The EHIC (European Health Insurance Card) on a business trip: What does it cover and how to get it in Poland?

The European Health Insurance Card (EHIC) is a free document that, under Polish regulations, entitles insured individuals to necessary medical treatment at public facilities within EU countries, EFTA countries, and the United Kingdom (even post-Brexit). In practice, the European Health Insurance Card does not replace business travel insurance, but it provides an employee on a business trip with an extra layer of security in case of health issues abroad. In this Guide, we take a closer look at this topic and thoroughly explain all matters related to the EHIC in the context of business travel, focusing specifically on the rules and procedures applicable in Poland.

In short: key information about the EHIC (Polish framework)

• The EHIC (European Health Insurance Card) confirms the right to necessary medical treatment during a temporary stay abroad.
• The European Health Insurance Card is valid in European Union countries, EFTA countries, and the United Kingdom.
• Under the Polish state healthcare system, obtaining the EHIC is entirely free of charge.
• For individuals insured in Poland, the EHIC can be issued online, in person, or by traditional mail.
• The EHIC is not a substitute for an insurance policy. Additional travel insurance is still required, as the EHIC does not cover many expenses.
• There is a Polish National Health Fund (NFZ) service point at Warsaw Chopin Airport where the card can be obtained immediately.

What Is the EHIC (European Health Insurance Card)?

The European Health Insurance Card is a document that confirms the right to receive necessary healthcare services during a temporary stay in another European Union country, EFTA (European Free Trade Association, which includes four states: Iceland, Liechtenstein, Norway, and Switzerland), or the United Kingdom. In practice, the EHIC confirms that a person is entitled to medical treatment under the same rules that apply to citizens of the country they are visiting. Official information regarding the EHIC and Polish insurance guidelines can be found on the website of the National Health Fund (NFZ).

Why Is the EHIC important on a business trip?

Having an EHIC is crucial on a business trip. An employee is not going on vacation; they are traveling to represent the company, meet a client, conduct an audit, or participate in a conference or training. Falling ill at such a moment is not just a health issue. It also impacts schedules, costs, and organizational responsibility. Many companies assume that if an employee has an insurance policy, corporate health abroad is fully covered.
However, it is important to remember that the EHIC and travel insurance function differently. The EHIC grants access to public healthcare. Travel insurance can cover private medical treatment, assistance services, medical evacuation, baggage, accidental death and dismemberment (AD&D/NNW), or third-party liability (OC). Therefore, it is best to have both safeguards when on a business trip. Thanks to the EHIC, an employee on assignment can easily use public medical facilities. Thanks to the policy, they can receive broader support, especially when medical services outside the public system or repatriation to Poland are required. The table below outlines the key differences between the EHIC and an insurance policy from a Polish perspective.

Scope	EHIC (European Health Insurance Card)	Travel insurance/corporate policy
Coverage	Public healthcare in the country of stay	Scope depends on the specific insurance policy variant
Where does it work?	European Union countries, EFTA countries, United Kingdom	Depending on the selected variant
Private treatment	No	Often yes, if covered by the policy
Medical transport to Poland	No (funding by the Polish NFZ is possible only in truly exceptional circumstances)	Often yes
Assistance services	No	Often yes
Baggage insurance	No	Can be included
Liability/accident insurance	No	Can be included
Cost	Free of charge (under Polish public insurance)	Paid

The simplest rule of thumb: It is always worth having an EHIC, but it should never be treated as the sole security measure on a business trip.

What exactly does the EHIC provide?

Thanks to the EHIC, an employee has access to necessary medical assistance, which may come in handy if the traveling employee:

• suddenly falls ill,
• is involved in an accident,
• needs a medical consultation,
• requires hospitalization,
• needs a prescription.

Where is the EHIC valid?

The European Health Insurance Card works in most European countries, but not everywhere. This is an important distinction, as some people confuse geographical Europe with the document's scope of validity.

Location	Is the EHIC valid?	Notes
European Union Countries	Yes	Applies to the public healthcare system
EFTA Countries	Yes	Iceland, Liechtenstein, Norway, Switzerland
United Kingdom	Yes	Post-Brexit, the EHIC is still honored under specific terms
Madeira, Azores	Yes	Portuguese territories
Canary Islands, Mallorca	Yes	Spanish territories
Guadeloupe, Martinique, Réunion, French Guiana	Yes	French territories
Monaco	No	EHIC does not work
San Marino	No	EHIC does not work
Vatican City	No	EHIC does not work
Isle of Man and Channel Islands	No	EHIC does not work

Who can obtain an EHIC in Poland?

Under the regulations applicable in Poland, the EHIC can be obtained by individuals who are entitled to publicly funded healthcare services in Poland. This applies, among others, to employed workers, entrepreneurs, retirees, pensioners, students, children, and individuals registered as family members.

How to get an EHIC (Polish procedures)?

There are several ways to obtain an EHIC. For a business trip, the method should be chosen based on how much time is left before departure. According to the digital procedures binding in Poland since January 1, 2026, the EHIC can be requested via the Patient's Online Account (IKP) or the mojeIKP mobile app. Applications for the card can no longer be submitted through the Polish e-PUAP platform. Furthermore, the EHIC document can also be obtained in person at an NFZ branch, by traditional mail, or—for those who forgot—at Warsaw Chopin Airport. Below, we have gathered all the Polish application methods in a clear table.

Method (in Poland)	Step-by-step instructions	How long does it take?	Official source
Patient's Online Account (IKP) or mojeIKP app	Log in to the Polish IKP platform, go to "My Account", find the EHIC section, select the online application, fill it out, and provide a shipping address.	The NFZ usually indicates up to 5 business days. However, from June to September, the waiting time may extend up to 10 business days.	NFZ: EHIC via IKP and mojeIKP
NFZ Branch	Download the form, fill out the application, sign it, and submit it in person at a local NFZ branch.	Usually on the spot.	NFZ: EHIC in person
Traditional mail	Download the form, fill out the application, sign it, and mail it directly to the NFZ.	Processing time plus postal delivery.	NFZ: EHIC by mail
E-mail	Download the application, fill it out, sign it electronically, and send it according to NFZ instructions. *This option is strictly available for corporate/employee EHIC requests in Poland.*	The NFZ indicates up to 5 business days, or up to 10 business days during peak season.	NFZ: EHIC via e-mail
NFZ Point at Warsaw Chopin Airport	Go to the specialized NFZ point at the airport, fill out the form, and wait for Polish healthcare eligibility confirmation.	Usually a few minutes, provided the point is open (opening hours: Monday to Friday, 9:00 AM - 3:00 PM).	Chopin Airport: EHIC

EHIC at Warsaw Chopin Airport (Poland)

There is an NFZ service point operating at Chopin Airport in Warsaw where you can get an EHIC immediately. This is highly useful when an employee is flying out of Warsaw and remembers the document right before departure. The NFZ point is located in the departures hall, in the upper part of the terminal, near entrance C, by the security control zone. It is open Monday through Friday from 9:00 AM to 3:00 PM. Issuing the EHIC is free of charge and usually takes a few minutes once healthcare eligibility under the Polish system is confirmed. You do not need an airline ticket to use this service point. This is valuable information for residents of Warsaw and the surrounding areas who wish to secure their card even before the day of departure.

How long is the EHIC valid? (Polish regulations)

The validity period of the EHIC depends on the status of the individual for whom the card is issued within the Polish insurance system. The expiration period differs for an employee, a child, a student, or a retiree.

Individual (Insured in Poland)	Card validity period	What to check before a business trip?
Employed worker	3 years	Whether the card is still valid and if the employee has active health insurance coverage.
Self-employed individual	3 years	Whether they maintain the right to healthcare benefits.
Child	Until the age of 18	Whether they have their own card.
Student/pupil over 18	Depending on status	Whether they possess a document confirming enrollment in education.
Retiree (upon reaching retirement age)	20 years	Whether they have the physical card with them.

It is recommended to verify the validity of the EHIC at least a few days before departure. A simple corporate best practice works well: for every international assignment, the person responsible for organizing the business trip (e.g., the Office Manager) should prepare a checklist and ask the employee about the expiration dates of their ID document (ID card and/or passport) and their EHIC. It is also wise to check the following:

• whether the company has purchased corporate travel insurance,
• whether the employee knows the emergency assistance number,
• whether visa requirements for the destination country have been verified,
• whether sanitary/health entry protocols have been checked.

This is exactly where good organization saves the company a lot of stress. When everything goes smoothly, no one mentions it. If something goes missing, a frantic call to the administration department happens very quickly.

What is a provisional replacement certificate for the EHIC?

A provisional replacement certificate for the EHIC is essentially an emergency document. It helps when an employee on a business trip does not have the physical card—whether they lost it, forgot to pack it, or did not manage to obtain the EHIC before departure. The Provisional Replacement Certificate confirms the right to medical treatment just like the card itself. It may be required when an employee is already abroad and needs to access medical care. In the case of Polish insurance, the document replacing the EHIC is best obtained according to NFZ instructions or digitally through the mojeIKP app. 

How worktrips.com helps prepare your business trip?

Keep in mind that the card alone is not enough if an employee is flying to a country with additional entry requirements, needs a visa, an insurance policy, or emergency support. On the worktrips.com platform, you can check current visa and sanitary requirements thanks to its integration with the Sherpa system. This is crucial because formalities change more frequently than many businesses assume. WorkTrips experts also support companies in areas such as:

• visa procurement services,
• insurance advisory,
• traveler support in unforeseen circumstances, such as canceled flights, lost luggage, or itinerary changes.

Additionally, the worktrips.com platform features a Traveler Tracker function, which helps enhance employee safety during corporate travel.

 

Frequently asked questions regarding the European Health Insurance Card (EHIC)

Is the EHIC necessary on a business trip?

Yes, it is highly recommended to have an EHIC on a business trip. With this document, an employee on assignment can access public medical care in the destination country.

Does the EHIC replace travel insurance?

No, the EHIC is not a substitute for a policy. Travel insurance covers a broader scope, such as private medical services, emergency assistance, medical evacuation, baggage, or third-party liability.

In which countries is the EHIC valid?

The EHIC is recognized in European Union countries, EFTA countries, and the United Kingdom. It does not work in places like Monaco, San Marino, the Vatican City, the Isle of Man, or the Channel Islands.

How do I obtain an EHIC under Polish regulations?

If you are insured in Poland, you can get an EHIC via the Polish Patient's Online Account (IKP), the mojeIKP app, in person at an NFZ branch, via traditional mail, or directly at Warsaw Chopin Airport.

How much does it cost to get an EHIC in Poland?

The issuance of the EHIC is completely free of charge. The National Health Fund (NFZ) does not charge any fees for issuing the document.

How long does it take to issue an EHIC in Poland?

During an in-person visit to an NFZ branch, the EHIC can be issued on the spot. For online or mail applications, the Polish NFZ usually indicates up to 5 business days, stretching to 10 business days between June and September.

What should I do if an employee is abroad and does not have an EHIC?

A Provisional Replacement Certificate for the EHIC can help. This certificate confirms the right to treatment and, for Polish citizens, can be requested according to NFZ guidelines or via the mojeIKP app if the card was lost or forgotten.

Does a child need a separate EHIC?

Yes. An EHIC is issued individually for each person. A child cannot use a parent's card.

What does the EHIC look like?

The EHIC is a blue plastic card the size of a standard ID or credit card. It contains the holder's personal details, a card identification number, an expiration date, and the code of the country that issued it.