Compliant Hiring Workflow for Third-Country Nationals in Czechia (Post-October 1, 2025)

This workflow is designed to ensure full compliance with the amended Act on Employment, specifically the requirement to notify the Labor Office before a foreign national begins work, thereby avoiding the new offense of "unannounced work" and its potential CZK 3,000,000 fine.

Phase 1: Recruitment and Immigration Preliminaries

This phase covers the standard process of identifying a candidate and initiating the immigration process.

1. Job Vacancy and Labor Market Test:

   • Post the job vacancy with the appropriate regional branch of the Labor Office of the Czech Republic.

   • The mandatory labor market test (used to be typically 30 days is abolished since 01.01.2025), so the position is exempt.

2. Candidate Selection and Documentation:

   • Select a candidate from a third country (non-EU/EEA/Switzerland).

   • Prepare the necessary documentation, including a signed employment contract (or a future employment contract) and proof of the candidate's qualifications.

3. Work/Residence Permit Application:

   • The candidate uses the prepared documents to apply for the relevant permit (e.g., an Employee Card or Blue Card) at the Czech embassy in their country of residence.

   • The application is processed by the Czech Ministry of the Interior.

4. Visa Approval and Travel:

   • Once the permit is approved, the candidate receives a long-term visa to travel to the Czech Republic to collect their permit.

   • The candidate travels to Czechia.

Phase 2: Onboarding and the Mandatory "Compliance Gate"

This is the most critical phase, where the new compliance steps are implemented. The sequence is designed to prevent the employee from starting work before the legal notification is complete.

1. Post-Arrival Formalities:

   • Within thirty working days of arrival (section 44 (1) of foreigner’s act), the candidate registers with the Ministry of Interior.

   • The candidate visits a Ministry of the Interior office to provide biometric data for their Employee Card. They will be notified the same day when the physical card is ready for collection.

2. Pre-Employment Finalization:

   • The employee completes their mandatory initial medical examination.

   • HR and the hiring manager agree on a provisional start date. This date should be at least 3-5 business days in the future to allow a safe buffer for the final compliance step.

3. THE COMPLIANCE GATE (Hard Stop):

   • Action: The designated HR representative submits the official notification of the employee's commencement of work to the relevant regional Labor Office. This must be done electronically, for example, via the government's data mailbox (datová schránka).

   • Verification: HR must receive and save a timestamped confirmation of the submission. This confirmation is the official proof that the legal duty has been fulfilled and is the primary defense against an inspection.

   • Authorization to Start: Only after the submission confirmation is received and filed, HR issues a formal "green light" to the hiring manager and the employee, confirming they are cleared to start on the agreed-upon date.

   • Contingency: If the notification fails or confirmation is not received, the start date must be postponed. The employee cannot perform any work, including paid training or orientation, until the notification is successfully filed and confirmed.

Phase 3: Post-Commencement and Integration

8. First Day of Work:

   • The employee officially begins work.

   • Onboarding activities, system access, and introductions can now legally proceed.

9. Final Administrative Steps:

   • Register the employee with the relevant social security and public health insurance providers.

   • Ensure all documentation, including the Labor Office notification receipt, is stored securely in the employee's file for the entire duration of their employment.

This workflow transforms the notification from a day-one administrative task into a final, pre-start compliance checkpoint, effectively mitigating the significant financial risk introduced by the new legislation.

10. Adaptation and the integration course:

• Do not forget to assist your employee with the registration process for Adaptation and the integration course (section 155b of foreigner’s act), if not attended within one year of issuance of card (penalty of upto 3000 CZK)