Numerous changes to the law came into effect on the 1 January 2018 or will be implemented soon. Among other things, Polish lawmakers allowed all foreigners to automatically obtain their PESEL numbers while registering their addresses of residence. This article is no longer up-to-date. Work is ongoing to update and rebuild the blog by the end of January.

 

Everyone is allowed to use the ePUAP’s Certified Profile (Profil Zaufany ePUAP), including expats. There are only two obstacles: first, the system is all in Polish. Second, you must have a PESEL number to use it. Some expats need to provide the office with the appropriate legal basis for a PESEL number on the special form.

 

When is the legal basis for a PESEL number necessary?

The rules of PESEL number changed in 2015.

EU citizens get a PESEL number automatically when they register their residence.

Read more: Registration in Poland. Zameldowanie For Foreigners

Non-EU citizens also get a PESEL number automatically when they have

  • permanent residency
  • long-term EU residency
  • “Pole’s card”
  • after marrying an EU citizen
  • if they’re refugees
  • or they have special status due to humanitarian reasons

The fact is: non-EU citizens with most types of temporary residence permits and visas cannot obtain a PESEL number automatically. If that applies to you, you need to submit the special form with the legal basis for a PESEL number in order to be able to use ePUAP.

 

What is the ePUAP’s Certified Profile?

ePUAP

Basically ePUAP is a system for online communication with government offices, for example city halls, tax offices or ZUS (the social insurance institution). It enables you to get some administrative things done from home. Unfortunately you won’t be able to use it on your own if you don’t know Polish, since no English version is available, but you have the right to use it and it’s free of charge – so I’ve decided to explain to you how to set it up.

You can read more about ePUAP here.

Certified Profile (Profil Zaufany)

Certified Profile can be understood as the electronic data of the ePUAP’s account user. It will be your official online identifier. Once you set up an account according to the instructions below, you’ll create a profile. Then, after you confirm your identity in one of the verification points, your profile will become certified.

 

How to set up the ePUAP step by step

  1. When you have a PESEL number already:
    1. Register an account
    2. Verify your phone number by typing in the code from the SMS message. After that the system will automatically generate a request for a Profil Zaufany
    3. Go to the authorization point and confirm your identity within 14 days.
  2. When you don’t have a PESEL number yet:
    1. Apply for a PESEL number with a special form. Get confirmation from the clerks
    2. Register an account
    3. Verify your phone number by typing in the code from the SMS message. After that the system will automatically generate a request for a Profil Zaufany
    4. Confirm your identity in the authorization point and get a confirmation message.
    5. Bring the confirmation from the ePUAP clerks to PESEL clerks

In the second scenario remember to take a computer or a smartphone to the office while applying for a PESEL number. You’ll set up an account from the office and confirm it just after. If you do so, the procedure will be completed right away, within an hour and in the same building.

 

Apply for a PESEL number

If you need to apply for a PESEL number, first fill out this form.

Print it out and let’s deal with it together.

Legal basis for a PESEL number: instructions for completion in three steps

Legal basis for a PESEL number: instructions for completion in three steps

Wniosek o nadanie numeru PESELThe application for a PESEL number

Instrukcja wypełniania w trzech krokachInstructions for completion in three steps

  1. Fill the form out with CAPITAL LETTER
  2. Use one of the given symbols in order to check options
  3. Fill the form out with black or blue colours

 

1

Legal basis for a PESEL number: the applicant

Legal basis for a PESEL number: the applicant

WnioskodawcaThe applicant

  • ImięFirst name
  • NazwiskoSurname
  • Adres do korespondencji…Your mailing address
    • UlicaStreet
    • Number domuHouse number
    • Numer lokaluFlat number
    • Kod pocztowyPost code
    • Miejscowość Locality (for example city)

 

2

Legal basis for a PESEL number: data of the person concerned

Legal basis for a PESEL number: data of the person concerned

Dane osoby, której dotyczy wniosekData of the person concerned

You need to fill it out even if you are both the applicant and the person concerned. I asked about that in the office and they told me that in this case you simply answer duplicate questions twice – in points 1 and 2.

  • ImięFirst name
  • Imię drugieMiddle name
  • Imiona kolejneOther names
  • NazwiskoSurname
  • PłećSex
    • kobietafemale
    • mężczyznamale
  • Data urodzeniaDate of birth (dd-mm-yyyy)
  • Kraj urodzeniaCountry of birth
  • Kraj miejsca zamieszkaniaCountry of residence
Legal basis for a PESEL number: the most recent passport of a Polish citizen

Legal basis for a PESEL number: the most recent passport of a Polish citizen

  • Obywatelstwo lub status bezpaństwowcaCitizenship or the status of stateless persons
    • polskiePolish
    • bezpaństwowiecstateless person
    • inneother
  • Ostatnio wydany paszport obywatela polskiegoThe most recent passport of a Polish citizen (skip it)
  • Dokument podróży cudzoziemca lub inny dokument potwierdzający tożsamość i obywatelstwoTravel document of a foreigner or other document confirming identity and citizenship
    • Seria i numerSeries and number
    • Data ważności dokumentuExpiration date of the document (dd-mm-yyyy)

 

3

Legal basis for a PESEL number: extra data of the person concerned, and data of their parents

Legal basis for a PESEL number: extra data of the person concerned, and data of their parents

Dodatkowe dane osoby, której wniosek dotyczy, oraz dane jej rodzicówExtra data of the person concerned, and data of their parents

Wypełnij, jeżeli dane są dostępne i wynikają z przedstawionych dokumentówFill it out, if data are available and are confirmed in the documents

I was told in Krakow that foreigners can skip point 3 of the form, because it’s included for Polish citizens. I cannot guarantee that it will be like that in all cities though, so I’ve included translations for this part as well. If clerks ask you to fill out this part, you will be able to do so.

As for now skip it and go to point 4 of the form.

  • Nazwisko rodoweFamily name
  • Miejsce urodzenia (nazwa miejscowości)Place of birth (name of the locality, for example city)
  • Oznaczenie aktu urodzeniaNumber of the birth certificate
  • Oznaczenie urzędu stanu cywilnego, w którym został sporządzony akt urodzeniaIdentification of the registry office where the birth certificate was issued
  • Imię ojca (pierwsze)Father’s first name
  • Nazwisko rodowe ojcaFather’s family name
  • Imię matki (pierwsze)Mother’s first name
  • Nazwisko rodowe matkiMother’s family name
Legal basis for a PESEL number: the most recent ID card of a Polish citizen

Legal basis for a PESEL number: the most recent ID card of a Polish citizen

Ostatnio wydany dowód osobisty obywatela polskiegoThe most recent ID card of a Polish citizen

Skip it.

 

4

Legal basis for a PESEL number: marital status of the person concerned

Legal basis for a PESEL number: marital status of the person concerned

Dane o stanie cywilnym osoby, której wniosek dotyczyMarital status of the person concerned

Wypełnij, jeżeli dane są dostępne i wynikają z przedstawionych dokumentówFill it out, if data are available and are confirmed in the documents

  • Stan cywilnyMarital status
    • kawaler/pannaunmarried
    • żonaty/zamężnamarried
      • Then if you checked żonaty/zamężna you should fill out the next part. Otherwise skip it.
        • Imię małżonkaSpouse’s first name
        • Nazwisko rodowe małżonkaSpouse’s family name
        • Numer PESEL małżonkaSpouse’s PESEL number (only when issued)
    • rozwiedziony/rozwiedzionadivorced
    • wdowiec/wdowawidowed

 

5

Legal basis for a PESEL number: the last event affecting your marriage

Legal basis for a PESEL number: the last event affecting your marriage

Ostatnie zdarzenie mające wpływ na małżeństwoThe last event affecting your marriage

Wypełnij, jeśli osoba, której dotyczy wniosek, kiedykolwiek zawarła związek małżeński. Zaznacz tylko jedno, najbardziej aktualne zdarzenie i uzupełnij pozostałe pola – Fill it out only when the person concerned has ever entered into matrimony. Choose only one, the most recent event, and leave the remaining fields empty

Again – in Krakow you’re not required to fill this part out, but I’ve included translations just in case. As for now skip point 5 and go straight to point 6.

  • ZdarzenieEvent
    • zawarcie związku małżeńskiegoact of marriage
    • rozwiązanie związku małżeńskiegodissolution of marriage ties
    • unieważnienie związku małżeńskiegodeclaration of invalidity of marriage
    • zgon małżonka (zaznacz, jeśli znasz datę zgonu)spouse’s death (check it only if you know the exact date of death)
    • zgon małżonka – znalezienie zwłok (zaznacz, jeśli małżonek zmarł, ale znasz jedynie datę znalezienia ciała)spouse’s death – finding the body (check it, if your spouse has died, but you know only the date of finding their body)
    • Data zdarzeniaDate of the event (dd-mm-yyyy)

Oznaczenie aktu małżeństwa albo sygnatura akt sądu, który rozwiązał/unieważnił małżeństwo, albo numer aktu zgonu małżonka – Number of the marriage’s certificate, or a file reference of a court that dissolved/annulled the marriage, or the number of the spouse’s death certificate

Oznaczenie urzędu stanu cywilnego, w którym sporządzono akt małżeństwa albo akt zgonu, albo oznaczenie sądu, który rozwiązał/unieważnił małżeństwo – Identification of the registry office where the marriage certificate or death certificate was issued,  or the court that declared annulment.

 

6

Here you choose how you want to be notified when your PESEL number has been issued

  • papierowapaper
  • elektronicznaonline

Choose “papierowa” option. They’ll simply give you a written confirmation within 15 minutes after you submit a form for a PESEL number. At least in Krakow it works like that.

 

7

Legal basis that entitles you to obtain a PESEL number

Legal basis that entitles you to obtain a PESEL number

Podstawa prawna upoważniająca do otrzymania numeru PESEL – wskazanie przepisu, z którego wynika obowiązek posiadania numeru PESELLegal basis that entitles you to obtain a PESEL number – indication of the legal provision which shows that you must have a PESEL number

Write this exact legal basis for a PESEL number based on the ePUAP’s Certified Profile: “Par. 5 ust. 3 oraz par. 8 ust. 1 Rozporządzenia Ministra Cyfryzacji w sprawie profilu zaufanego elektronicznej platformy usług administracji publicznej z dnia 5 października 2016 r. (Dz.U. 2016 poz. 1633)“.

 

8

Legal basis for a PESEL number: signatures

Legal basis for a PESEL number: signatures

PodpisySignatures

MiejscowośćCity

DataDate (dd-mm-yyyy)

Własnoręczny podpis wnioskodawcyThe handwritten signature of the applicant

 

Legal basis for a PESEL number: go to the municipality office

Now you should go to the office where you registered your residency (completed zameldowanie). If you haven’t registered residency at your current flat yet, you can find more information here. When you want to both register your residency and apply for a PESEL number on the basis of this form at the same time, remember to tell the clerks about that from the beginning. Otherwise they will need to copy your data to the system twice and the whole procedure will be longer.

After 15 minutes you should obtain a PESEL number and a confirmation. Now take a seat and register your account.

 

Register an account

Originally Profil Zaufany was part of the ePUAP system only, so everything could be done on the epuap.gov.pl website. Some time ago it became a more independent tool with its own webiste: pz.gov.pl. Although both websites are connected with the same database, it’s recommended that new users use the latter address to register.

This is why you should first go to this website and fill out a short form.

* pola wymagane*required fields

  • Dane logowania – Login details
    • Identyfikator użytkownikaUser ID
    • HasłoPassword
      • Make sure to use at least one capital letter, one lowercase letter, and a number or a special character, no fewer than 8 characters
    • Powtórz hasło – Repeat the password
    • Dane osobowe – Personal data
    • Pierwsze imięFirst name
    • Drugie imięMiddle name
    • NazwiskoSurname
    • PESEL
  • Dane kontaktowe – Contact details
    • Numer telefonuPhone number (format: +48883446980)
    • Metoda autoryzacjiAuthorization method
      • it must be the default option: Autoryzacja SMS – SMS authorization
  • Zapoznałem się z zakresem i warunkami korzystania z ePUAP… – here you need to approve the conditions of use and give your authorisation to process your personal data

Zarejestruj sięRegister

 

Use confirmation code

After that you should see this screen where you’re asked to copy the code that they’ve sent you via SMS:

Legal basis for a PESEL number: ePUAP Registration form - SMS code

Legal basis for a PESEL number: ePUAP Registration form – SMS code

Click on “Weryfikuj kanał autoryzacji i zarejestruj konto“.

After that you should see this screen:

Legal basis for a PESEL number: successful submission of the registration form

Legal basis for a PESEL number: successful submission of the registration form

Twoje konto zostało pomyślnie założone. Wraz z utworzeniem konta… – Your account has been succesfully set up. Upon registration of the account the application for the certified profile has been sent. Confirm it now in one of the verification points by the deadline: 06-06-2017.

You will also receive two email messages from the Profil Zaufany system: one stating that your account has been registered, and one reminding you that you should go confirm your certified profile.

And we’re done with this step. It wasn’t that complicated, was it? Now you should go to the authorization point before the deadline.

 

Go to the authorization point

You can go to any place from this list. There will be an authorization point in the building of the city hall where you’ve registered your residency, so you will probably choose this one.

If you wish to find other points, click on “Filtr” and then write you city in the “Miejscowość” (City) field.

Legal basis for a PESEL number: verification points in Kraków

Legal basis for a PESEL number: ePUAP verification points in Kraków

 

Required documents

If you didn’t need to apply for a PESEL number on the special form, you don’t need anything more than your passport.
If you’ve  just obtained a PESEL number, make sure to take the confirmation with you.
The procedure should take up to a quarter of an hour. When it’s done, go to the clerks where you applied for a PESEL number, and give them the confirmation from the ePUAP clerks. They will make a copy as proof that you’ve finished the procedure.

Now you have both a PESEL number and an ePUAP account that will be valid for the next 3 years. Well done. If you think that this article was useful please leave me a comment below.

 

Read more: Just After Moving to Poland – have you done everything?
Read more: Living in Poland

 

Sources:

PZ.gov.pl

Obywatel.gov.pl

BIP Kraków

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