We answer the most common questions about our services and solutions, to clear up any doubts and help you understand how we can support your company in Poland.
You do – Payroll 360 runs payroll and HR for companies that already have, or are in the process of setting up, a legal entity in Poland (a limited liability company, branch or establishment). We handle employment only on the Polish market and in accordance with Polish law. We are not an Employer of Record, so we do not employ your staff on your behalf; we handle the payroll and HR of your own Polish entity.
An EOR becomes the legal employer of your staff, so you can hire in Poland without your own company — a different service from ours. Payroll 360 works with companies that invest in Poland and set up their own company here: you remain the employer, and we run your HR and payroll from the Polish settlement and compliance side — payroll calculation, ZUS and PIT filings, employee documentation, labour-law compliance and the digitisation of personnel files.
We work with international companies in English. Business communication with you and your head office, including reporting, is handled in English, while day-to-day contact with your employees is provided mainly in written English.
We know the relevant procedures and can support you throughout the process of employing foreign nationals in Poland. This sits alongside the ongoing payroll and HR administration we provide for those employees.
Your Polish payroll and HR data is migrated into enova365, the single system we work on, and whether you keep your own system running in parallel is entirely your decision. If cooperation ever ends, the data can be migrated back out of enova365 to your system.
We prepare reports and data-import files in the structure your accounting or analytics system requires — we simply need that file structure from you. We can also build ready-made reports inside enova365 and give you read-only access to the database we run for you, so you can generate them yourself at any time.
Setting up from scratch takes up to one month. We prepare your enova365 and Płatnik databases, register employees from their first day of employment and configure the payroll rules on the basis of your work and remuneration regulations, which need to be in place before the first run. There is no historical data to migrate, so the timeline depends mainly on how quickly the documentation is ready on your side. The same applies if you already work on enova365, where we verify the existing database instead of transferring anything.
A handover from another provider usually takes up to three months. We export your data, map it into migration tables, import it into enova365 and then run parallel calculations, comparing our results with those produced by your current provider. Those comparison runs are repeated until the figures match, and we only go live once they do. Your existing provider keeps processing payroll until that moment, so there is no gap in service and no month without a payslip.
It depends on each person’s status – everyone is settled in accordance with Polish law, but employees working permanently in Poland are handled differently from those delegated on shorter contracts. We apply the correct treatment based on each person’s individual status.
We prepare the declarations and the transfer files, and you make the actual payments. This keeps control of the money with you, while we handle the calculations and compliance.
We advise and help you adapt your procedures to Polish law, though advisory is usually a separate service from the monthly payroll and HR handling. Our responsibility covers the work we perform, as defined in the contract.
In our contract, Payroll 360 takes responsibility for delivering the service correctly and on time, and only appropriately qualified specialists are assigned to your account. Our business is additionally insured, which provides cover for any losses arising from inadequate service.
As a rule, Polish labour law requires documents to be in Polish. At the request of a foreign employee who speaks another language, a contract or other labour-law document can be drawn up in parallel in that language.
It depends on your needs and the division of duties set in the contract – full HR and payroll, or payroll only, usually delivered remotely (online) and in some cases with a permanent on-site representative. Pricing depends on several factors, the main ones being the number of people served and the scope of our responsibility.
Document handover follows the security procedures of our ISO management system. All documents are described and listed in a handover protocol, after which we arrange an appropriate form of transport and physical protection (containers for confidential documentation).
Payroll 360 has held ISO 27001 certification for information security since 2016, and the standard requires regular audits by external certification bodies.
When cooperation ends, we hand back to you all files, documents, data carriers and data created during the service. The return takes place within 7 days, on the basis of a handover protocol.
If a personal-data breach is identified or suspected, we immediately begin analysing the incident and taking action to limit its effects, and we notify you at the same time with the available information on its nature, potential consequences and the corrective steps taken. Notification is made without undue delay and no later than 24 hours after detection, in line with our procedures and the data processing agreement – well within the time you need to meet your own 72-hour reporting obligation to the supervisory authority (UODO) as data controller.
The core of our team consists of experts and senior HR and payroll specialists, most with well over a decade of experience, allowing us to serve our clients at the highest level. Our knowledge also lets us audit companies and share good practice on how HR and payroll functions should operate.
Experience is one of the key factors affecting service quality in our industry – in our case, over 20 years of payroll and HR practice in Poland, serving dozens of clients and thousands of employees.
As part of the service, Payroll 360 takes over contact with the authorities and takes an active part in inspections – within the scope of our responsibility – keeping you informed of progress throughout. Inspections are often carried out at the Payroll 360 office, so they don’t take up your time or space.
We already serve foreign-owned companies and branches of international corporations, most often in the manufacturing and services sectors. These companies typically employ between 50 and 500 people.
You are looked after by a dedicated team of specialists with one main account manager supported by deputies, and the size of the team depends on the scale of cooperation. If someone is absent or on leave, the service is taken over by the other members of the team, so there is no break in your service.
