HR and Payroll Accounting in Poland
Maintaining HR and payroll records in Poland obliges every employer to keep personnel files of employees, issue employment contracts strictly in the prescribed form, comply with deadlines for submitting notifications to ZUS, and store HR documentation for 10 years. An error in any of these points means a fine from the National Labour Inspectorate (PIP) of up to 30,000 PLN or an order with a scheduled inspection.
We provide HR accounting in Poland as a separate service within business accounting services in Poland – for companies in the form of Sp. z o.o. and JDG entrepreneurs who hire staff and want all HR documentation to be in order without having to independently understand the Polish Labor Code (Kodeks pracy).
HR Support: What We Take Care Of
Maintaining HR records in full includes:
- drafting employment contracts (umowa o pracę)
- mandate contracts (umowa zlecenia)
- specific task contracts (umowa o dzieło)
- maintaining personal files of employees (akta osobowe) according to the structure of sections A–E pursuant to the Rozporządzenie MRPiPS
- submitting ZUS ZUA and ZUS ZWUA notifications within the established deadlines
processing leaves, sick leaves, maternity leaves, and calculating seniority (staż pracy) - preparing documents upon termination, including the certificate of employment (świadectwo pracy)
- monitoring trial period deadlines (okres próbny) and notices of termination of employment relations
Each of these points is a separate risk zone. Wherever there is a deadline or a mandatory form, there is also a fine for non-compliance.
HR Outsourcing: From Our Experience
We were approached by the owner of two retail outlets in Warsaw — an Ukrainian entrepreneur who managed HR on his own using templates from the internet. The contracts did not contain mandatory clauses regarding RODO (GDPR), personal files were stored without being divided into sections, and the deadlines for ZUS ZUA were missed twice. A scheduled PIP inspection resulted in a fine of 8,400 PLN and three months to remedy the violations. After transferring the HR service to us, the documentation was brought into order within four weeks.
We see similar situations in companies that are simultaneously addressing the issue of accounting support for Sp. z o.o. — personnel obligations grow along with the number of staff, and it is better to build both processes simultaneously.
Three Situctions Where an Employer Pays the Most
1
Incorrect contract classification
Some companies register foreign workers and local employees under an umowa zlecenia where, in fact, it is an employment relationship — fewer ZUS contributions, no mandatory leave. If a PIP inspector qualifies this as bypassing the Kodeks pracy, the employer pays all back contributions for the entire period plus a fine. The total amount often exceeds 20,000 PLN.
2
Personnel files without structure
Polish legislation requires the division of akta osobowe into parts A, B, C, D, and E. Many people keep documents in a single folder — formally they exist, but during an inspection, this is recorded as a violation. The fact that the documents exist does not exempt the employer from liability for improper storage.
3
Overdue notifications to ZUS
Submitting a ZUS ZUA form when hiring an employee must be done within 7 days. Delays entail a fine and forced collection. With several employees having different hiring dates, this is easy to miss in the operational workload.
When HR Outsourcing Is Not a Good Fit
1
HR outsourcing has a real limitation: you depend on the speed of our response for urgent requests. This is a fair compromise. Therefore, we agree on an SLA in advance — the processing time for standard and urgent tasks.
2
If you already have an in-house HR specialist and internal resources for control — perhaps periodic consultations are enough for you, rather than full support. We say so openly.
3
For those who are just registering a business and resolving the issues of legalizing the employment of the first employees, including obtaining work permits, it makes sense to first deal with accounting for JDG — to understand which form of doing business to choose, and only then build HR processes in the organization.
4
We work with a limited number of clients at the same time — we take on only those projects where we are confident in the quality of HR support at every stage.
Main sectors in which we specialize
IT
E-commerce
Transportation and logistics
Offline trading
Production
Construction services
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Setting Up HR Accounting When Changing Providers
If you're already working with another company but want to switch, this is a work-as-usual situation. We'll take over your work, review your current document flow, including your staffing schedule, orders, and personnel files, and document your previous workflow. You can learn more about this process on the accounting company change page.
If you want to understand whether you have current violations in labor law and HR documentation — we conduct an initial audit as part of managing HR accounting in Poland. No obligations attached, just so you understand the real picture before an inspection comes.
Feedback from our clients
Tanya Zhovna
09/02/2026
I want to sincerely thank Latwy Start and especially Olga for the excellent work and support at every step.
Olga is a true professional and at the same time a very caring, attentive person. From the very start she guided me step by step: she helped me gather the documents and explained everything in detail, and then took on all the organizational matters and completely removed the stress that usually comes with such procedures.
I'm very happy to recommend her to anyone who values professionalism, reliability and a human touch. And I will absolutely turn to her again.
Max
27/01/2026
I got my permanent residence card (karta stałego pobytu) with the help of Latwy Start, based on my Polish roots. I didn't really look into it myself. They told me which documents were needed and where to go. Got it all done, and now the card is in my hands.
Denis Litvinov
15/01/2026
Łatwy Start is a great choice for an IT specialist, everything runs like clockwork. A big plus is the full transparency about how invoicing (faktury) and payments are handled.
ALEXANDR
28/12/2025
I was applying for a permanent residence card (karta stałego pobytu), and Krystyna guided me through it. Everything was fine: a friendly attitude, all the information provided on time, and clear, detailed explanations. The whole process went smoothly and without any unnecessary stress.
Daryna Drobyshevska
03/12/2025
I want to leave a review about Latwy Start, and specifically about working with Olga. She is a true professional and a very pleasant person.
Olga helped me at every stage: from gathering the documents, where she constantly advised me and sent examples of how to fill them in so everything would be perfect, all the way to the visit to the urząd (office), where she went with me and completely took away the stress that comes with the procedure.
After I submitted the application, Olga kept me regularly updated on the status of my case and did everything she could to have it processed faster.
I'm incredibly happy with her work and will definitely turn to her again. Today I picked up my first card, valid for 3 years, and I know for sure - without Olga I wouldn't have managed!☺️
Vladimir Drobyshevsky
28/11/2025
I'd like to leave a positive review about this company's services. My curator was Olga. I got my residence card (karta pobytu) and I liked everything: I received information about all the details, Olga answered every question, even the silliest ones) Nothing was forgotten, the result - the card - is in hand, I recommend them!
Svitlana
21/11/2025
I’m really thankful to Olga for all her help. From answering the questions to receiving the residence permit. The process was smooth and there was no stress. That took only 5 months from application to obtainment.
Damien Vice
02/11/2025
I'm giving 1 star. I was planning to start working with them through the incubator. I sent 3 messages - by email and through the form on the site, messaged them on Instagram, made 2 calls (no answer). I wasted a week waiting. They simply ignored me. How can you trust this service if the foundation can't even reply to a message and send documents to review. Waiting for an explanation.
Andrii Melnychuk
26/08/2025
I highly recommend Łatwy Start! Thanks to them, my two kids and I received 3-year residence cards without any stress. Special thanks to manager Kristina — she was extremely helpful and even managed to speed up the process for my children. Excellent service, very satisfied!