Due to demanding statutory requirements and frequent changes in legislation concerning labour law and taxes, managing payroll is becoming extremely challenging and resource-consuming in Poland. Shifting the responsibility to a partner for payroll and HR administration services in Poland with a local team of experts is a safe bet. It not only diminishes the administrative burden, saves time and resources, but most importantly eliminates the potential risks of non-compliance and resulting penalties from local statutory authorities.

Payroll agenda processing in Poland

Our payroll and HR administration services in Poland cover the following functions and tasks:

• Data collection & payroll calculation: Take-over and check of all input data and pertinent information in order to process an accurate payroll calculation, gross-to-net calculation of all employee deductions, taxes and net salaries in compliance with the statutory requirements; calculation of off-cycle payments
• Benefits and bonuses administration: Calculation of benefits and bonuses based on provided schemes, such as medical or life insurance, pension plans, vacation time, sick leave and maternity leave
• Payslips distribution & payment administration: Generation of payslips in hard-copy and password-protected PDF files, distributed by email or saved on the online self-service portal for employees; preparation of payment orders and distribution of payments to employees and local authorities
• Hotline support for employees for their payroll inquiry handling
• Statutory reporting: Regular payroll-related statutory reporting and filing to Polish authorities, such as the Tax Office, Labour Office, social and health insurance companies, statistics offices and other, including regular communication with these authorities
• Personal income tax: Calculation and filing of personal income tax returns, including assistance to employees by collecting the information and necessary documents
• Management reporting: Regular standard reporting package in the agreed scope, as well as any other specific reports your management needs

HR administration services in Poland

As a part of our payroll and HR administration services in Poland, we also provide complex HR admin support, ranging from general tasks, such as personal files management and preparation of employment relationship contractual agenda, to more specific HR consultancy – in order to make sure that all your statutory reporting and compliance requirements are met. We also provide a wide range of tailored solutions and services designed to fit perfectly the specific needs of your HR teams.

Our payroll and HR administration services in Poland help you to manage the following tasks:

• HR files administration: Organizing and keeping all personal files of employees in compliance with statutory requirements
• Newcomers and leavers agenda: Registration of new or leaving employees at local authorities, administrative support during the on-boarding process, preparation of employment related documents and other HR documents for new or leaving employees, provision of necessary trainings for e.g. payroll process, T&A
• Completing a tailor-made employment contract 
• Employment documentation: Preparation of employment related documents, amendments, job descriptions and other, based on provided templates in compliance with the Polish legislation
• Audits and inspections: Representation in regular and extraordinary communication with the Polish statutory authorities, support and guidance during audits and inspections, preparation of required supportive documentation, resolution of any disputes
• Additional consultancy: Related to Polish personal income tax (PIT-11), health insurance and social security, non-residents and global mobility
• Obtaining tax residency certificate 
• Preparation of A1 application 

Payroll and HR online portal in Poland

Our Payroll and HR online portal, combined with our payroll and HR administration services in Poland, offers a convenient self-service function that enables employees to manage numerous tasks on their own – in a secure, user-friendly online environment. Employees log in to the portal to access their payslips, send a ticket to their payroll accountant, fill in data for their yearly tax clearance, request time-off, manage business travel or settle travel expenses. The usage of the employee self-service portal by HR teams goes far beyond regular document and workflow management, as it provides various HR administration modules as well.

Main functionalities covered by the payroll portal interface:

• Payroll data exchange
• Payslips distribution and archive
• Payroll inquiry handling via online tickets or video calls
• Payroll and HR reporting and full archive

Our portal also offers unlimited possibilities for HR module integrations, covering the areas of:

• HR and personal files maintenance
• Preparation of employment related legal documents
• Yearly tax clearance management
• Benefits administration
• Business travel management and settlement of travel expenses
• Time and attendance: management of absences and shift planning

Labour law and employment support in Poland

As an integral part of our payroll and HR administration services in Poland, we offer a comprehensive labour law support provided by our experienced team of Polish legal experts. They are ready to address the following matters related to employment relationship in Poland:

• Design and implementation of internal HR processes, development of guidelines, policies and procedures, preparation of a standard set of templates
• Preparation of employment contractual documentation, such as contracts and amendments, job descriptions, termination agreements, liability for damage and material responsibility agreements and others, fully in compliance with legal requirements and best practices applicable in Poland
• Resolution of various employment related matters, such as working time and shifts, employment termination including mass layoff, working conditions, annual leave, parental leave, health and safety at work, employee benefits and other areas
• Consultancy related to GDPR and personal data protection in Poland

Expert payroll and HR administration services in Poland – and across the globe

Operating in over 50 locations, we deliver seamless payroll and HR administration services in Poland and also across many other jurisdictions. Utilizing cutting-edge technology and our vast expertise, we engage local experts who understand market specifics, ensuring comprehensive compliance and stringent data security requirements. Our services guarantee precision and efficiency, tailored to regional needs, with a single point of contact overseeing the operations for smooth process management. Worldwide, we process over 200,000 payslips, providing extensive experience and innovative solutions. Contact us today to explore how we can support your global payroll and HR administration needs.

Barbara Ostrowska

Payroll Manager | Accace Poland

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