HR services and payroll calculation in Poland
HR and payroll are not just a “monthly accounting routine.” They are a high-risk zone for foreign business in Poland. An error in salary calculation, a missed deadline for submitting a declaration to ZUS, an improperly drafted employment contract, or the lack of a work permit for a foreign employee – each of these “minor issues” turns into a fine, a legal dispute, or the blocking of bank accounts.
Progress Holding takes over the full cycle of HR services and payroll calculation, becoming a reliable local HR and finance department for your Polish subsidiary. We free you from operational burdens, ensuring flawless compliance with Polish labor and tax legislation, and provide CFOs, HR directors, and auditors at headquarters with transparent, accurate, and timely information about HR processes and personnel costs.
When do international companies need professional HR services in Poland?
Foreign entrepreneurs and international corporations turn to us in a wide variety of situations, but they are all united by one goal: to delegate complex Polish HR bureaucracy to professionals and focus on business development.
Typical scenarios in which we take over HR processes:
- A foreign company entering the Polish market and needing to build HR records from scratch
- Hiring the first employees in the Polish subsidiary
- Legalizing the employment of foreign employees from third countries (Ukraine, Belarus, Georgia, etc.)
- Peak workloads during mass hiring or seasonal work
- Preparation for an HR audit or an inspection by the National Labor Inspectorate (PIP)
- Optimizing personnel costs and organizing HR documents
- Replacing a local HR specialist or payroll accountant
- Opening a new branch or representative office in Poland
In each of these cases, the lack of a systematic approach leads to specific financial, legal, and reputational risks.
What is included in comprehensive HR services and payroll calculation from Progress Holding?
We don’t just “calculate salaries” and “file paperwork.” We build a full-fledged HR and payroll support system that works for your business 24/7 and integrates with the processes of your headquarters.
Payroll calculation and tax compliance:
- Preparation of payslips and accurate calculation of advance income tax payments (PIT)
- Correct inclusion of sick leave, vacations, and other social benefits in payslips
- Timely submission of declarations to ZUS and tax authorities (Urząd Skarbowy)
- Notifying ZUS about hiring and promptly deregistering employees and their family members
- Preparation of complete annual employee reporting in the PIT-11 form
- Calculation and payment of taxes, control of all payment deadlines
Comprehensive HR record keeping:
- Maintaining employee personal files: systematic storage of documents with career history, education, qualifications, and achievements
- Tracking vacations and sick leave in compliance with all Labor Code norms
- Preparation, adaptation, and termination of employment contracts considering Polish norms
- Development of corporate HR policies and internal procedures
- Organization and documentary support of business trips
- Reliable archiving of HR documentation in accordance with statutory deadlines
Legalization of foreign employees:
- Obtaining work permits (zezwolenie na pracę) for citizens of third countries
- Support in residence legalization procedures
- Consultations on optimal schemes for hiring foreign personnel
Training, occupational health, and safety:
- Instructing employees on the correct completion of HR documentation
- Organizing the acquisition of medical certificates (badania lekarskie)
- Conducting occupational health and safety (BHP) training
- Training managers on the basics of Polish labor law
The cost of the service is transparent and depends on the number of employees, the volume of HR operations, and the complexity of processes. No hidden fees.
Why do international companies trust Progress Holding with HR processes?
Progress Holding is not just an external contractor. It is a strategic partner that, over 22 years of operation, has built an HR support system for dozens of international corporations and foreign entrepreneurs in Poland.
- Local finance and HR department in Poland. We act as a full-fledged extension of your financial and HR service, integrating into the processes of the headquarters in Berlin, Amsterdam, London, or New York. CFOs and controllers receive transparent reporting on personnel costs in a format compatible with your internal systems.
- 22 years of expertise. Our specialists know Polish labor legislation, the practices of ZUS, Urząd Skarbowy, and PIP, and the specifics of working with foreign companies. We understand what reporting standards CFOs of international corporations require.
- Coordination with headquarters. Your HR department and financial service receive transparent and timely information about HR processes, personnel costs, and compliance with all regulatory requirements.
- Support in 4 languages. We work in English, Polish, Ukrainian, and Russian. This eliminates any misunderstandings between the headquarters, the Polish subsidiary, employees, and government authorities.
- Individual approach and flexible pricing policy. We adapt the cost of services to the size and scale of your enterprise, ensuring the maximum price-to-quality ratio. Our task is not just to provide a service, but to create an optimized solution that contributes to the development of your business.
- Dedicated specialist. Your company is assigned a dedicated expert who knows the entire history of the business and resolves absolutely all HR issues – from hiring the first employee to preparing annual reporting.
- Continuous improvement. We regularly conduct seminars and training sessions for our staff to ensure they are always up to date with the latest changes in Polish labor and tax legislation.
What are the risks of lacking professional HR accounting in Poland?
Poor management of HR processes and payroll calculation is not a “minor inaccuracy.” It is a chain reaction of problems that can cost the business a lot.
Financial consequences:
- Fines from ZUS for missed deadlines for submitting declarations and paying contributions
- Penalties and additional assessments from the Tax Office for errors in PIT calculation
- Lawsuits from employees for incorrectly calculated salary or vacation pay
- Cash flow gaps due to incorrect planning of personnel costs
Legal consequences:
- Fines from PIP (National Labor Inspectorate) for labor law violations
- Issues with the legality of employment of foreign employees
- Annulment of work permits in case of violations
- Blocking of bank accounts in case of serious violations
Operational and reputational consequences:
- Loss of key employees due to poor HR administration
- Disqualification from tenders and public procurement
- Loss of trust from the headquarters, investors, and banks
- Difficulties in attracting financing or selling the business
- Reputational losses in the Polish labor market
Entrust HR processes to professionals who know the local specifics inside out and have years of experience working specifically with foreign clients.
Contact us – and ensure flawless HR accounting
We will promptly assess your HR needs, select the optimal solution, and take over the entire cycle of HR services and payroll calculation – so you can calmly grow your business in Poland, knowing that HR processes are under the reliable control of professionals.
Consultation in English, Polish, Ukrainian, or Russian.