Human resources and payroll in Poland
We provide HR and payroll services for companies, employers and foreign companies employing in Poland: contracts, payroll, ZUS, PIT, PPK, personnel files, reports and contacts with offices.
HR and payroll panel
Employees / Social Insurance InstitutionWe determine the type of cooperation, employee documents, applications and a complete set of employment data.
We calculate wages, deductions, benefits, bills and transfers for employees.
We prepare settlement documents, monitor deadlines, and handle corrections.
We organize advance payments, annual information, payer declarations and obligations related to PPK.
Who is HR and payroll services for in Poland?
This service is for companies that want to have organized employment, payroll, and payer settlements, without shifting responsibility between accounting, HR, and management.
Companies employing workers
We serve employers who need current HR documentation, payroll calculations, and reporting and settlements with the Social Insurance Institution (ZUS) and the tax office.
Foreign companies in Poland
We help foreign entities employing workers in Poland understand the local obligations of the employer, contribution payer and tax payer.
Companies that are growing
We streamline the process as more employees, contracts, benefits, absences, business trip settlements, Employee Capital Plans (PPK) and questions from employees arise.
What does employer service in Poland include?
HR and payroll are the meeting point for contracts, working hours, remuneration, contributions, taxes, leave, reports, and deadlines. Therefore, the process should be predictable from the very first employee.
Human resources responsibilities
- Preparation and maintenance of employee documentation and personal files.
- Support with employment contracts, annexes, employment certificates and termination documents.
- Records of holidays, absences, sick leave and data required for payroll.
- Checking the completeness of employee data, tax declarations and reporting documents.
- Support with employee questions and communication with administration.
Payroll and Social Insurance Institution obligations
- Calculation of salaries, bonuses, deductions, benefits and invoices for civil law contracts.
- Preparation of ZUS notifications, deregistrations and settlement documents.
- Preparation of payer declarations and information, including data for PIT-11.
- Handling PPK, cost reports and statements for accounting and management.
- Coordination with accounting, tax advisor and finance department.
Comprehensive HR and payroll services in Poland
We select the scope based on the type of employment, number of employees, benefits, working time system, reporting model and whether the employer is a Polish company or a foreign entity.
Personnel documentation
Preparation and maintenance of employee documents and data necessary for employment.
- personal files and checklists,
- contracts, annexes, employment certificates,
- records of leaves and absences.
Payroll
Calculating salaries and preparing data for transfers, accounting and management reporting.
- base salaries and bonuses,
- benefits, absences and deductions,
- invoices for civil law contracts.
ZUS and the payer of contributions
Handling of notifications, deregistrations, settlement declarations and corrections related to contributions.
- ZUA, ZZA, ZWUA, ZCNA,
- DRA, RCA, RSA and corrections,
- control of deadlines and payments.
PIT and annual information
Preparation of tax payer data, advance payments, annual information and employee statements.
- data for PIT-11,
- tax advances,
- verification of employee declarations.
PPK and benefits
Support with employee capital plans, benefits, deductions and expense reports.
- PPK calculations and reports,
- benefits and allowances,
- employee cost report.
Contact with offices
Support with correspondence with the Social Insurance Institution (ZUS), the tax office and questions regarding employee settlements.
- clarifications and corrections,
- powers of attorney and documents,
- coordination with accounting.
From employment to management report
A well-established HR and payroll service collects information in one rhythm: employee documents, salary data, contributions, taxes, payments and cost reports.
HR and payroll services must ensure deadlines are met before payment, not after.
In practice, payroll processing only works well when HR data, salaries, contributions, and taxes are consolidated into a single process. This makes it easier to control employee costs, social security (ZUS) settlements, and payer obligations.
Social Insurance Institution
We prepare notifications and settlement documents for the payer of contributions. For formal matters, it's worth relying on current ZUS materials regarding settlement documents.
Employee's personal income tax
We organize data for advance payments and annual information, including the PIT-11 form. Information published by podatki.gov.pl for PIT payers.
PPK and documentation
We help you incorporate Employee Capital Plans (PPK), benefits, absences, and employee documentation into your monthly process. You can use the information available on the MojePPK.
HR and payroll for foreign companies employing in Poland
A foreign entity may need employee support in Poland even if it doesn't conduct typical sales here. In such cases, registration, authorizations, reports, and communication with Polish institutions are crucial.
Polish company with a foreign owner
We handle HR and payroll in Poland, while also preparing reports that are understandable to the headquarters, management board, or financial department of the group.
Entity without a Polish company
When a foreign employer employs people in Poland, we help determine whether registration as a contribution payer is necessary and how to organize settlements.
Related services
Human resources and payroll are often combined with accounting, ZUS payer registration, legal services and cross-border taxes.
What data is needed for HR and payroll services?
The exact list depends on the employment type and work model. However, it's worth establishing a secure information flow from the outset, as the absence of a single document can halt payment or force corrections.
Establish a list of documentsWhat does the takeover of HR and payroll services look like?
First, we organize the baseline, then set up a work calendar. This allows us to know when the company submits data, when payroll is created, and when payments are sent to employees and government agencies.
Employment diagnosis
We check the number of people, contract types, working time system, benefits, PPK, previous settlements and reporting needs.
Takeover plan
We determine the scope, document deficiencies, powers of attorney, contact persons, data submission deadlines and report formats.
First payroll
We verify input data, calculate salaries, prepare reports, transfers and documents for ZUS and taxes.
Ongoing service
We manage the monthly HR and payroll cycle, ensure deadlines are met, answer questions, and prepare corrections when needed.
HR and payroll services tailored to the company's stage
A company hiring its first person needs different support than a company with a team of several dozen people, and a foreign employer entering Poland needs still different support.
First employee
Setting up documents, notifications, payroll, deadlines and data required for ZUS, PIT and accounting.
Permanent team
Current HR and payroll for a growing company: more employees, absenteeism, bonuses, benefits, reports and adjustments.
Foreign employer
Support for foreign companies employing in Poland: Polish/English communication, registration and reporting to headquarters.
What do we regularly check in HR and payroll?
Well-managed HR and payroll services involve more than just calculating wages. They also involve monitoring data, deadlines, and documents that are important to the employee, the employer, and the accounting department.
Completeness of documents
We check whether the company has the data needed for employment, applications, tax settlements, leave and termination of employment.
Correctness of calculations
We control remuneration components, absences, deductions, employee costs and data transferred to accounting.
Deadlines and reports
We monitor the monthly settlement calendar and prepare reports for the management board, owner, and finance department.
HR and payroll combined with accounting, taxes and law
Salaries and accounting are not separate. That's why we integrate payroll with taxes, reporting, accounting, and corporate legal services, especially when the company operates internationally.
Do you want to organize your HR, payroll, and Social Insurance Institution?
Tell us how many employees your company employs, what contracts you use, whether PPK is in place, and whether you need support in English. We'll review how to best set up the process.
HR and payroll services in Poland – frequently asked questions
Below we have collected the questions that most frequently arise when taking over HR and payroll, registering with the Social Insurance Institution (ZUS) and serving foreign employers.
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Does Taxenlight provide full HR and payroll services?
Yes. We can maintain HR records, payrolls, ZUS (Social Insurance Institution) registrations and settlements, PIT and PPK data, reports, and ongoing contact with the company.
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Do you serve foreign companies employing workers in Poland?
Yes. We help foreign employers understand Polish obligations, prepare registrations, powers of attorney, notifications, and the settlement process.
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Can you combine HR and payroll with accounting?
Yes. HR and payroll services can be combined with accounting in Poland, tax reporting, legal services, and support for the foreign owner.
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Do you help with ZUS payer registration?
Yes. If your company needs to register as a payer of contributions in Poland, we can help determine the scope, prepare the data, and combine the registration with subsequent settlement processing.
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What documents are needed to get started?
Typically, you need employer details, employee details, contracts, salary information, tax returns, insurance details, absence history and previous settlements.
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Do you prepare ZUS DRA, RCA and RSA declarations?
Yes. As part of our service, we prepare monthly ZUS settlement documents, as well as notifications, deregistrations, and corrections, if necessary.
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Do you support PIT-11 and annual information?
Yes. We prepare annual payer data and information, including PIT-11 forms, in accordance with the agreed scope of services and data provided by the employer.
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