HR administration Poznań, personnel files and employee documentation without errors
HR administration means keeping full employee documentation: personnel files, contracts, leave and certificates of employment in line with the Labour Code. We organise the documentation and keep to deadlines, so that your company is ready for any National Labour Inspectorate (PIP) inspection.
What HR administration includes
HR administration at E&P Service means order in the documents and certainty that every change in employment is documented in accordance with the regulations. We take care of a complete set of personnel files from the first day of work to the issuing of the certificate of employment.
- Setting up and maintaining personnel files in parts A, B, C and D.
- Drawing up employment contracts, annexes and termination notices.
- Recording leave, sick notes and absences.
- Monitoring the validity of medical examinations and occupational health and safety training.
- Issuing certificates of employment, statements and reports.
Personnel files, the four parts of the documentation
Personnel files are kept in four parts, and their structure stems from the regulation on employee documentation:
| Part | Contents |
|---|---|
| A | Documents from the job application. |
| B | Course of employment, contracts, annexes, examinations, training. |
| C | End of employment, termination notice, certificate of employment. |
| D | Disciplinary penalties. |
The most common errors in documentation
From practice: most often what is missing is up-to-date medical examinations, signatures on the scope of duties or a correctly calculated leave entitlement. Keeping documentation unreliably is an offence subject to a fine of up to 30,000 PLN (art. 281 of the Labour Code), we put the files in order before an inspector does.
Related services: payroll and salary calculation, labour law for business, working time records and full payroll and HR services.
Frequently asked questions about HR administration
What does HR administration include?
HR administration includes setting up and updating personnel files, drawing up contracts and annexes, recording leave and absences, monitoring medical examinations and occupational health and safety training, and issuing certificates of employment and statements. This is the documentation part of an employer's obligations.
What parts do personnel files consist of?
Personnel files are kept in four parts: A (documents from the job application), B (course of employment), C (end of employment) and D (disciplinary penalties). This division stems from the regulation on employee documentation.
How long are personnel files kept?
For employees hired after 1 January 2019, files are kept for 10 years from the end of the year in which the employment relationship ended. For earlier employment a 50-year period applies, unless the employer filed a ZUS RIA information report.
When must a certificate of employment be issued?
A certificate of employment is issued without delay on the day the employment relationship ends, in accordance with art. 97 § 1 of the Labour Code. If that is not possible, the employer sends it to the employee within 7 days.
Do you keep leave documentation?
Yes. We record annual leave, leave on demand, unpaid leave and special leave, and we keep track of the leave entitlement that depends on length of service (20 or 26 days). We also calculate the cash equivalent for unused leave upon termination of the contract.
Do you keep track of medical examination and OHS training deadlines?
Yes. We monitor the validity of preventive medical examinations and occupational health and safety training and notify of upcoming deadlines, so that employment remains compliant with regulations.
Can personnel files be kept electronically?
Yes. Since 2019, employee documentation may be kept in electronic form, equivalent to paper, provided that the requirements for data security and integrity are met.
What is the penalty for gaps in personnel files?
Failing to keep, or keeping unreliably, employee documentation is an offence against employee rights subject to a fine from 1,000 to 30,000 PLN (art. 281 of the Labour Code). Gaps are also often revealed during a National Labour Inspectorate (PIP) inspection.
Does HR administration also include salary calculation?
HR administration is the documentation part; we carry out salary calculation as part of the payroll service. Most often firms combine both areas in full payroll and HR services, because the data is shared.
How does HR administration differ from working time records?
HR administration is employment documentation: personnel files, contracts, leave and certificates of employment. Working time records are a separate obligation under art. 149 of the Labour Code, recording hours worked, overtime and absences. The two areas complement each other, and we keep the records as a separate service.
What documents are needed to set up the personnel file of a new employee?
To set up a personnel file you need, among others, a personal questionnaire, an employment contract, a medical certificate from the preliminary examinations, a certificate of completing occupational health and safety training, information on the terms of employment (art. 29 of the Labour Code) and documents confirming length of service and qualifications. We arrange the complete set in parts A, B, C and D.
Put your company's HR administration in order
We will check the state of your personnel files and take over keeping the documentation. A free quote for firms from Poznań.