Payroll Outsourcing
- Timely and error‑free payroll
- Full security of payroll data
- Confidentiality of salaries – including management compensation
Payroll outsourcing – who is it for?
Payroll outsourcing is most commonly used by:
- medium-sized companies employing 50 – 300 employees,
- large organizations employing several hundred or several thousand people,
- companies with foreign capital,
- organizations rapidly increasing employment,
- companies in a phase of growth, restructuring or mergers,
- shared service centers,
- entities with a decentralized organizational structure.
This solution is designed for HR Directors, CFOs and Management Boards who:
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want to minimize the risk of payroll errors,
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expect a stable and predictable cost model,
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need operational continuity without the risk of staffing absences,
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want to relieve the HR department of operational payroll administration,
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require full compliance with labor law and tax regulations (HR compliance).
What does payroll outsourcing include?
We can provide payroll-only outsourcing (payroll calculation), which covers full payroll processing, statutory payments and payroll reporting, or we can take over the entire HR and payroll function, including personnel administration and employee documentation.
Our cooperation model is adapted to the client’s organizational structure and business needs.
Most of our clients choose comprehensive HR and payroll outsourcing, entrusting us with all HR back‑office processes.
If you also need HR administration support, see:
Payroll calculation
– comprehensive payroll
processing,
– handling employment contracts and civil law contracts,
– calculating sickness and maternity benefits,
– processing deductions and bailiff seizures,
– preparing payment instructions for net salaries,
– preparing annual salary statements and PIT declarations.
Settlements with ZUS, tax office and public institutions
– preparing ZUS, tax office and PFRON declarations,
– handling PPK and PPE,
– corrections of
settlement documents,
– support during ZUS and tax inspections,
– ongoing monitoring of legislative changes.
Before switching providers, consider: HR and payroll audit before provider change.
Reporting and financial support
– payroll reports for finance and controlling,
– files for accounting and ERP systems,
– vacation accrual reports
(optional),
– summaries for internal and external audits,
– separate reporting for CFO and Management Board.
Payroll digitalization and automation
As part of our services, we provide:
– electronic payslips and PIT forms,
– access to the Asistar Employee Portal,
– integration with ERP and HRIS systems,
– the ability to work in SAP, Xpertis or the client’s system,
– support for working time settlement (T&A).
Systems and technology
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We use renowned HR and payroll systems: SAP and Xpertis.
We also invest in proprietary tools supporting payroll automation, reporting and data security.
We offer the possibility of working:
– on our systems (full outsourcing model),
– on systems used by the client,
– in a hybrid model – combining client infrastructure with our solutions.
Thanks to a flexible technological approach, we can adapt to the organization’s IT architecture, corporate group requirements and global reporting standards.
Salary confidentiality and executive payroll
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In medium and large organizations, payroll data of top management requires special protection.
This applies in particular to:
– management board members,
– C‑level executives,
– regional directors,
– key managers,
– individuals covered by bonus and incentive programs.
Executive payroll processing
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We offer a dedicated, segregated payroll process for management staff:
– a limited, named team of specialists,
– strict access control,
– additional security procedures,
– handling managerial contracts and complex bonus schemes,
– separate reporting for CFO and Management Board.
Executive payroll is delivered in accordance with the highest information security standards (ISO 27001).
Already working with a payroll outsourcing provider?
Changing payroll partners does not have to involve risk or payroll interruptions.
We have extensive experience in secure data migrations and process transitions from other providers.
We ensure an orderly transition, parallel tests and full support at every stage.
See how we can safely take over payroll processing in your company:
Payroll outsourcing – key benefits for companies
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Reduction of HR and payroll risk
– continuous monitoring of legal changes,
– expert support in labor law and taxation,
– compliance with current regulations. -
Cost optimization
Payroll outsourcing helps:
– reduce the costs of employing payroll specialists,
– eliminate turnover and absence‑related costs,
– reduce expenses for systems and system updates,
– stabilize the operational budget.
How we work – cooperation model
Payroll outsourcing is implemented through a structured and secure project model that minimizes operational risks and ensures full process control.
01
Analysis of needs and payroll scope
We start with a detailed analysis of the employment structure, systems used, compensation models and internal procedures. We identify risks, industry-specific requirements and reporting needs of the CFO and HR. Based on this, we define the precise service scope.
02
Timeline and SLA
We agree on the payroll schedule, reporting deadlines and operational rules.
We define the SLA, responsibility levels and escalation procedures to ensure transparency and predictability.
03
Data migration and parallel tests
We conduct a secure migration of HR and payroll data and system configuration.
Parallel tests are performed to verify accuracy before go‑live.
04
Operational go‑live
After successful testing, we begin payroll processing according to the agreed schedule, supported by a dedicated team.
05
Ongoing reporting and process optimization
We provide cyclical reporting for finance and HR and recommend improvements to increase efficiency and automation.
The cooperation is long‑term and partnership‑based.
Payroll outsourcing in Poland – where do we operate?
We serve clients in Warsaw, Kraków, Wrocław, Łódź and across Poland.
Online payroll services
Most projects are delivered online.
Communication, data exchange and reporting take place in a secure digital environment using encrypted transmission channels.
The remote model provides:
quick access to payroll specialists,
shorter response times,
efficient document circulation,
reduced operational costs,
full service regardless of client location.
International payroll services
For organizations employing staff in more than one country, we offer multi‑country payroll outsourcing.
We ensure:
cooperation with local partners and experts,
coordination of payroll processes across jurisdictions,
reporting aligned with corporate group standards,
support in local tax and social security regulations,
communication in Polish, English or the local language.
We also have operational experience and local structures in the Czech Republic and Slovakia.
We provide payroll services in accordance with local labor, tax and social security laws, as well as support in Czech, Slovak and English.
Our CEE presence allows us to effectively support companies expanding in Central Europe.
Responsibility, risk and audits – key considerations for large organizations
Responsibility for payroll errors
Payroll errors may result in payroll corrections, employee claims, tax interest and administrative sanctions.
In the outsourcing model, the process is handled by a team of experts based on agreed procedures and SLAs.
The scope of operational responsibility is clearly defined in the contract, increasing security and limiting financial risks.
Financial risk of payroll errors
Incorrect payroll calculations may affect cash flow, financial reporting and employee relations.
In large organizations even a small recurring error can generate significant costs.
Payroll outsourcing minimizes this risk through multi‑level accuracy checks, system testing and ongoing legal monitoring.
Payroll outsourcing and legal responsibility
Outsourcing does not release the employer from statutory responsibility, but it significantly reduces operational risk.
The process is carried out by an expert company with experience, controls and security certifications.
Clear role allocation increases transparency and helps manage legal risks effectively.
ZUS inspections and payroll outsourcing
In the event of a ZUS or tax inspection, we provide substantive support and complete documentation.
We prepare required reports, explanations and cooperate with inspectors on behalf of the client as agreed in the contract.
Our inspection experience reduces the risk of irregularities and speeds up proceedings.
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%.
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.
Do you operate on foreign markets? Check out our offer
International payroll services are a solution that supports companies employing staff across different countries.
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
Payroll outsourcing – find out how we can help!
FAQ
Payroll Outsourcing
How much does payroll outsourcing cost?
Does payroll outsourcing mean losing control over salaries?
Which systems are used for payroll processing?
How long does payroll outsourcing implementation take?
Is payroll outsourcing GDPR‑compliant?
Who is responsible for potential payroll errors?
Can the service be expanded to full HR administration?
Do you support clients during ZUS or tax inspections?
Payroll outsourcing – see how we can support your HR department
If you want to reduce payroll process risk, need a stable cost model and require top‑level data confidentiality – contact our expert.
Would you like to learn more?
Make an appointment!
Schedule a meeting!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
