If a company decides to outsource HR processes and personal files to Mac Auditor, our specialists take comprehensive care of all the duties, and in particular they:

• prepare any documents for the start of employment, such as employment contract, information about employment terms, scope of duties, medical examination referrals,
• prepare any documents required in the course of employment, so called addenda, i.e. amending agreements or amending notices and letters regarding disciplinary punishments, such as admonitions and reprimands,
• signal any employment contracts nearing expiry,
• prepare any documents related to employment termination, i.e. termination by mutual agreement of the parties, by way of notice or without the notice period, as well as employment certificates,
• register employees and their families with the Polish Social Insurance Institution (ZUS), report any changes to the ZUS and deregister employees,
• keep personal files of employees,
• establish the limits of leaves, record all leaves taken and verify the outstanding leaves,
• record any employee absences that affect the salary,
• verify the validity of medical examinations and OHS training,
• prepare replies to letters from bailiffs,
• prepare independent contractor agreements and contracts for specific work,
• issue confirmations of employment.

We provide the services primarily in our accounting firm. If the client so requests, we also handle HR administration at the client’s location. In that case, we additionally contact the employer and the employees. We provide the employer with the documents to be signed (employment contracts, contract terminations, employment certificates), we help employees fill out the employment documents, we provide employees with the documents to be signed, we provide information and explanations. We act in accordance with the HR policy procedures in place at the client’s company. And if there are no such procedures, we develop the model of conduct together with the client.

Every proposal is prepared after we have talked to the client to establish their needs and requirements. We approach every entrepreneur individually, we are open to their suggestions and expectations.

If you decide to outsource HR & payroll processes to Mac Auditor’s professionals, you can be certain that we will adapt our services to your system. Our people are experienced with a number of platforms, which means top-level service for you without the need to train them on how to use the programme. We work or used to work with the following systems:

• ComarchOptima
• Enova365
• SAP Business One
• Rewizor
• Raks Sql

Mac Auditor’s salary payment services include:

• paying basic salaries to employees bank accounts,
• paying the personal income tax withholdings,
• transferring social security, health insurance, Labour Fund and Guaranteed Employee Benefits Fund (FGŚP) contributions to the Polish Social Insurance Institution (ZUS).

An advantage of payment outsourcing is definitely the certainty that deadlines will be observed. The employer is always sure that salaries will be paid on time. Furthermore, the responsibility for any mistakes that may occur will be borne by an external HR & payroll department, who will be the one obligated to clarify any disputable issues with employees. Another advantage is confidentiality of employee salaries and compliance with any standards related to the GDPR.

As part of payroll services, we also offer non-payroll benefits such as medical, sports and other packages. This applies to both the correct settlement of these benefits on payrolls and the administration of non-wage benefits.

We correctly identify the obligation to calculate ZUS contributions and tax, and indicate when ZUS contributions are not calculated and what conditions should be met for this to happen.

Wage benefits have been a tool for motivating employees for years, but recently they have become particularly important due to the constant increase in the number of jobs and the difficulty of acquiring and retaining employees in the company. Workplaces compete in offering employees the best possible conditions, including varied non-wage benefits, tailored to the needs of each employee, or at least the majority of them.

The extension of the current support in the HR and payroll area may include: implementation of the following activities: 

Implementation:

• Pre-implementation analysis (indication of available solutions, budget prediction, the need to modify HR processes).
• Consultations on possible changes to the work and remuneration regulations.
• Support in information campaigns regarding the provision of information to employees about the implemented solution.
• Preparation of documentation necessary to conclude contracts with the solution provider.
• Configuration of HR and payroll software, possible integration with the portal or the system of the solution provider.

Administrative support:

• Ensuring the correct and timely circulation of documents related to the remuneration component / employee benefit
• Administering notifications and resignations of employees
• Administration of changes to packages
• Reporting to the company or institution providing the solution
• Reminder of applicable deadlines
• Support for possible controls and audits in the field of correctness of the processes carried out

Mac Auditor handles the following processes within the Employee Capital Plans service:

Salary calculation taking into account the PPKs:

• Calculating salaries taking into account all the reported PPK contribution changes, enrolments and deregistrations;
• Preparing calculations for reporting and processing of payments for the selected scheme management institution;
• Timely preparation of transfers/bank files related to the scheme.

PPK administration:

• Ensuring proper and timely workflow of PPK documents
• Administering enrolments and deregistrations of employees
• Administering changes to PPK withholdings
• Reporting to the financial institution
• Reminding about the deadlines (e.g. the next default enrolment date)
• Reporting PPK transfers/disbursements
• Handling inspections, if any, conducted by the Polish Labour Inspectorate (PIP) / Polish Development Fund (PFR) / PPK Institution to check the correctness of processes

We also fully manage process implementation:

• Pre-implementation analysis (the moment of entering the scheme, salary analysis – PPK budget prediction, analysis of the need to modify HR processes)
• Consultations with trade union organisations/representatives of employees – support through consultations
• Appointment of a PPK managing authority – support through consultations
• Informing employees about the appointment
• Signing a PPK managing agreement – support through consultations
• Signing a PPK operating agreement for and on behalf of employees – support through consultations
• Recording the notices of termination and voluntary enrolment applications for people aged 55–70
• Preparing a list of people covered by the scheme (annex to the operating agreement)
• Configuring the HR & payroll software, learning the PPK portal

The service involves designating a highly qualified professional of Mac Auditor to handle HR and payroll for the client or support the client in the pre-agreed duties either permanently as the client’s team member until the client finds the right candidate.

In addition to ensuring continuity of service during the absence of team members, our professional may support the client in onboarding new hires and teaching them about the most important issues regarding work in HR & payroll software or the document classification and identification system.

The replacement professional package includes positions from assistants through independent specialists to individuals with competencies of an HR Manager.

With our comprehensive approach to the needs of our customers, we also offer a replacement professional package in the area of financial accounting (job positions from assistants through specialists to individuals with competencies of the CFO) and administration (assistant job).

What are the greatest advantages of this solution?

Continuity of work – regardless of time off, sickness and holiday, because it is our responsibility to provide service to you and perform our obligations.

Cost transparency – the client pays the contractual price throughout the full agreement term and this way does not bear any costs connected with recruitment, sick leaves etc.

Transparent relations – the contract is prepared individually for every job position, it lays down a detailed scope of duties and any change is each time discussed and introduced by way of an addendum after it has been approved by the client.

Regular access to up-to-date expert knowledge – our professionals keep raising their qualifications, they have vast experience in running various forms of business and they are continuously supported by our team of experts.

Our clients may transfer the whole burden of such audits to Mac Auditor’s specialists. This way the entrepreneur:

• saves the time they would otherwise have to devote to preparing the documentation and handling the visit of the auditor,
• protects access to their premises as the inspection takes place in designated rooms at Mac Auditor’s location,
• is certain that all documents are properly prepared; we additionally answer the auditor's questions based on many years of on our experience in HR,
• is kept informed about every stage of the inspection.

Within an employment contract, we prepare and submit to relevant authorities and institutions the following on behalf of our clients:

• Registration declarations ZUS ZUA, ZZA, ZCNA, ZIUA, ZWUA
• Settlement declarations ZUS DRA, RCA, RZA and RSA
• Information about the data required for establishing accident insurance ZUS IWA
• Tax declarations PIT-11, PIT-4R, PIT-8AR, IFT-1, IFT-1R, 
• Declaration of monthly contributions to the Polish Fund for Rehabilitation of the Disabled (PFRON) DEK-I-0 and the annual declaration DEK

Our experience in HR & payroll allows us to handle assignments involving corrective projects and declaration corrections. We assist entrepreneurs who have unexplained employment situations with the ZUS for various reasons. As a part of the service, we verify mistakes, prepare correct documents and submit them with the right institutions. The scope of service is prepared on a case-by-case basis. We also help our clients to change their accounting firm to completely eliminate future errors in declarations. Every client can count on our support during inspections by the ZUS or the tax authority. Mac Auditor’s specialists take all the obligations towards the authorities upon themselves, while the entrepreneur is kept informed about every stage.

According to the applicable laws, every employer in Poland is obligated to keep personal files of their staff members. Every file includes information about four stages of the employee’s life at the company:

• A – documents from before the employment (employment certificates, diploma etc.)
• B – hiring documents (contract, medical certificate, OHS training)
• C – documents issued after employment termination (employment certificate, notice of termination)
• D – the place for storage of documents connected with disciplinary matters or employee’s liability under separate regulations.

As of January 2019, employers have the option of keeping personal files in an electronic form. E-files offer a number of advantages.

First of all, they save office space as employers do not have to dedicate an extra room to an archive to store records. They also gain financial savings – there is no need for security measures in the form of alarms, locked cabinets or separate documentation access procedures to prevent unauthorised access to employee data.

The e-file system takes some load involving onerous and time-consuming tasks off the HR staff and allows them to focus on more challenging duties. Besides, keeping electronic records guarantees full compliance with the GDPR requirements.

Another solution to bring a company to a next level in terms of staff administration is the e-leave system. This is an investment in employee self-service. If employees are allowed to handle simple HR processes on their own, they gain more freedom and self-control. The HR & payroll department saves the time it would otherwise spend manually re-writing documents. Automation of cyclical tasks, related e.g. to calculating replacements or sending documents, improves the performance of every user.

With e-leave, employees may apply for holiday leave, child-rearing leave, parental leave, overdue leave, unpaid leave, leave on demand or childcare leave on their own by electronic means. This environmentally friendly solution grants the employer, the employees and HR departments full access to the applications and allows them to easily monitor their statuses.

The e-file and e-leave service forms a part of the full HR & payroll service. If you outsource it to Mac Auditor’s specialists, you can be sure that staff documentation will be kept accurately and securely, and in conformity with the applicable laws. At the client’s request we can additionally keep records not only in an electronic format but also as hard copies. The service is adapted to client on a case-by-case basis.

Based on our experience in working with documents and with software for electronic document workflow, we recommend Comarch DMS and Microsoft Sharepoint.

Comarch DMS (Document Management System) is a tool for simple modelling of various document workflow processes. The highly developed functions help to implement and streamline electronic workflow of e.g. cost invoices, contracts, requests, employee submissions, and to process requisitions or technical documentations.

Advantages of the programme:

• protection from loss of data; we keep documents in an electronic format, destruction of the hard copy is not a problem,
• automated and shorter processing time for electronic documents,
• quick document transmission,
• cost reduction through limitation of paper documents,
• comprehensive handling of company correspondence, from system level and app level,
• reminder about documents pending decisions.

The next tool that we recommend is a Microsoft app – Sharepoint. Its advantages definitely include its compatibility with the Microsoft operating system, which makes it available from the level of a website, an app and a system.

With Sharepoint we can count on:

• quick registration of incoming and outgoing documents,
• streamlined document approval process based on parallel and sequential approval paths,
• optimised time of full document workflow,
• monitoring of physical document location,
• access and change control.

With Comarch HRM, you are effectively supported in managing your team, your administrative work is streamlined and your HR & payroll processes are optimised.

Here are the features of the Comarch HRM employee portal:

• working time management and work schedule overview,
• requests and approvals of leaves, absences, business travel,
• list of employees and their qualifications,
• recruitment support,
• periodic performance reviews,
• access to the app for all employees,
• internal communication platform,
• training recordkeeping,
• document library.

They gain access to the leave schedule and to their own training schedule all in one place. They may quickly request a leave or report an absence or a business trip. Furthermore, every employee can easily check their Employee Capital Plan (PPK) participation status and declared contributions. They also prepare a relevant declaration if they want to change the declared contributions or change their PPK participation status.

With Comarch HRM, your employees also gain access to the intranet – an internal company network which is an excellent platform to publish information and documents.

Microsoft Power BI is another tool of this kind. It is used primarily for business analytics, and due to data visualisation it permits creating transparent reports.

With Power BI, entrepreneurs can:

• follow the achievement of the KPIs,
• visualise data on maps,
• create complicated and complex charts,
• build dashboards.

Microsoft Power BI is a tool based on familiar solutions – Excel. It makes it possible to use data from various sources. You do not have to spend a lot of money to make a full use of all the functionalities (the basic version is free). If you use a CRM, you can fully configure the tools.

Another tool we recommend is Comarch BI Point. With the programme, the entrepreneur is able to discover comprehensive and multidimensional analyses to support business decision-making.

Product features include:

• generation of creative reports and analyses to improve company management and decision-making for the growth and success of the business,
• availability of all documents that have been generated as they are uploaded to a cloud,
• appealing presentation of data, taking into account the objectives and assumptions of the management – Dashboard.
• full responsiveness of the tool, permitting work on both computers and portable devices (smartphones, tablets),
• guaranteed data security, constant archiving and limited access,
• a possibility of combining data from various sources, both internal data and e.g. economic indices.

Automation of HR and payroll processes can take place thanks to the introduction of appropriate software in the company. Thanks to the appropriate system, employees can count on support, among others. in terms of:

• calculating the remuneration due along with a bonus,
• schedule planning, attendance analysis,
• payment of pension and sickness contributions,
• generating PIT returns, employment certificates,
• sending tax returns.

Successful implementation of automation can prove to be a challenge for many companies. In this case, it is worth using the services of specialized companies that have had the opportunity to test various software and IT specialists who will select the appropriate tools for the needs and requirements of the company.

Enterprise Resource Planning (ERP system) is software for businesses designed to integrate all the internal processes. An ERP system creates an interactive environment to support companies in analysing and managing the business processes connected with all areas of activity, i.e. finance and accounting, fixed assets, marketing, sale and purchasing, stock and inventory, production, maintenance and design.

The impact of an ERP system on an enterprise is tremendous. Since corporate data and processes are all “gathered” in the ERP system, a company may adapt the functioning of particular departments and improve the required processes.

The most important advantages of ERP software are:

• lower operating costs,
• uniform infrastructure,
• lower management and operating costs,
• better collaboration,
• better overview of company information,
• improved efficiency.

Furthermore, a properly deployed ERP system may foster quick business growth. Recognising the importance of the endeavour, we recommend that you implement the software in accordance with your needs and requirements with support from IT specialists.