Comprehensive Payroll Services – Your Solution for Efficient Payroll Management in Your Company

We provide professional HR and payroll services that help businesses meet their obligations under labour, social security, and tax regulations. Our services are especially suited for large companies and corporations that require reliable and modern payroll solutions.

With our comprehensive support, you can stay focused on your strategic business goals while we manage your HR and payroll operations.

How Can ALTO Support You in Payroll?

Employee Registration in the Social Insurance System

Registering employees with the Polish Social Insurance Institution (ZUS) is a legal obligation for every employer. It ensures that employees have access to essential healthcare and social benefits such as public medical care, allowances, or pensions.This process includes registering employees and their family members with ZUS, updating data in case of any changes, and continuously monitoring compliance with legal requirements. Failure to register employees on time may result in financial penalties for the employer and loss of benefits for the employees—making this a critical element of proper business operations.

At ALTO, we provide end-to-end support for the employee registration process within the social insurance system. This service includes:

• Registering new employees with ZUS and updating their data in case of any changes
• Registering employees’ family members to ensure their access to healthcare services
• Monitoring registration deadlines and maintaining ongoing communication with the Social Insurance Institution (ZUS)

Payroll Calculation and Payslip Management

Payroll processing is one of the most complex areas within a company’s operations. It requires taking into account numerous variables such as type of contract, components of remuneration (e.g. bonuses, overtime), deductions, ZUS contributions, PPK contributions, income tax advances, and minimum wage regulations.

Challenges often arise from changes in labour, social insurance, and tax legislation, the complexity of settlements, and the need to meet strict deadlines. Even minor errors in payroll calculations can lead to employee dissatisfaction, financial penalties, or issues with regulatory authorities—making accuracy and up-to-date knowledge absolutely essential.

Our support includes:

1. Salary calculation, covering both base salary and additional components such as bonuses, overtime other components and deductions
2. Generation of detailed payroll lists and clear payslips for employees
3. Preparation of payment instructions / generation of transfer files for salaries, ZUS and PPK contributions, taxes, PFRON, and other relevant obligations

Preparation of Declarations and Settlements for ZUS, Tax Office, PPK, and PFRON (mandatory for companies employing the equivalent of 25 or more full-time employees)

All companies employing staff are required to handle settlements with ZUS, the Tax Office, PPK, and PFRON. Our service includes:

• Preparing and submitting monthly declarations
• Creating payment instructions / generating transfer files
• Managing the ZUS PUE account and handling communication with ZUS

Why does this matter? Timely and accurate settlements ensure that employee benefits are correctly calculated and help employers avoid audits and financial penalties.

HR and Payroll Documentation Management

Properly maintained HR and payroll documentation is essential for the effective operation of any company. Accurate documentation and secure storage of employee records are critical not only for human resource management, but also for fulfilling legal obligations under labour law.

Well-managed documentation ensures that, in the event of an audit or inspection, the company can demonstrate full compliance with applicable regulations.

As part of this service, we:

• Prepare key documents such as payroll lists, payslips, and declarations for ZUS, PIT, and PFRON.
• Establish and maintain employee personnel files and employment-related documents.
• Manage documentation related to employee leaves and absences.
• Monitor the validity of mandatory medical check-ups and OHS trainings.
• Draft employment contracts, annexes, policies, and other necessary documents, including those issued at the employee’s request.

Managing employee benefits and supplementary entitlements

Employee benefit programmes are a key component of HR strategy in any modern company looking to attract and retain top talent. In today’s market, offering more than just timely salary payments is often not optional—but expected.

Our support includes:

• Managing benefit platforms, such as private medical care, sports cards, and group insurance
• Handling benefit-related settlements, including accurate payroll calculations
• Monitoring the validity and expiration dates of employee entitlements

Well-selected and properly implemented benefits enhance employer attractiveness and employee engagement. We ensure that the administration of these programmes is efficient, compliant with regulations, and cost-effective for your business. Internally, we also work closely with insurance brokers who support HR and payroll services.

Support During Audits and Inspections

Audits conducted by ZUS or the National Labour Inspectorate can pose significant challenges due to the need for detailed and properly maintained documentation. Frequent regulatory changes, complex formal requirements, and large volumes of data— e.g. different types of absences and their appropriate recording and calculation, different components and appropriate calculation of tax and social security contributions —demand precision and accuracy.

Non-compliance can result in financial penalties, back payments with interest, or reputational damage.

Moreover, audits can disrupt day-to-day operations, especially in large organisations where HR and payroll processes are more complex due to the scale of employment. With the support of an experienced team and thorough document preparation, the risk can be minimised and the audit process handled smoothly.

As part of this service, we:

• Prepare required documentation for audits
• Represent companies before authorities
• Support clients in post-audit proceedings

With our assistance, companies gain the confidence that inspections will be managed efficiently and that our team will help provide accurate responses to all inquiries from the authorities.

Implementation and Administration of Employee Capital Plans (PPK)

Employee Capital Plans (PPK) are a mandatory long-term retirement savings scheme. With few exceptions, every employer who hires at least one person under an employment or civil law contract that is subject to ZUS contributions—and who expresses interest in joining PPK—is required to ensuring the programme.

An employee may opt out of PPK at any time, but the employer must be aware that the employee has the right to rejoin the scheme at any moment.

Our services in this area include:

• Assisting in the selection of a PPK financial institution and supporting implementation in cooperation with an insurance broker
• Managing the PPK institution’s online portal
• Ensuring accurate PPK-related payroll calculations

PPK is not only a legal requirement—it’s also a valuable tool for enhancing your company’s attractiveness in the job market. Employee Capital Plans help secure the financial future of your employees.

For job candidates, the availability of PPK is a clear sign that the employer cares about their long-term wellbeing by supporting retirement savings. While participation in the programme is voluntary for employees, it provides them with a meaningful opportunity to build financial security.

A well-implemented PPK strengthens the image of the employer as a modern, compliant organisation that offers added value and employee benefits.

What makes our HR services stand out?

1. Modern tools and automation
   We use advanced systems to support payroll and HR process management, minimising the risk of errors. Through automation, we deliver accurate and timely results—giving your company full control over data and settlements.
2. A tailored approach to your business
   We understand that every company is unique. That’s why our services are flexible and customised to fit your needs, regardless of industry or business scale.
3. Data security and confidentiality
   Personal data protection and legal compliance are our top priorities. We ensure full confidentiality and the highest standards of information security.
4. Experience and expert support
   With years of experience, we provide professional guidance and support in payroll and HR management. Our team of specialists ensures that your HR and payroll processes are handled with professionalism and full regulatory compliance.

Advantages of partnering with ALTO

1. Full compliance with labour, insurance, and tax regulations – our services are always aligned with current legal requirements
2. Time and resource savings – outsourcing HR and payroll allows you to focus on the core aspects of your business
3. Cost and process transparency – we provide full visibility through detailed reports and summaries
4. A broad range of services under one roof – by working with tax advisors, legal experts, and insurance brokers, we support our clients in many areas related to HR and payroll

Let’s Work Together

If you’re looking for comprehensive HR and payroll services that ensure compliance and convenience, get in touch with us. Our solutions will save you time to focus on growing your business—while we eliminate the risks associated with errors in documentation and settlements. We also offer dedicated HR support, delivering end-to-end services tailored to your company’s needs.

Learn more about our HR services >>

Trust the experts – choose HR and payroll outsourcing and grow your business with confidence, knowing your workforce operations are in good hands.