HR Outsourcing in Poland
- Full compliance with labor law in Poland
- Digital employee documentation
- Secure HR administration without increasing your HR team’s workload
We help our clients not only manage employee documentation but also digitize HR processes by implementing:
employee digital files
Employee Portal
time and attendance tracking system (RCP)
electronic document workflow
HR outsourcing – for which companies?
HR outsourcing – We most often support:
- large organizations employing hundreds or thousands of employees,
- medium-sized companies employing 50 to 500 employees,
- companies with foreign capital,
- shared service centers (SSC/BPO),
- manufacturing companies,
- logistics organizations,
- IT and technology companies,
- enterprises expanding operations in Poland.
The service is particularly valued by:
- HR Directors
who want to reduce the time spent on HR administration.
- CFOs
who expect regulatory compliance and predictable service costs.
- Boards and CEOs
who want to reduce HR risk and ensure process continuity.
Check to see if, in addition to HR administration, you’re also interested in payroll processing.
When should you consider HR outsourcing?
the number of employees is growing rapidly,
the HR department is overloaded with administration,
the company is implementing e-files or document digitalization,
there are difficulties keeping up with labor law changes,
the organization is preparing for an audit or inspection,
a foreign company is starting operations in Poland,
the current provider does not meet expectations.
Scope of services – what does HR administration outsourcing include?
Personnel file management
We provide full administration of employment-related documentation.
– maintaining personnel files,
– preparing contracts and amendments,
– employment certificates,
– certificates of employment,
– documentation related to changes in working conditions,
– monitoring contract deadlines.
ZUS and public administration services
– employee registrations and deregistrations,
– ZUS documentation,
– preparation of data for GUS,
– support during ZUS and PIP inspections,
– ongoing HR consultations.
Employee entitlements management
Within the service, we monitor:
– leave limits,
– notice periods,
– periodic medical examinations,
– health and safety training,
– parental rights,
– employee absences.
Digital personnel files
More and more organizations are abandoning paper personnel files in favor of digital documentation.
We therefore offer the implementation and maintenance of an E-files solution that enables documentation to be managed in compliance with labor law and GDPR requirements. Benefits:
– quick access to documents,
– reduced paper archiving,
– easier preparation for inspections,
– increased data security,
– complete history of employee documentation.
Employee self-service portal
As part of the service, clients can use the Asistar Employee Portal.
Employees gain access to:
– HR data,
– HR documents,
– electronic leave requests,
– payslips,
– information on absences.
This allows the HR department to reduce administrative inquiries and focus on strategic activities.
Working time settlement (RCP) – time and attendance tracking
One of the most common sources of HR and payroll errors is incorrect time tracking.
We offer solutions supporting:
– working time tracking,
– overtime settlement,
– shift work,
– work schedules,
– integration with HR and payroll systems.
Although we offer standalone HR administration outsourcing, most of our clients decide to entrust full HR and payroll services. Combining both areas improves data flow, reduces the risk of errors, and ensures consistency of HR processes.
HR and payroll outsourcing is a comprehensive service in which our team is responsible for both HR administration and payroll calculation, ZUS settlements, and reporting. This gives your company one partner responsible for the entire HR and payroll function.
Already working with an HR administration services provider?
Changing a partner responsible for HR administration does not have to involve risk or disruption in ongoing employee service.
We have experience in taking over HR processes from other providers and implementing new service models for organizations operating in Poland.
We provide:
a structured document migration process,
verification of personnel file completeness,
support during data transfer,
an implementation schedule minimizing operational risk,
continuity of employee service.
What does the HR outsourcing onboarding look like?
01
Process analysis and needs assessment
We analyze the organizational structure, employment model, and existing procedures.
02
Service scope and SLA definition
We define processes, responsibilities, and the cooperation schedule.
03
Documentation migration
We take over HR documentation and configure technological solutions.
04
Operational start
We begin ongoing HR administration in the agreed model.
05
Reporting and development
We provide continuous support and improvement recommendations.
Systems and technology
We work with:
- SAP,
- Xpertis,
- client systems,
- hybrid models.
Technological solutions enable integration with global HRIS and ERP systems as well as automation of HR processes.
HR administration outsourcing in Poland – key benefits:
-
Reduced HR risk
Continuous monitoring of labor law changes and documentation accuracy.
-
HR process continuity
No risk associated with absences or turnover in the HR department.
-
Lower operational costs
No need to maintain internal infrastructure and systems.
-
Access to experts
Support from HR specialists and labor law experts.
-
HR digitalization
E-files, employee portal, and electronic document workflow.
Why Contract Administration?
ISO 9001 – certified process quality
We hold ISO 9001 certification, which confirms the application of international quality management standards. Thanks to clearly defined procedures, multi-level control, and continuous process improvement, we provide our clients with predictable and high-quality HR services.
ISO 27001 – employee data security
HR data is among the most sensitive information within an organization. ISO 27001 certification confirms that we apply proven data protection procedures, control access to information, and use solutions that minimize the risk of unauthorized access to employee documentation.
Compliance with GDPR and labor law
We deliver HR services in accordance with applicable personal data protection regulations and labor law requirements. We continuously monitor legislative changes, enabling our clients to reduce the risk associated with improper processing of employee data.
Over 1000 HR and payroll outsourcing projects implemented
Over more than 30 years of operations, we have delivered over 1,000 projects related to HR and payroll outsourcing. Our experience spans organizations employing several dozen employees as well as large international companies with workforces numbering in the thousands.
Trusted by over 500 clients
Every day we support more than 500 companies operating across various industries. We work with manufacturing, logistics, trading, and technology companies, as well as organizations with foreign capital, tailoring our service model to their specific needs and business environments.
Nationwide service across Poland
We deliver projects for clients in Warsaw, Kraków, Wrocław, Łódź, and other regions of Poland. Most processes are carried out in a secure online model, ensuring efficient communication and quick access to specialists regardless of the organization’s location.
SAP, Xpertis, and integration with client systems
We work with renowned HR and payroll systems such as SAP and Xpertis. We can also operate on client-used systems or in a hybrid model. This enables seamless integration with existing HR and ERP environments as well as global reporting systems.
Dedicated team of specialists
Each client is supported by a dedicated team of HR experts who are familiar with the organization’s specifics, procedures, and employment structure. This approach ensures efficient communication, quick response times, and service continuity even during dynamic organizational changes.
Support during PIP and ZUS inspections
Inspections by public authorities require complete and properly maintained documentation. We provide substantive support during inspections by the National Labour Inspectorate (PIP) and the Social Insurance Institution (ZUS), assisting in the preparation of required documents and explanations. This helps organizations reduce the risk of errors and shorten the time required to handle inspections.
Over 35 years of experience in HR and payroll outsourcing
We are one of the first companies to offer HR and payroll outsourcing services in Poland. Our experience translates into stable cooperation and proven procedures that allow us to safely support both local businesses and large international organizations. For our clients, this means a partner who effectively supports their business regardless of regulatory changes, workforce growth, or organizational transformations.
HR reporting and access to data
We provide ongoing access to HR data and reports, including:
- employment reports,
- absence summaries,
- leave utilization reports,
- audit data,
- group reporting,
- reports for HR and finance departments.
HR administration services in Poland for international companies
We support organizations with foreign capital operating in Poland.
We provide
- compliance with Polish labor law,
- communication in Polish and English,
- support for global HR teams,
- reporting aligned with corporate group standards,
- experience in the Central and Eastern Europe region.
HR outsourcing and employer liability in Poland
Proper management of employee documentation is crucial during inspections by PIP, ZUS, and other institutions.
We help reduce risks related to:
- errors in employee documentation,
- outdated HR data,
- missed statutory deadlines,
- improper archiving of documents,
- non-compliance identified during inspections.
Case study
Implementation of the Asistar portal with E-File
Volkswagen Group Services is a shared services centre providing support for business operations and complementary services for companies of the Volkswagen Group operating in Europe. The company in Poland employs more than 700 people and continues to grow dynamically.
94%The digitalisation of HR processes has helped the company to reduce the time for selected HR tasks by up to 94%.
In-house HR vs outsourcing
area
In-house HR department
hr Outsourcing
Substitution during absences
On the company side
Provided
Legal updates
Internal training
Included
PIP and ZUS inspections
Internal resources
Expert support
E-files and digitalization
Additional investments
Ready solutions
HR system costs
On the company side
Included or optional
Workforce scaling
Requires expanding the team
Flexible service
HR staff turnover risk
High
On the provider side
Access to labor law experts
Limited
Continuous
We are a trusted partner of over 500 clients!
We have implemented over 1,000 HR and payroll projects – for large corporations employing thousands of people as well as for small and medium-sized companies.
What do our clients say about us?
Since implementing the service, I have had the belief that we have chosen the best HR and payroll partner. During our 5 years of cooperation, this has been confirmed at every step. HR processing, payroll, working time settlement, support during sanctions – in each of these areas Contract Administration provided efficient and professional service. The CA team offered us a great deal of support. I highly appreciate the openness to our needs, the positive atmosphere of cooperation as well as transparent communication.
J
Joanna Czerwony
HR Manager and Proxy, Medmix Poland
Contract Administration fulfils its obligations conscientiously and on time. Its activities are characterized by flexibility, professionalism and a comprehensive approach
E
Ewa Sitnicka
HR Manager, Cinema City
The extensive experience and high qualifications of the employees translated into effects that met our expectations. We particularly value the commitment and high quality service as well as the openness to adapt the offer to our needs
Ł
Łukasz Wierzbicki
Vice President of the Management Board, XL Energy Marketing
FAQ
HR Outsourcing:
Frequent questions
What does HR outsourcing include?
How much does HR outsourcing cost?
Is HR administration outsourcing compliant with GDPR?
Is it possible to use only digital employee files?
Do you support foreign companies employing staff in Poland?
What does changing an HR administration services provider look like?
Want to learn more?
Schedule a meeting!
Book a meetingCheck our offer of HR administration in Poland, Czech Republic and Slovakia
See also
HR and payroll outsourcing – step by step
How to get ready for HR and payroll outsourcing and what should you pay attention to?
Contract Administration Sp. z o. o.
Wronia 10
00-840 Warsaw
Poland
Office reception: +48 22 295 32 00
NIP: 526-001-29-88, KRS: 0000028831,
REGON: 012548510. The District Court for the
capital city of Warsaw, XIII Commercial Division
