Additional services: policies, ZFŚS, PFRON and OHS for companies
Additional services supplement ongoing service with documents and tasks that arise periodically: work and pay rules, ZFŚS handling, PFRON settlements, GUS reports, OHS service, an HR & payroll audit and representation during inspections. We deliver them on a one-off or cyclical basis, tailoring the scope to your company's needs.
Scope of additional services
Not every company need fits within the monthly service. We also deliver internal workplace documents and one-off and periodic tasks, from rules, through OHS and special settlements, to attendance at an inspection.
- Work rules, pay rules and ZFŚS rules, and annexes to existing documents.
- Handling the Company Social Benefits Fund and calculating the contribution.
- PFRON settlements and DEK declarations.
- GUS statistical reports.
- OHS service: initial and periodic training, documentation and supervision, with an OHS specialist.
- HR & payroll audit and documentation review.
- Representation during ZUS and PIP inspections.
- Training, implementations and taking over documentation from a previous office.
Work and pay rules
We draft rules based on the company's real processes, not a ready template from the internet. As a result, the document responds to situations that actually happen and protects the employer during disputes and inspections. Work rules and remuneration rules are mandatory with at least 50 employees; for 20 to 49 people they are introduced at the request of the company trade union organisation, and smaller companies may introduce them voluntarily.
| Number of employees | Work and remuneration rules |
|---|---|
| up to 19 | Voluntary. |
| 20–49 | At the request of the trade union organisation. |
| 50 and more | Mandatory (if there is no collective agreement). |
ZFŚS, the fund and the contribution
The Company Social Benefits Fund is, as a rule, set up by employers who, as at 1 January, employ at least 50 employees in full-time equivalents. The contribution is calculated as a percentage of the average pay announced for the purposes of the fund, and because the basis changes each year, we update the calculation in every calendar year. Benefits from the fund depend on the employee's life, family and financial situation (the social criterion). We also draft the ZFŚS rules and handle the fund account.
OHS for companies
We deliver OHS service in cooperation with an OHS specialist and combine it with running HR, so that the deadlines for medical exams and training are kept in one place. The employer may not allow anyone to work without up-to-date OHS training and valid preventive medical exams, which is why keeping track of these deadlines is part of the HR service.
- OHS training, initial and periodic, tailored to positions.
- Keeping OHS documentation and training cards.
- Occupational risk assessment for workstations.
- Participation in establishing accident circumstances and accident documentation.
- Supervision of working conditions and monitoring medical exam deadlines.
Audit and support during inspections
An HR & payroll audit is a review of documentation, contracts, working time records and settlements for compliance with the regulations. It points out errors and risk areas before an inspection catches them. Below are the most common situations in which companies reach for additional services:
| Situation | Service |
|---|---|
| Change of accounting office | Audit and takeover of documentation. |
| Employing 25+ people | Determining and settling PFRON. |
| Statistical obligation | GUS reports. |
| Announced inspection | Preparation and representation before ZUS/PIP. |
Related services: labour law advisory, HR administration, HR audit and full payroll and HR services.
Frequently asked questions about additional services
When must a company have work rules?
Work rules are mandatory when the employer has at least 50 employees. For 20 to 49 employees, the rules must be introduced at the request of the company trade union organisation. Smaller companies may introduce the rules voluntarily, they order the way work is done and protect the employer.
Who must set up the ZFŚS?
The Company Social Benefits Fund (ZFŚS) is, as a rule, set up by employers who, as at 1 January, employ at least 50 employees in full-time equivalents. Companies employing 20 to 49 FTEs set up the ZFŚS at the request of the trade unions. Smaller employers may opt out of the fund, informing employees in the adopted manner.
How is the ZFŚS contribution calculated?
The ZFŚS contribution is calculated as a percentage of the average monthly pay in the national economy announced for the purposes of the fund. The basis and the contribution rate change in successive years, so we update the calculation every year. The funds are transferred to a separate fund account within the statutory deadlines.
What does OHS service for companies cover?
OHS service covers initial and periodic training, keeping OHS documentation, occupational risk assessment for workstations, participation in establishing the circumstances of accidents at work, and supervision of working conditions. We deliver the scope in cooperation with an OHS specialist, in line with labour law.
How often are periodic OHS training courses repeated?
The frequency of periodic training depends on the type of position, for manual positions as a rule no less than once every 3 years, and for particularly hazardous work once a year. For administrative and office positions, periodic training may not be required where the risk is low. We monitor the deadlines as part of the HR service.
What are the penalties for missing OHS training or medical exams?
Allowing an employee to work without the required OHS training or up-to-date medical exams is a breach of the employer's obligations, revealed during a PIP inspection and punishable by a fine. Keeping track of the validity of exams and training is part of our HR service.
Do you settle PFRON payments?
Yes. We determine the obligation to pay PFRON, calculate it for employers with at least 25 people in full-time equivalents, and prepare DEK declarations. We also help take advantage of reductions when cooperating with sheltered workshops.
Do you prepare GUS reports?
Yes. We prepare the obligatory GUS statistical reports on employment and pay (including Z-03, Z-06) based on the company's HR and payroll data and submit them within the required deadlines.
What is an HR & payroll audit?
An HR & payroll audit is a review of documentation, contracts, working time records and payroll settlements for compliance with the regulations. It points out errors and risk areas and recommends fixes before a PIP or ZUS inspection catches them.
Do you represent the company during ZUS and PIP inspections?
Yes. On the basis of a power of attorney we take part in ZUS, PIP and tax-office inspections within the scope of HR and payroll, prepare documentation, provide explanations and help implement post-inspection recommendations.
Can additional services be ordered without ongoing service?
Yes. Work rules, ZFŚS handling, a PFRON settlement, a GUS report, OHS service, an audit or representation during an inspection can be ordered on a one-off basis, independently of ongoing payroll and HR services. The scope and cost are agreed individually.
How much do additional services cost?
The cost depends on the scope and workload, a one-off audit or set of rules is priced differently from cyclical reporting or OHS service. We prepare the quote individually after establishing the company's needs.
Need support beyond the ongoing service?
We will prepare rules, ZFŚS and OHS handling, a PFRON settlement or an HR audit. Free quote for companies in Poznań.