Outsourcing of HR and Payroll

Outsourcing HR and payroll is a way to save time, ensure compliance, and increase HR efficiency. Check how we can relieve your company by providing comprehensive HR and payroll services.

Request an offer

Request an offer

HR and Payroll Services

Daily HR and payroll tasks consume time and resources, and Polish labor law regulations can change overnight. For this reason, more and more companies outsource payroll processing, employee record management, ZUS declaration submissions, and other HR and payroll services to external specialists. This helps optimize operational costs, ensure compliance with current labor regulations, and guarantee continuity of HR processes.

One of the companies in our group - Contract Administration - is responsible for providing HR and payroll services. Ensure efficiency and security within HR and payroll processes in your organization. Learn how our solutions can improve your HR and payroll operations.

HR and Payroll Outsourcing at Contract Administration - our support

Many companies have entrusted us with HR and payroll responsibilities, recognizing the tangible benefits. Our clients include large corporations as well as small and medium-sized enterprises because our services are flexible and scalable.

We employ specialists who optimize HR and payroll processes and are fully up to date with current legislation. We use state‑of‑the‑art IT solutions that benefit both employers and employees. For us, HR and payroll outsourcing means taking full responsibility for this business area, which is why our offer is so comprehensive.

We offer our clients full HR outsourcing and payroll outsourcing services.

Full HR Services:

Managing employee documentation (personnel files) – paper-based or electronic file (E‑File)
Preparing employment contracts, civil law contracts, and handling formalities related to employment termination on behalf of the client
Preparing HR and payroll documentation, including employment certificates and other employee documents in traditional or electronic form
Ongoing HR administration, including determining employee rights such as annual leave and statutory severance
Informing employees about expiring medical examinations and health & safety training
Monitoring changes in labor law regulations
Ongoing HR administration, including determining employee rights such as leave
Regular preparation of HR reports
Supporting the client in communication with external institutions in the event of inspections by the National Labour Inspectorate or ZUS

A full list of services included in HR outsourcing is available on the website of one of our companies – Contract Administration.

Full Payroll Services:

Calculating salaries and all employee allowances, as well as settling contractor agreements
Preparing reports and payroll lists for employees and contractors
Handling Employee Capital Plans (PPK)
Calculating ZUS contributions and payroll tax advances
Submitting tax declarations to the Tax Office and contribution declarations to the Social Insurance Institution (ZUS)

A full list of payroll services (payroll processing) is available on the Contract Administration website.

Benefits of HR and Payroll Services at CA

Outsourcing HR and payroll with us means a whole new standard. We fully adapt to the client's needs and effectively solve problems related to this area. Our clients can rest assured knowing their HR and payroll services are managed by experts.

What do we provide for our clients?

We take over HR and payroll duties, relieving the internal HR department.

By choosing our HR and payroll services, you no longer have to worry about overloading your internal HR team. We take over time-consuming processes such as calculating salaries and contributions, preparing reports, managing employee documentation, and sending declarations. Your HR specialists can fully focus on successful recruitment and employee development – their core responsibilities.

HR processes operate within interconnected regulations covering labor law, tax law, GDPR, ZUS, PIT, PPK, and PFRON. HR and payroll outsourcing integrates these requirements into cohesive procedures, reducing legal risks through ongoing regulatory monitoring, standardized processes, and secure systems ensuring compliance at every stage of employee service.

We ensure compliance with current regulations

Tax regulations and labor law hold no secrets for us. We continuously monitor legal updates and offer HR and payroll outsourcing that eliminates the risk of errors for companies.<

PPK – employer obligations and how outsourcing supports them

Employers are required to:

Implement Employee Capital Plans
Sign management agreements
Manage PPK operations
Calculate and transfer contributions on time
Maintain documentation related to employee participation

We ensure proper execution of PPK obligations through automated calculations, data accuracy control, and ongoing process adjustments to regulatory changes. This minimizes risks of errors, delays, or formal discrepancies.

PIT and employer tax obligations in the outsourcing model

Personal income tax settlement includes calculating tax advances and preparing PIT-11 and PIT‑4R declarations, in accordance with tax regulations.

We ensure correct tax compliance through:

Automation of payroll processes
Data accuracy verification
Procedures ensuring personal data security in line with GDPR requirements

We offer attractive HR and payroll service pricing

When looking for HR and payroll service costs, remember that outsourcing is flexible and scalable. Our offer supports large, medium, and small enterprises, enabling tailored service scope based on real needs and financial capabilities.

We ensure continuity of HR services

Outsourcing HR and payroll ensures uninterrupted service, especially in smaller companies. Our support remains reliable year-round, including during holidays.

We guarantee full data security

We use software that ensures the highest level of data protection. Employee information is secured in accordance with GDPR and our internal safety procedures.

The scope of processed data includes:

Identification data, information related to employment, salaries, working time, and – solely as required by law – data necessary for fulfilling employer obligations regarding taxes, social insurance, and employee benefits.

Due to the nature and volume of processed data, adequate organizational and technical safeguards must be applied to ensure compliance with personal data protection regulations.

Outsourcing HR and payroll significantly reduces the risk of data breaches by ensuring expert-level legal knowledge, standardized procedures, and continuous compliance monitoring. This minimizes risks from outdated regulations, improper document handling, or unauthorized data access.

Secure HR systems are essential for GDPR compliance. Software used in HR and payroll must ensure access control, data encryption, activity logging, and secure document archiving, including electronic personnel files (e‑files).

Labor law defines the scope and retention periods for employee documentation. ZUS regulations require processing data necessary for insurance obligations and benefits. Tax regulations (PIT) require proper handling of personal data in tax declarations and settlements.

ZUS and insurance obligations - we eliminate the risk of errors

ZUS support includes:

Registration and deregistration of employees and contractors (ZUS ZUA, ZZA, ZWUA)
Updating insured and payer data
Preparing and sending settlement documents (DRA, RCA, RSA)
Correcting ZUS documents
Contact with ZUS on behalf of the client (clarifications, letters, responses)
Support during ZUS inspections
Monitoring deadlines and regulatory changes

Errors in ZUS documentation may lead to corrections, penalties, and inspections. HR and payroll outsourcing minimizes this risk through automation, legal monitoring, and multi-stage data verification.

We report to PFRON

The obligation to report to PFRON applies to employers with at least 25 full‑time equivalent employees. This requires correct employment indicators and timely declarations.

We ensure correct PFRON reporting through data verification, automated reporting, and compliance with regulations related to employing people with disabilities.

We use modern HR tools

We provide small and medium-sized companies access to modern HR technologies, including working time registration, electronic documentation, and employee portals. These user-friendly tools contribute to reduced turnover and higher employee satisfaction.

See how we work when taking over HR and payroll duties

Clients benefit from reliable HR and payroll services and transparent cooperation based on proven standards. Here is how the process works in 5 steps:

Step 1. Needs Analysis

We tailor our approach to each client. Having worked with companies across many industries, we understand specific expectations and offer optimal HR and payroll solutions that reduce errors and operational costs.

Step 2. Contract signing

We prepare a transparent contract outlining responsibilities, schedules, and reporting methods.

Step 3. Implementation

We take over and organize HR and payroll documentation, migrate data to our systems, and define workflows and responsibilities to ensure a smooth transition.

Step 4. Ongoing HR and payroll administration

A dedicated team handles all HR and payroll duties, stays compliant with deadlines and regulations, and prepares necessary reports and HR summaries.

Step 5. HR and payroll reporting

Reporting includes preparing summaries, analyses, employment documents, salary data, contributions, and various required statements for finance, management, and external institutions (ZUS, Tax Office, GUS).

HR and Payroll Outsourcing - what’s the added value?

Still wondering if HR and payroll outsourcing is right for your company? Here are its main advantages.

By outsourcing HR and payroll, you gain professional support from experienced experts, access to modern tools, and standardized processes that streamline HR operations. This allows you to focus on core business areas instead of time-consuming administrative tasks.

Key benefits of HR and payroll outsourcing:

Optimization of operational costs – turning fixed costs into variable
No risk of errors made by inexperienced employees
Precise working time settlement with advanced tools
Highest level of data protection compliant with GDPR
Compliance with ever-changing Polish regulations
Continuity of HR and payroll services, even during holiday periods
Access to expert advice
Modern software friendly to employers and employees

HR and Payroll Outsourcing – FAQ

Check out the most frequently asked questions:

What is HR and payroll outsourcing?

It is the delegation of HR and payroll responsibilities to external specialists. The service can be fully comprehensive.

Does working time settlement fall under HR and payroll services?

Yes, it is an additional service that supports accurate salary calculation using modern tools.

Can clients receive support during ZUS inspections?

Yes. Our specialists support clients during external inspections. Cooperation with us also reduces the likelihood of irregularities.

Is HR and payroll outsourcing suitable for small businesses?

Absolutely. Small and medium-sized enterprises greatly benefit from cost reduction and process automation. Our services are flexible and scalable.

How much does HR and payroll outsourcing cost?

The price depends on the scope of services and project scale. We always prepare an individual offer. Key pricing factors are described in the article on HR and payroll outsourcing costs.