HR audit in Poznań, order in personnel files and HR documentation
An audit of personnel files and HR documents is a thorough check of employee files for completeness, formal correctness and compliance with current labour law and GDPR.
What an HR audit covers
An HR audit at E&P Service is an organised review of all employee documentation, personnel files, working time records and internal regulations concerning employees. We carry out the audit at the start of cooperation or as a one-off individual assignment.
- Review of personnel files in parts A, B, C, D and E.
- Review of internal regulations.
- Check that medical exams and OHS (occupational health and safety) training are up to date.
- Verification of contracts, annexes and information on employment terms.
- Check of the working time records required by art. 149 of the Labour Code.
- A report with a list of gaps, a risk assessment and a remediation plan.
What a PIP inspection pays attention to
A National Labour Inspectorate (PIP) inspection pays particular attention to the legality of employment, the validity of medical exams, working time rules and OHS conditions. The inspector verifies whether civil-law contracts are justified and do not meet the criteria of an employment relationship. Unreliable keeping of employee documentation is an offence under art. 281 of the Labour Code, punishable by a fine of 1,000 to 30,000 PLN.
| Inspection area | Most common gap |
|---|---|
| Personnel files | Incomplete parts A–E, missing required documents. |
| Exams and OHS | Expired medical exams and OHS training. |
| Working time | Missing working time records (art. 149 of the Labour Code). |
| Contracts | Missing information on employment terms, incorrect annexes. |
Related services: HR administration and personnel files, working time records and full payroll and HR services after the audit is completed.
Frequently asked questions about the HR audit
What is an HR audit?
An HR audit is a review of employee documentation for compliance with the Labour Code and the regulation on employee records. It covers personnel files (parts A, B, C, D, E), working time records, contracts, medical exams and OHS (occupational health and safety) training. The result is a report listing gaps and risks together with a plan to remedy them.
When is it worth carrying out a personnel files audit?
An audit is worth carrying out when taking over the service from another office, after a change of the person handling HR, and during rapid growth in headcount. Order in employee documentation gives the business owner peace of mind to focus on running the company.
What does a PIP inspector check in personnel files?
The PIP inspector checks, among other things, the completeness of personnel files in parts A–E, whether medical exams and OHS (occupational health and safety) training are up to date, the correctness of contracts and information on employment terms, and the keeping of working time records required by art. 149 of the Labour Code. Gaps in documentation are an offence under art. 281 of the Labour Code, punishable by a fine of 1,000 to 30,000 PLN.
How long does an HR audit take?
The time depends on the number of employees and the state of the documentation. An audit of a company with a dozen or so people usually takes from a few days to one week, from the review of the files to a report with recommendations.
What does an HR audit report contain?
The report contains a list of gaps in the personnel files and other documentation, a risk assessment (e.g. out-of-date medical exams, missing working time records), a list of documents to be completed and the order of actions. We provide the client with ready-to-use HR forms to complete.
Can you take over running HR after the audit?
Yes. The audit is a natural prelude to ongoing service, after tidying up the documentation we take over the day-to-day running of HR and payroll. This is a safe way to start cooperation: order first, then full payroll and HR services.
How long must personnel files be kept?
For employees hired after 1 January 2019, personnel files are kept for 10 years from the end of the calendar year in which the employment relationship ended. For earlier employment, the general rule is 50 years, unless the employer filed a ZUS RIA information report. The audit checks whether the documentation is archived in line with these periods.
How much does an HR audit cost?
The cost depends on the number of employees and the scope of documentation to be reviewed. We use individual quotes. Get in touch, after a short conversation we will assess the workload and present a free quote for the audit.
PIP inspection on the horizon? Start with an audit
We will check the personnel files and working time records, point out the gaps and help remedy them. A free quote for an HR audit for companies in Poznań.