HR administration in Poznań, professional management of employee documentation
HR services cover keeping employee documentation, drawing up contracts and certificates of employment, working time records, settling leave and sick leave, and overseeing medical exams and OHS. We ensure order in the documentation and compliance with the law. At the start of the cooperation we carry out an audit of the personnel files and point out what needs to be completed.
What HR administration covers (HR outsourcing)
We provide HR services, helping companies manage employee documentation smoothly and in line with the law, along with their obligations towards public offices. We take care of a complete set of personnel files, from the first day of work to the issuing of the certificate of employment.
- Preparing all documents related to employment: employment contracts, annexes (changes to terms of employment), terminations, certificates of employment and others.
- Preparing civil-law contracts: mandate, specific-work and management contracts.
- Preparing documents needed to employ a foreigner and A1 applications.
- Keeping personnel files (parts A–E) in paper and electronic form (e-file).
- Keeping working time records based on attendance lists and leave requests from the Client.
- Monitoring the validity of medical exams and issuing referrals for examinations.
- Administering OHS training, in cooperation with an OHS specialist.
- Administering the PUE system and registering sick leave.
- Assisting during PIP, ZUS and tax-office inspections and implementing post-inspection orders.
- Preparing GDPR-related documents: authorisations and statements.
- Documentation for posting employees and the mobility package for international drivers.
- Ongoing labour-law advisory: forms of employment, types and content of employment contracts.
Personnel files, five parts of documentation
The employer is required to keep and store documentation relating to the employment relationship and the personnel files of employees. Personnel files currently consist of five parts:
| Part | Contents |
|---|---|
| A | Documents relating to the recruitment process. |
| B | Course of employment: contracts, medical exams, annexes, training. |
| C | End of employment: terminations, certificates of employment. |
| D | Employee disciplinary liability (penalties for breach of order). |
| E | Sobriety checks and checks for substances acting similarly to alcohol. |
Legal basis: the Act of 26 June 1974, the Labour Code, and the regulation of the Minister of Family, Labour and Social Policy of 10 December 2018 on employee documentation.
The most common documentation errors
The key shortcomings include: keeping originals in personnel files, no chronological order or page numbering, filing documents in the wrong parts, incomplete working time records, no reliable recording of overtime and night work, out-of-date OHS training and medical exams, and incorrect certificates of employment. We will make sure your employment documentation is complete and keep your HR in good order.
Working time records
Working time records are a mandatory register of hours, overtime, on-call time, leave and absences for each employee, required by art. 149 of the Labour Code. We keep them as part of HR, because they are the basis for correct salary calculation and a frequent focus of a PIP inspection.
- Keeping working time record cards.
- Recording hours, on-call time, night work and overtime.
- Registering leave and absences.
- Monitoring overtime limits and rest periods.
- Statements ready for payroll calculation.
Related services: payroll and salary calculation, labour law for business and full payroll and HR services.
Frequently asked questions about HR
What does running HR cover?
Running HR covers setting up and updating personnel files, drawing up contracts and annexes, recording leave and absences, monitoring medical exams and OHS training, and issuing certificates of employment and confirmations of employment. This is the documentation part of the employer's obligations.
What parts do personnel files consist of?
Personnel files are kept in five parts: A (documents relating to applying for the job), B (course of employment), C (end of employment), D (disciplinary penalties) and E (sobriety checks).
How long must personnel files be kept?
If the employment relationship began on 1 January 2019 or later, the documentation is kept for the period of employment plus 10 years counted from the end of the calendar year in which the employment relationship ended. For employment started after 31 December 1998 but before 1 January 2019, the period is 50 years from the end of the employment relationship, unless the employer filed a ZUS RIA information report.
When must a certificate of employment be issued?
Under art. 97 § 1 of the Labour Code, the employer must issue the certificate of employment on the day the employment relationship ends, and if that is not possible, send it to the employee within 7 days.
Do you keep leave records?
Yes. We record annual leave, on-demand leave, unpaid and occasional leave, and we keep track of the leave entitlement depending on length of service (20 or 26 days). We also calculate the leave equivalent when a contract is terminated.
Do you monitor deadlines for medical exams and OHS training?
Yes. We monitor the validity of preventive medical exams and OHS training, issue referrals for examinations and give advance notice of upcoming deadlines, so that employment stays compliant.
Can personnel files be kept electronically?
Yes. Since 2019, employee documentation may be kept electronically (an e-file), equivalent to paper, provided that security and data integrity requirements are met.
What are the penalties for gaps in personnel files?
Failing to keep, or unreliably keeping, employee documentation is an offence against employee rights punishable by a fine of 1,000 to 30,000 PLN (art. 281 of the Labour Code). Gaps are also often revealed during a PIP inspection.
Does HR administration also include payroll calculation?
HR is the documentation part; salary calculation is done as part of the payroll service. Companies most often combine both areas in full payroll and HR services, because the data is shared.
Do you keep working time records?
Yes. We keep working time record cards: hours worked, overtime, on-call time and night work, as well as leave and other absences. The obligation follows from art. 149 of the Labour Code, and the records are the basis for correct salary calculation.
How do you settle overtime?
We settle overtime in line with the Labour Code: with a 50% or 100% pay supplement, or with time off. We also keep track of the annual overtime limits and record it correctly on the payroll register.
What documents are needed to open personnel files for a new employee?
You need, among other things, a personal questionnaire, an employment contract, a medical certificate from the initial examination, a certificate of completed OHS training, information on employment terms (art. 29 of the Labour Code) and documents confirming length of service and qualifications. We arrange the set in parts A, B, C, D and E.
Put your company's HR in order
We will review the state of your personnel files and take over keeping the documentation. Free quote for companies in Poznań.