthly payment).
Manual verification times: our own assumptions based on observing a typical session on the gov.pl / mObywatel portal. You can adjust the default values to your own observations.

Employer’s duties under the Polish Labour Code (Article 207)

Under Article 207 § 1 of the Polish Labour Code (Kodeks pracy), the employer is responsible for occupational health and safety in the workplace. § 2 sets out the duty to provide working conditions that are not harmful to health and to respond to needs in the area of occupational health and safety. Allowing a driver without valid entitlements to work breaches this duty – the employee performs tasks for which they lack qualifications recognised by law.

What this means in HR practice

Verification on hiring - checking the driving licence document and noting it in the personnel file.
Periodic verification during employment - the frequency is not set by statute, but due care calls for checks more often than once a year; more and more companies are switching to daily automated verification.
Documenting verification - an audit trail lets you demonstrate due diligence during an inspection by PIP (the Polish labour inspectorate) or ITD (Inspekcja Transportu Drogowego, the Polish road transport inspectorate) and in an insurer’s recourse proceedings.
GDPR privacy notice for employees - information on the scope of the data processed and on any engagement of a processor (a DPA with the provider of the verification tool).

The above does not constitute legal advice – if in doubt, consult your legal department or a law firm specialising in employment law.

Frequently asked questions

Does an employer have a duty to check the driving licence of an employee hired as a driver?

Yes. Under Article 207 of the Polish Labour Code (Kodeks pracy), the employer bears responsibility for the state of occupational health and safety, including preventing an employee without the qualifications to perform the assigned duties from working. Allowing a driver without a valid driving licence to work constitutes a breach of this obligation. The frequency and form of verification are not specified by statute – they are decided by the employer’s risk assessment.

What are the consequences for an employer who allows a driver without valid entitlements to work?

The consequences are multi-dimensional: recourse from the third-party liability insurer (reimbursement of compensation paid after damage caused by a driver without entitlements), refusal of comprehensive-cover (AC) payouts, civil and criminal liability under the Polish Labour Code and, in the transport industry, the risk of losing the TSL licence. The cost of a single incident many times exceeds the cost of an automated verification tool.

Is the employee’s consent required for automated licence checking?

Licence verification is carried out on the basis of official data from CEPiK 2.0 made available by Ministerstwo Cyfryzacji (the Polish Ministry of Digital Affairs). The employer processes the employee’s data on the basis of the employment contract and the duty arising from Article 207 of the Polish Labour Code. Informing the employee about the scope and purpose of data processing in a GDPR information clause is recommended – sprawdz-kierowce.pl provides a template data-processing agreement (DPA).