HR · Payroll · ZUS · PPK

Payroll and HR services for employers in Poland.

We manage day-to-day HR and payroll processes, from employee documentation and salary calculations to ZUS, PPK and management reporting. We also support employers hiring foreign nationals and posting employees abroad.

HR and payroll delivered under one service standard.

We support employers engaging employees and contractors in Poland. Our team maintains HR records, calculates remuneration and prepares ZUS, PIT and PPK settlements.

The engagement may cover the entire HR and payroll process or selected activities. Every client has a dedicated contact person, an agreed operating timetable and access to documents and reports through the inPL client portal.

Employment compliance
documents and processes aligned with applicable requirements
Digital workflow
secure access to records regardless of location
Reporting
monthly reports tailored to the organisation
Four languages
day-to-day support in PL · EN · UA · RU

01 Scope of service

Comprehensive payroll
and HR outsourcing.

We can take responsibility for the complete HR and payroll process or an agreed part of it. The service covers employee records, payroll calculations, statutory settlements and reporting according to a timetable agreed with the client.

  • Maintenance of employee records and personnel files
  • Preparation of employment contracts, mandate contracts, contracts for specific work, amendments and other agreed documents
  • Documentation relating to onboarding, changes in employment terms and offboarding
  • Records of leave, absences and working time based on data supplied by the client
  • Payroll preparation and individual remuneration records
  • Calculation of remuneration under civil-law contracts
  • Settlement of bonuses, allowances, deductions, benefits and other payroll components
  • Calculation of personal income tax advances and ZUS contributions
  • Preparation and electronic submission of ZUS registration, deregistration and settlement documents
  • Preparation of benefit documentation submitted to ZUS
  • Preparation of payroll-related tax returns and information, including PIT-11 and PIT-4R
  • PPK administration within the agreed scope
  • Preparation of employment and remuneration certificates
  • HR and payroll reports and data for accounting and management
  • Preparation of payment schedules or payment files for salaries and statutory liabilities where included in the agreed service scope

Preparing payment files does not mean that inPL automatically executes the transfers.

02 HR administration

Employee and contractor documentation.

We provide ongoing HR administration from the start of employment or cooperation through to its termination. Documents are prepared using information supplied by the client and in line with the agreed division of responsibilities.

Onboarding

Employment documents, information on employment terms and other agreed records required when hiring an employee or engaging a contractor.

Personnel files and ongoing records

Maintenance and updating of employee records, amendments, declarations and other documents related to the employment relationship.

Working time, leave and absence

Records and payroll inputs prepared from information supplied by the client according to the agreed timetable.

Offboarding

Documents related to the termination or expiry of a contract, including employment certificates and required settlement records.

03 Payroll

Payroll calculations
and monthly processing.

We prepare monthly payroll using documents, working-time records and information supplied by the client. Items requiring confirmation are agreed before payroll is closed.

Payroll

Salary calculations taking account of working time, absences, bonuses, allowances and other submitted payroll components.

Civil-law contracts

Statements and remuneration calculations for mandate contracts and contracts for specific work.

Deductions, benefits and final settlements

Agreed deductions, benefits, adjustments and payments connected with the end of employment or cooperation.

Payment data

Payment schedules or bank files prepared within the agreed scope. The client approves the data and executes transfers unless the contract provides for a different operating model.

04 ZUS · PIT · PPK

Employee settlements
and employer compliance.

Using maintained records and approved payroll data, we prepare registrations, returns and information required from the employer. The precise filing process depends on the powers of attorney granted and the agreed service model.

ZUS registrations and settlements

Preparation and electronic submission of registration, deregistration and settlement documents within the agreed scope.

Benefits and ZUS documentation

Documents relating to sickness, care, maternity and other benefit settlements, based on information received.

Payroll PIT

Calculation of personal income tax advances and preparation of required returns and information, including PIT-11 and PIT-4R.

Employee Capital Plans

PPK administration within the agreed scope, including participant data, contribution calculations and information required for settlements.

05 Foreign employees

HR and payroll support for foreign employees.

We help employers organise the documentation needed to employ foreign nationals in Poland. Payroll and HR administration can be combined with a review of documents confirming lawful residence and access to the Polish labour market.

Review of the right to work

We review the residence and work documents provided and identify formalities that should be completed before employment starts or continues.

Employer documentation

We prepare agreed documents and notifications falling within the employer's responsibilities and coordinate their circulation.

Document expiry dates

We help organise information on document validity and deadlines for actions required from the employer or employee.

Multilingual support

Communication with the employer and employee is available in Polish, English, Ukrainian and Russian.

06 Posted workers

Payroll for employees posted abroad.

We support employers temporarily posting employees from Poland to work in other countries. The scope is agreed individually because the applicable obligations depend on the host country, the duration of the posting and the employee's circumstances.

Posting documentation

Agreed HR and payroll documents relating to the posting and the data needed to settle the employee correctly.

Remuneration and allowances

Payroll based on submitted information on working time, place of work, allowances, benefits and the rules applicable to the particular posting.

Social insurance and A1

Support in preparing data and documentation needed to determine the applicable social-security system and apply for an A1 certificate.

Tax settlement and reporting

Payroll settlements and agreed reports based on information concerning work performed abroad. Tax obligations in the host country are assessed separately for each case.

07 Starting our cooperation

A controlled transition to outsourced payroll
and HR.

Before the service starts, we agree responsibilities, the data-transfer timetable and monthly processing deadlines. The transition is tailored to the number of workers, engagement models and the client's existing HR and payroll process.

  • 01

    Responsibilities and scope

    We define which activities are handled by inPL, which inputs are supplied by the client and who approves data before payroll closes.

  • 02

    Data and documentation transfer

    We receive agreed employee and contractor data, HR records, balances, payroll information and other inputs required to continue processing.

  • 03

    Initial completeness check

    We confirm whether the materials are sufficient to start. Missing documents and discrepancies are identified; a detailed audit of historical payroll can be agreed separately.

  • 04

    Parallel run where appropriate

    For larger or more complex processes, a comparison period may be agreed before full operational handover.

  • 05

    Go-live

    We establish the calendar for data submission, payroll approval, filings, reporting and operational communication.

08 Data security and service continuity

Employee data handled through an organised process.

HR and payroll records contain information requiring appropriate organisational protection. Data-transfer methods, access rights and responsibilities are therefore agreed before the engagement begins.

Agreed exchange channels

Documents and information follow an agreed workflow instead of being dispersed across numerous messages and recipients.

Access for authorised users

Documents and reports are available to users nominated by the client in line with their roles and responsibilities.

Service continuity

The client has a dedicated contact person backed by a team of specialists, reducing dependence on the availability of one individual.

Confidentiality and personal data

Employee data is processed only to the extent necessary to deliver the agreed service and in accordance with the contracts in place and applicable data-protection rules.

09 Legal support for employers

Payroll and HR supported by employment-law expertise.

HR matters may require a legal assessment in addition to documents and payroll calculations. In such cases the operational service can be combined with support available under the Legal Shield service.

Employment documents and internal rules

Support with preparing or updating contracts, workplace rules, procedures and other employment documents.

Changes and termination

Legal assessment of proposed changes to employment terms, notices, termination agreements and other employer decisions.

Employee disputes and inspections

Support in disputes with employees and matters arising from inspections by competent authorities.

Foreign employees and postings

Legal support for matters extending beyond routine HR and payroll administration.

10 Why inPL

Why employers entrust payroll and HR to inPL.

Effective payroll and HR administration depends on timely processing, an organised flow of information and a clear division of responsibilities. We structure the process around workforce size, engagement models and the way the business operates.

  • 01

    Dedicated contact backed by a team

    A named contact handles day-to-day communication, with specialists available for HR records, payroll and statutory settlements.

  • 02

    Experience across engagement models

    We support employees, contractors, persons engaged under contracts for specific work, foreign nationals and posted workers.

  • 03

    Complete or modular service

    We can handle the full HR and payroll process or selected tasks aligned with the client's internal organisation.

  • 04

    Professional liability insurance

    The service is covered by professional liability insurance appropriate to the scope of work performed.

  • 05

    Support in four languages

    Day-to-day communication is available in Polish, English, Ukrainian and Russian.

11 Related services

Payroll and HR can form part of wider business support.

12 Contact

Let's discuss payroll
and HR in your company.

During the initial consultation we establish the number of workers and contracts, the required HR and payroll scope, PPK, foreign employees, postings, data-transfer arrangements and reporting needs. We then prepare a defined scope of work and a specific quotation with no obligation.

Book a consultation +48 512 895 895