The process of obtaining funding from the National Training Fund (KFS) may seem complicated, but with the right guidance, it becomes much more accessible. This article walks the reader through all stages, from submitting the application to implementing the training project.
How to begin the process of applying for KFS funds?
The process of applying for funds from the National Training Fund begins with checking the availability of calls at your local District Employment Office. The employer should verify the deadlines for submitting applications and the pool of available funds in the given call, as well as the access conditions: having paid Labour Fund contributions for at least 6 months before applying (or being exempt by law) and no grounds for exclusion under Article 125(8)-(9) of Poland’s Labour Market and Employment Services Act of 20 March 2025 (Journal of Laws 2025, item 620; api.sejm.gov.pl). Applications fitting the KFS spending priorities for the given year — up to four set by the minister responsible for labour, up to three regional and one local, all of equal weight (Article 125(4)) — are processed first.
What documents are required to submit a KFS application?
The basic document is the application for funds for continuing education of employees and employers. The application form must be completed fully and legibly, with particular attention to justifying the training need. The application is submitted exclusively electronically, via an individual account, to the District Labour Office competent for the registered office or place of business (Article 126(4)). The training provider must be listed in the Development Services Database (BUR) maintained by PARP (Article 128(2); this requirement applies from 1 January 2026).
How to properly complete the KFS funding application?
Properly completing the application requires particular attention and precision. First, you need to accurately fill in the employer identification data, including the NIP number, REGON, and main business activity PKD code.
What are the most common mistakes in KFS applications?
The most common mistake is imprecise justification of the training need. Applicants often present general descriptions without demonstrating a direct connection between the planned training and the needs of the company or job position.
What are the criteria for evaluating KFS applications?
The Act sets three criteria for the district head (Article 125(13)): alignment with the KFS spending priorities for the given year, alignment with local or regional labour market needs, and the ratio of the training price to market prices. The detailed assessment method is set out in the regulation on KFS (Journal of Laws 2025, item 1641) and the call for applications.
How long does the application review process take?
The processing time and procedure are set out in the regulation on KFS and the call for applications of the given District Labour Office, so check them before applying. Training may not start before the agreement is signed (Article 125(12)).
What are the employer obligations after obtaining KFS funds?
An employer who has received KFS funding is obligated to strictly comply with the agreement terms. The employer must maintain the participant’s employment for at least 3 months after the training ends (with the exceptions listed in Article 127(1)) and, if the employer or self-employed person took part in the training themselves, may not suspend or cease the business for 3 months unless this is due to bankruptcy (Article 127(1)(2)). Documentation must be stored for the period specified in the agreement.
What are the consequences of improper use of KFS funds?
Improper use of KFS funds can lead to serious financial and legal consequences. The basic sanction is the obligation to repay the funds, within 30 days of the district head’s request, with statutory interest calculated from the date of payment (Article 131). The repayment covers the amount relating to the given person or to expenses incurred contrary to the agreement, not always the entire funding. Failure to meet the 3-month obligations also means no KFS funding for a year (Article 127(2)).
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Frequently Asked Questions
Who is eligible to apply for KFS funding?
Any entity that has paid Labour Fund contributions for at least 6 months before applying, or is exempt by law, can apply for KFS funding (Article 125(8)). This includes private companies, NGOs, and sole proprietors, also those without employees. The funding can cover employees, employers, natural persons running a business, and people working under civil-law contracts (Article 125(10)).
What percentage of training costs does KFS cover?
Under Article 126, KFS covers up to 70% of training costs (own contribution of at least 30%). Entities with no employees or employing no more than 9 people (full-time equivalent) can receive up to 90%. Funding per participant may not exceed 200% of the average salary in the given year.
How long does the KFS application process take?
The processing time is set by the regulation on KFS and the call for applications of the given District Labour Office. It is important to apply early in the funding round, as resources are limited.
Can KFS funds be used for online training?
Yes, KFS funds can be used for both in-person and online training, provided the training provider is listed in the Development Services Database (BUR). Alignment with the priorities for the given year is not a strict condition, but it is assessed by the district head and increases the chances of funding (Article 125(5) and (13)). The application should clearly describe the training format and learning outcomes.