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.

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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 Profile Picture

Tanya Zhovna

09/02/2026

Хочу искренне поблагодарить Latwy Start и отдельно Ольгу за отличную работу и поддержку на каждом этапе.

Ольга настоящий профессионал и при этом очень чуткий, внимательный человек. С самого начала она сопровождала меня шаг за шагом: помогала со сбором документов и подробно консультировала, а затем взяла на себя все организационные моменты и полностью сняла стресс, который обычно сопровождает такие процедуры.

С огромным удовольствием рекомендую её всем, кто ценит профессионализм, надёжность и человеческое отношение. И, без сомнений, обращусь к ней снова

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Max

27/01/2026

Получил карту Сталэго Побыта при помощи Latwy Start по корням. Сам в это полностью не вникал. Сказали какие документы нужны и куда нужно прийти. Все сделал теперь карта на руках.

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Denis Litvinov

15/01/2026

Łatwy Start – отличный выбор для IT специалиста, всё работает как часы. Плюсом есть полная прозрачность о том, как и что происходит со стороны выставления фактур и оплат.

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ALEXANDR

28/12/2025

Оформлял карту сталего побыта, меня сопровождала Кристина. Все было хорошо: отношение было доброжелательное, вся информация предоставлялась вовремя, а пояснения были понятными и подробными. Процесс прошёл спокойно и без лишних переживаний.

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Дарина Дробышевская

03/12/2025

Хочу оставить отзыв о работе Latwy Start, а именно о сотрудничестве с Ольгой. Она — профессионал с большой буквы и очень приятный человек.

Ольга помогала мне на каждом этапе: от сбора документов, где она постоянно консультировала меня и предоставляла примеры заполнения, чтобы всё было идеально, до самого посещения ужонда, где она сопровождала меня и полностью сняла стресс, связанный с процедурой.

После подачи Ольга регулярно информировала меня о статусе моего дела и делала всё возможное, чтобы его рассмотрели быстрее.

Я безмерно довольна её работой и обязательно обращусь к ней снова. Сегодня я забрала свою первую карту на 3 года, и точно знаю — без Ольги я бы не справилась!☺️

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Vladimir Drobyshevsky

28/11/2025

Хотел бы оставить положительный отзыв о услугах данного агенства. Мои куратором была Ольга. Получил карту побыта, все понравилось: о всех нюансах получал информацию, на все вопросы Ольга отвечала, даже на самые глупые) Ничего не забыли, результат в виде карты получен, рекомендую!

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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.

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Damien Vice

02/11/2025

Ставлю 1 звезду. Планировал начать сотрудничество через икнубатор. Отправил 3 письма, через мейл и форму на сайте, написал в инсте, сделал 2 звонка (без ответа). Потратил неделю на ожидание. Меня просто проигнорировали. Как можно доверять этому сервису, если фонд не в состоянии ответить на письмо и прислать документы для ознакомления. Жду объяснения

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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!