Employee handbook: Poland

[fs-toc-h2]Company overview

[fs-toc-omit][01] Company overview

— How we started

On The Spot started in 2016 when Yegor Tsirkun, Anton Zhuravsky, and Lior Shiff decided to rethink outsourcing. They built a company centered on transparency and lower-risk software development.

Today we’re 200+ people across Poland and Belarus, with our two offices in Warsaw and Minsk — and still growing.

— Our business model & teams 

We connect great engineers with great products — building and growing local R&D teams for startups and disruptive tech companies worldwide.

Engineers become an integral part of the customer’s team, while On The Spot serves as their local employer in Poland. We handle contracts, HR, benefits, and an enjoyable work environment.

• 150+ engineers in our customers’ R&Ds
• 30+ employees providing back-office support

👉 To learn more about our teams, check out the Careers page.

[fs-toc-h2]Go-to contacts

[fs-toc-omit][02] Go-to contacts

Here are the key people to reach out to for various questions and support needs:

1. Natallia Budai (Head of HR) — natallia.budai@onthespotdev.com (email), @NatalliaBudai (telegram)
2. Darya Vasilevich (HR Manager) — darya.vasilevich@onthespotdev.com (email), @vaksya_123 (telegram)
3. Alina Rudnitskaya (Office Manager) — alina.rudnitskaya@onthespotdev.com (email), @alrudnitskaya (telegram)‍
4. Marina Khristosova (Chief Accountant) — marina.khristosova@onthespotdev.com (contact via Google Chat)‍
5. Yuliya Shumak (Operations Director) — yulia.shumak@onthespotdev.com (email), @JulioShh (telegram)‍
6. Uladzislau Redzko (System Administrator) — uladzislau.redzko@onthespotdev.com (email), @fazendnick (telegram)

For a detailed list of contacts and related matters, see the link.

‍

[fs-toc-h2]After accepting the offer

[fs-toc-omit][03] After accepting the offer

— Pre-onboarding

Next steps once you accept the job offer:

1. OTS HR will contact you to confirm your personal data and guide you through the onboarding steps.
2. You’ll meet Yulia Shumak, Administrative Manager. She’ll help with setting up individual entrepreneurship (if needed), prepare your contract, answer questions, and introduce you to the OTS accountant if you need one.
3. Alina Rudnitskaya, Office Manager, will reach out and provide all the essentials.
   If you can’t come to the Warsaw office on day one, your equipment will be shipped.

— Working hours

Working hours are flexible, but we advise you to align schedules with your manager.
Ask HR which holiday calendar to follow (Poland or Belarus).

📍 Our Warsaw office is located at Prosta 51, floor 7.

[fs-toc-h2]In the office

[fs-toc-omit][04] In the office

Access & security
‍

• Office is open 24/7 with your access card (get it from the Office Manager)
• You can invite ex-OTS colleagues to non-work events (e.g. Pizza Friday)
• Guests (family, friends, etc.) and pets aren’t allowed in the building
• Smoking (incl. e-cigs) only in the designated area near the entrance

Cleaning & maintenance
‍

• Keep your desk and common areas tidy
• Sort garbage according to building rules
• Put used dishes in the dishwasher — not in the sink or common areas

Workstations
‍

• Use your assigned desk (or a free one if not assigned)
• Light snacks at your desk are fine; stronger-smelling food → dining area
• Keep noise to a minimum

Booking meeting rooms

Please book meeting rooms in advance.

• Use Google Calendar or office tablets to book (detailed instructions here)
• Room names are marked on the office layout and on the doors.
• Contact the System Administrator if you need help.

‍

[fs-toc-h2]Work tools: hardware & software

[fs-toc-omit][05] Work tools: hardware & software

— Hardware & equipment

Hardware usage rules
‍

• You’ll get your laptop/desktop by your first day. Upon request, you can also receive an additional monitor, keyboard and mouse, or a desk lamp on your first or the following days.
• Handle equipment with care — avoid physical or liquid damage
• Use only approved power sources for charging
• Don’t use accessories if they’re faulty

Purchasing additional equipment
‍

After probation, you have a $100 yearly budget for extra equipment. To use it, send a request to the System Administrator.

Equipment repair
‍

• If your equipment is under warranty, the System Administrator will arrange repair at an authorized center
• If damage is caused by an employee, the cost is shared equally — 50/50 between OTS and the employee. Any disputes are reviewed by top management

If leaving OTS
‍

If you’re leaving the company, you can choose to return your work equipment or buy it out. Be sure to inform the System Administrator of your decision.
‍

— Software & apps

Accounts
‍

• We use BambooHR, Google Workspace, Microsoft, Slack, and Telegram, among others
• Corporate accounts are managed by the System Administrator — reach out for help with setup, access, or any technical issues

Purchasing software & licenses
‍

• Before buying software or licenses, get your team lead’s approval
• Once your request is approved, contact the System Administrator to place your request

[fs-toc-h2]Time-off policy

[fs-toc-omit][06] Time-off policy

— Types of time off

Vacation

You have 20 business days of paid vacation each calendar year.
Up to 8 unused days can be carried over to the next year; anything above expires.

Medical leave
‍

For health issues lasting more than 3 days, provide a medical certificate (with recommended rest days, Zalecenia).
Attach it to your BambooHR request or send to Natallia Budai or Darya Vasilevich.

You can take up to 10 paid medical leave days per contract year (100% salary). Extra days are unpaid.

Sick days

There are 5 sick days available per contract year. You can take up to 3 consecutive sick days without a medical certificate.
These are only for health-related reasons. For other personal matters, use vacation or unpaid leave.

Unpaid leave

For time off that doesn’t fit the above, request unpaid leave. These days are not part of your vacation allowance and are the only type of time off that affects your salary.

— Requesting time off

Any time-off request (paid or unpaid days off, sick leaves, business trips, etc.) must be approved by your team lead.

To request time off, you'll need BambooHR. You can use a web version or download the app from App Store or Google Play.

Find step-by-step guides for using BambooHR and submitting time-off requests here.

‍

[fs-toc-h2]HR processes

[fs-toc-omit][07] HR processes 

To make your experience at OTS smooth, we follow these processes: 

• Onboarding. Helping you settle in and get started
• Feedback sessions. Occasional check-ins with leads and customers
• Offboarding. Wrapping things up if you leave

— Onboarding

Day one
‍

The System Administrator will give you your OTS credentials to access all systems. Your Team Lead will walk you through your project, team, and initial tasks so you can start confidently.

One month in
‍

You’ll have a feedback call to share how you’re settling in, ask questions, and check that expectations on both sides match.

First three months
‍

It’s your probation period. During this time, either side can end the contract with 7 days’ notice. After probation, the notice period extends to one month.
‍

— Feedback exchange

We value your honest feedback. You’ll be invited to anniversary calls, health-check calls, and occasional sessions with HR, your team lead, and, when relevant, the customer.

If you hold a managerial role, HR will guide you through feedback practices specific to management.

— Exit (offboarding) 

Goodbyes are never easy, but we’d love to stay in touch. Perhaps there’ll be a chance to work together again in the future! 

If you decide to leave, here’s what to do:

• Inform HR and your Team Lead about your decision
• Sync with your lead and customer to wrap up your tasks
• On your final day, check with the System Administrator to return your equipment
• Join the exit interview with HR
• Receive your final payment

‍

[fs-toc-h2]Benefits & perks

[fs-toc-omit][08] Benefits & perks

— Education

On The Spot offers a range of educational opportunities. To get started, reach out to HR.

English courses
‍

English classes for employees are fully free, held outside working hours. Lesson frequency and groups depend on your level:

• A2+ — 2 times a week, 1 hour each
• B2+ — 1 time a week, 1.5 hours

Polish courses
‍

Polish classes for employees are fully free, held outside working hours twice a week (1.5 hours per lesson). Groups are formed by level, and you can join if there’s a free spot. The course lasts about six months.

• First 6 months — basics (A0–A1)
• Next 6 months — more advanced topics (A1–A2)

Professional education
‍

OTS provides a $300 yearly budget for professional growth. You can use it for courses, certifications, conferences, or professional literature (up to $100 in one payment).

— Health insurance & sport 

Health insurance

After probation, OTS provides private health insurance with Luxmed under the Rozszerzony plan, giving you access to a wide range of services.
You can also add family members — their costs are covered by you, but OTS helps secure the best rates.

To join:

• Let the Operations Assistant know you’re interested. She’ll ask for the required info
• You’ll receive an SMS from Luxmed once your account is active
• Add the insurance cost to your next invoice (as it's part of your total compensation)

MultiSport

Stay active with a MultiSport card — access gyms and sports facilities across Poland. OTS covers 50% of the package, and the rest is deducted from your salary.

To join, contact HR and choose the package that works best for you.
‍

— Parking

Parking spots are not available for general use.
‍
You can reserve a permanent one for $100 gross per month (half of the total fee; OTS covers the rest). The fee is deducted from your salary.

If you don’t come to the office daily, we can help you find a colleague to share the spot and split the cost. For requests, contact Natallia Budai.
‍

— Events and gifts

We celebrate milestones and enjoy team traditions together.

• Anniversary gifts. To celebrate work milestones (1, 3, 5 years), OTS gives anniversary gifts. The Office Manager will contact you when your date is coming up.
• Corporate events. OTS hosts office gatherings around traditional holidays — a chance to connect, relax, and enjoy some time with the team.
• Team buildings. Twice a year, OTS organizes team-building events, typically in summer and winter. These events help foster our company culture.
  
• Pizza Fridays. Stop by the office kitchen on Fridays to grab some treats and catch up with colleagues. These informal gatherings sometimes turn into spontaneous hangouts — a nice way to end the week.

— Additional payments

OTS provides support in important life moments:

• Wedding — $300
• Childbirth — $300 
• Death of a close relative — $300

Inform HR about these, and the bonus will be added to your next salary.

‍

[fs-toc-h2]Referral program

[fs-toc-omit][09] Referral program

You can recommend a candidate for an open role and receive a referral bonus.

How it works:
‍

1. Yana Tsiareshchanka, Lead Recruiter, shares a list of roles that qualify for a referral bonus.
2. You submit your referral by filling out this form.
3. If your candidate accepts the offer and passes probation, the bonus will be added to your next salary.

Bonus amounts for technical roles (Engineering, DevOps, etc.):
‍

• Middle — $750 (hot/urgent: $1000)
• Senior — $1000 (hot/urgent: $1500)
• Lead/Architect — $1500 (hot/urgent: $2000)

Note that all amounts are Gross.

For non-technical roles and full program details, see this page.

‍

[fs-toc-h2]Engineering ecosystem

[fs-toc-omit][10] Engineering ecosystem

We've created a space where engineers and tech leaders connect, exchange knowledge, and grow their expertise. We drive:

1. TechSpot — tech events with top engineering minds covering key topics in software systems design. Read more about TechSpot here, watch the recordings and subscribe on meetup.com.
2. 137 Podcast — honest, engaging conversations with CTOs, engineers, and tech leaders about the realities of the industry. Follow us on X, watch episodes on YouTube, listen on Spotify or Apple Podcasts.
3. Team Lead Club — regular group sessions among R&D team leaders from On The Spot.

Get involved
‍

If you’d like to recommend a speaker for TechSpot or 137 Podcast, or share your own knowledge in an article or a talk — please reach out to Katya Shkor, and our PR team will support you all the way.