How Can I Register For ePUAP? Legal Basis For A PESEL Number For ePUAP Users

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.

Wniosek o nadanie numeru PESEL – The application for a PESEL number

Instrukcja wypełniania w trzech krokach – Instructions 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

Wnioskodawca – The applicant

• Imię – First name
• Nazwisko – Surname
• Adres do korespondencji… – Your mailing address
  • Ulica – Street
  • Number domu – House number
  • Numer lokalu – Flat number
  • Kod pocztowy – Post code
  • Miejscowość – Locality (for example city)

 

2

Dane osoby, której dotyczy wniosek – Data 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.

• Imię – First name
• Imię drugie – Middle name
• Imiona kolejne – Other names
• Nazwisko – Surname
• Płeć – Sex
  • kobieta – female
  • mężczyzna – male
• Data urodzenia – Date of birth (dd-mm-yyyy)
• Kraj urodzenia – Country of birth
• Kraj miejsca zamieszkania – Country of residence

• Obywatelstwo lub status bezpaństwowca – Citizenship or the status of stateless persons
  • polskie – Polish
  • bezpaństwowiec – stateless person
  • inne – other
• Ostatnio wydany paszport obywatela polskiego – The most recent passport of a Polish citizen (skip it)
• Dokument podróży cudzoziemca lub inny dokument potwierdzający tożsamość i obywatelstwo – Travel document of a foreigner or other document confirming identity and citizenship
  • Seria i numer – Series and number
  • Data ważności dokumentu – Expiration date of the document (dd-mm-yyyy)

 

3

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

Wypełnij, jeżeli dane są dostępne i wynikają z przedstawionych dokumentów – Fill 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 rodowe – Family name
• Miejsce urodzenia (nazwa miejscowości) – Place of birth (name of the locality, for example city)
• Oznaczenie aktu urodzenia – Number of the birth certificate
• Oznaczenie urzędu stanu cywilnego, w którym został sporządzony akt urodzenia – Identification of the registry office where the birth certificate was issued
• Imię ojca (pierwsze) – Father’s first name
• Nazwisko rodowe ojca – Father’s family name
• Imię matki (pierwsze) – Mother’s first name
• Nazwisko rodowe matki – Mother’s family name

Ostatnio wydany dowód osobisty obywatela polskiego – The most recent ID card of a Polish citizen

Skip it.

 

4

Dane o stanie cywilnym osoby, której wniosek dotyczy – Marital status of the person concerned

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

• Stan cywilny – Marital status
  • kawaler/panna – unmarried
  • żonaty/zamężna – married
    • Then if you checked żonaty/zamężna you should fill out the next part. Otherwise skip it.
      • Imię małżonka – Spouse’s first name
      • Nazwisko rodowe małżonka – Spouse’s family name
      • Numer PESEL małżonka – Spouse’s PESEL number (only when issued)
  • rozwiedziony/rozwiedziona – divorced
  • wdowiec/wdowa – widowed

 

5

Ostatnie zdarzenie mające wpływ na małżeństwo – The 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.

• Zdarzenie – Event
  • zawarcie związku małżeńskiego – act of marriage
  • rozwiązanie związku małżeńskiego – dissolution of marriage ties
  • unieważnienie związku małżeńskiego – declaration 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 zdarzenia – Date 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

• papierowa – paper
• elektroniczna – online

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

Podstawa prawna upoważniająca do otrzymania numeru PESEL – wskazanie przepisu, z którego wynika obowiązek posiadania numeru PESEL – Legal 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

Podpisy – Signatures

Miejscowość – City

Data – Date (dd-mm-yyyy)

Własnoręczny podpis wnioskodawcy – The 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 użytkownika – User ID
  • Hasło – Password
    • 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 imię – First name
  • Drugie imię – Middle name
  • Nazwisko – Surname
  • PESEL
• Dane kontaktowe – Contact details
  • Numer telefonu – Phone number (format: +48883446980)
  • Metoda autoryzacji – Authorization 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 się – Register

 

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:

Click on “Weryfikuj kanał autoryzacji i zarejestruj konto“.

After that you should see this screen:

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.

 

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