Keeping records of working time is an essential activity from the point of view of both the employer and the employee, but it is also one of the basic obligations of the employer. The register should be kept for each employee separately. Detailed information contained in the employee’s working time register is used to control compliance with the regulations on the working day, correct calculation of remuneration and other benefits under the employment relationship.

Carefully kept records of working time allow us to believe that the employer cares about its employees, and the entire process with great professionalism. What are the obligations to keep records of working time? Who should keep records of working time? We will answer these and many other questions in our article.

Mandatory information in the working time records

The basic obligation of every employer is to keep records of working time for people who have been employed by them under an employment contract. The purpose of such records is to correctly determine the amount of remuneration and other benefits resulting from work.

According to the current regulations, the working time records should contain information on:

It should be remembered that different rates of pay apply for overtime, as well as for overtime, as well as at night, on Sundays or holidays.

The introduction of the change on the recording of the number of hours worked is intended to control compliance with the provisions on the so-called working day. From 1 January 2019, the employer must also provide the number of hours of on-call time and the start and end times of work, indicating where the work took place. All this in order to be able to determine whether the right to an 11-hour uninterrupted daily rest period to which an employee is entitled has not been violated.

Speaking of the number of hours worked, the regulations require the working time record to also include the type and length of sick leave and other excused absences from work. Of course, we are also talking about unexcused absences.

In a situation where an employee receives a day off, the employer must indicate the reason for it (e.g. a day off for an average five-day working week, a day off for work on a Sunday or holidays).

The working time records do not include information related to applying for holiday leave.

Process outsourcing is the practice of delegating specific business processes or services to an external company or supplier. Check what you can gain by delegating keeping records of the employee’s working time to other entities.

Keeping records of working time

Working time records can be kept in paper or electronic form. Remember to store it in such a way that it will not be damaged. Working time records should be kept throughout the entire period of employment of the employee, as well as for the next 10 years, counting from the end of the calendar year in which the employment relationship was terminated or expired.

Period of storage of the employee’s working time records

How long press time records can be kept is regulated by Article 94(9b) of the Labour Code.

“The employer is obliged to store employee documentation for a period of 10 years, counting from the end of the calendar year in which the employment relationship was terminated or expired, unless separate regulations provide for a longer period of storage of employee documentation.”

The method of recording working time has changed, and even before 1 January 2019, the period of storing employee documentation was as long as 50 years! The changes took place with the introduction of Art. 7. Act of 10 January 2018. At that time, some acts were amended and the period of storage of employee files was shortened.

Forms of keeping records of working time

To a large extent, how the working time records will be kept depends on the employer. The legislator allows him to choose from two available forms, paper or electronic.

If the employer decides to use a paper version, he will have to protect it against destruction, damage, loss, but also so that it does not fall into the wrong hands. The working time record card with detailed information should be placed in a special room where it will not be threatened by weather conditions, i.e. humidity and temperature.

Electronic records of working time should be kept in accordance with what is specified in Chapter 3 of the Regulation. Chapter 4 also sets out detailed rules of conduct in a situation where the employer is forced to transfer employee documents between electronic systems.

Attendance list and working time records

What is the difference between an attendance list and a timesheet? The attendance list is only a document that confirms the start and end time of work. The law does not impose an obligation to conduct it, and it is the employer himself who decides whether he needs this form of control. It should be remembered that these are two different documents and cannot be used interchangeably.

Working time records are mandatory and contain much more information than the attendance list itself, which tells about the time of starting work, the time of its end, or the length of unexcused absences of the employee.

According to Art. Article 149 of the Labour Code:

“The employer keeps records of employees’ working time for the purpose of correct determination of his remuneration and other work-related benefits.”

An employer who does not keep records of working time may receive a fine of PLN 1,000 to even PLN 30,000. The attendance list can only supplement the working time records.

The attendance list is only to confirm whether the employee has arrived at the workplace. The working time records include other detailed information, such as contractual working hours, overtime, work on Sundays and holidays, sick leaves, and data on whether the employee has taken holiday leave.

What documents should be included in the working time records?

The regulations governing keeping records of working time are contained in the Regulation of the Minister of Family, Labour and Social Policy of 10 December 2018 on employee documentation.

Storing employee documentation is the responsibility of every employer. According to the above-mentioned Act, the employer should store:

Of course, there are many more of these documents, but it is impossible to list them all. The regulations introduced by the legislator clearly state what must be included in the working time records and what employee documentation the employer should have access to. For more detailed information, please visit Regulation of the Minister of Family, Labour and Social Policy of 10 December 2018 on employee documentation.

Which employees are not covered by working time records?

Records of the employee’s working time do not need to be kept in the case of employees who manage the workplace on behalf of the employer. Employees employed in the task-based work system are also an exception to the rule. They belong to employees who receive a lump sum for overtime or night work. In their case, the employee’s working time records are not necessary.

In their case, simplified working time records are used. It consists in the lack of obligation to document working hours. However, keeping limited records does not exempt the employer from other requirements, which include:

Irregularities and their consequences

Failure to keep records of working time is treated as a violation of employee rights, as is violation of working time regulations. Such actions are an offence punishable by a fine of up to 30 thousand. PLN. If there is a suspicion of falsification of the register, the PIP inspector may apply to the court for suspicion of committing a crime. Then the consequences can be much more severe. However, honest employers should not be afraid of inspections. Even if there are minor deficiencies in the records caused by purely technical problems, the inspector will probably only make a note – without criminal consequences.

Keeping employee records (payroll) – using the services of an external company can protect you from irregularities in the documentation and legal consequences.

Summary – working time records

Working time records are the most important element of the documentation of recording working time in a company. Its absence may result in problems in the settlement of working time, as well as the payment of due remuneration. The employer is obliged to keep such records and keep an eye on it, they show the hours worked, the start and end times of work.

New technologies, allowing for more efficient data processing, have become the main ally of business in the implementation of the sustainable development strategy. Digital transformation has also revolutionized the way people manage human resources, and platforms for digitizing and automating HR processes are currently experiencing their period of prosperity. How do new technologies support sustainable human resource management?

Sustainability has long ceased to be just a trend and has become an important and integral part of business operations. This was due to, m.in, progressive climate change, greater awareness of corporate governance principles and the importance of employee rights, but also EU regulations that impose non-financial reporting obligations on companies. We are talking about the Corporate Sustainability Reporting Directive, published on 16 December 2022 in the Official Journal of the EU. The ESG reporting requirement (first for 2024) will apply to public interest entities that have so far had a non-financial reporting obligation under the NFRD, but in the coming years it will apply to other groups of enterprises. It is therefore not surprising that the business community is already reviewing its sustainability strategies and implementing solutions that allow for more effective and measurable activities. The HR industry is an extremely important part of this puzzle, and new technologies allow you to effectively combine business goals with care for people and the planet.

– All paths towards sustainable human resource management lead through technology. Companies should reinvent HR, the modern one, based on data, algorithms, and artificial intelligence – says Andżelika Majewska, Vice President of LeasingTeam Group. – Digital solutions bring measurable environmental benefits, but also significantly improve formalities between the employer and the employee. They allow you to optimize onboarding, HR and payroll processes and increase operational efficiency. This is crucial at a time when human labor is becoming more and more expensive, but also in short supply – adds Andżelika Majewska.

Digitization of HR processes

HRM systems have been improving communication between HR and employees for years. The basis of this type of software is a central database, which provides the company with a comprehensive insight into the personnel situation. It is used by both medium-sized enterprises and international corporations. Most HRMS offer modules that allow you to manage working time, salaries or holidays. Along with the development of technology, more advanced solutions are being implemented, facilitating not only the work of HR departments, but also streamlining formalities on the part of employees and bringing measurable environmental benefits. Unfortunately, as LeasingTeam experts note, in many companies HR processes are still based on paper, and HR departments have been neglected for years in the context of digitization. However, this is starting to change, because in an era of complex environmental challenges and growing environmental awareness, paperless is becoming a key element of ESG strategies.

Sustainable development in Polish companies

Numerous studies are conducted in Poland to look at the practices of companies in the area of sustainable development. The results indicate that entrepreneurs are beginning to translate global ESG (Environment, Social, Governance) ideas into specific operational activities. This proves the growing maturity of the business, which sees the potential for long-term benefits. One of the key motivations is also the change in the expectations of customers, who more and more often prioritize environmental and social values over purely economic factors when choosing products or services.

However, growing awareness does not mean that the process is without challenges. For many companies, it is still a financial and organizational burden. Despite this, companies are increasingly looking for solutions that will allow them to combine economic development with care for society and the environment. One area where there is a particularly high commitment is human resource management.

New technologies in the service of sustainable HR

Companies that want to act responsibly and effectively are beginning to notice the key role of digitization of HR processes. Cloud-based solutions, document workflow automation, as well as analytical tools help not only to reduce paper or energy consumption, but also to improve the functioning of the entire HR department. The implementation of modern digital platforms can bring measurable benefits – both environmental and financial.

Technological support for HR processes translates into greater transparency and transparency in areas related to employee competence management or professional development control. It also enables precise monitoring of ESG-related indicators, which makes it easier to report progress towards achieving sustainable development goals. This allows organizations to better manage their human capital and actively build a culture of commitment and shared responsibility.

ESG practices in Polish companies

If you want to take a look at the detailed ESG practices of Polish companies and learn about specific examples of implementations, it is worth reaching for comprehensive studies. One of them is the LeasingTeam Group report “Do companies in Poland care about sustainable development?”, which shows how companies deal with the implementation of the idea of sustainable development in practice. It contains not only research results, but also recommendations and tips for those organizations that are just starting their path in the ESG area.

Competent, meticulous and always ready to help – this is how you can describe Talentina, the perfect assistant for your HR department. Thanks to it, you will gain instant access to expert knowledge in the field of HR and payroll, in accordance with the latest labor law regulations. Instead of wasting time researching on your own, all you have to do is ask her a question. Sounds interesting?

Powered by OpenAI, trained for HR

Talentina operates on the basis of advanced OpenAI artificial intelligence algorithms, which play an increasingly important role in the digital transformation of HR departments. As a result, it can:

– AI can analyze huge amounts of data, for example, to identify candidates who not only have the right qualifications, but also fit into the company’s organizational culture. However, artificial intelligence can also strengthen the competences of HR employees. Talentina has access to current regulations and answers questions in the field of HR and payroll – says Marek Deręgowski, Managing Director at TalentPoint.

Work smarter, not harder

Treat Talentina as a reliable colleague and reliable support in your daily work. Here’s what it can do for you:

No matter what you ask her – Talentina is always ready to support. He speaks the language of advisors, and at the same time is inhumanly effective.

Improved employee experience

Talentina is ready to solve problems and provide help at any time. Thanks to it, you can faster provide employees with accurate and personalized answers to the questions they direct to the HR department. You paste the question, copy the answer and you’re done. For you, it saves time and resources, and for other people employed in the company, it means a better employee experience.

Learn more about TalentPoint and Talentin

TalentPoint is a reliable tool for companies that want to optimize their HR and payroll processes. It will give you more time to grow your business, with the confidence that all aspects of HR are managed professionally and in accordance with regulations.

Visit our website and learn more about TalentPoint and Talentin. Contact us and our experts will show you how we can help your company achieve a new level of efficiency and innovation in HR and payroll management.

Sustainable developmentIt has long ceased to be just a trend, but has become an important and integral part of business activity. In the face of climate change, but also due to EU regulations, which impose on more and more companies the obligation to report non-financially, entrepreneurs have taken on the burden of responsibility for society and the environment. However, this would not be possible without the use of new technologies, allowing for more efficient data processing or moving away from high-emission data centers. Digital transformation and digitization of processes have also revolutionized the way people manage human resources.

On December 16, 2022, the EU Corporate Sustainability Reporting Directive was published. Its assumptions are primarily intended to oblige companies to reduce the negative impact of their operations on the environment, respect human rights and the principles of social responsibility and corporate governance. In practice, the idea is that all ESG (Environmental, Social, Governance) activities should not be just declarations, but should be supported by data. The ESG reporting requirement will first (for 2024) apply to public interest entities that have so far had a non-financial reporting obligation under the NFRD. However, in the coming years, it will apply not only to large companies or capital groups, but also to small and medium-sized enterprises. It is therefore not surprising that the business community is already reviewing its sustainability strategies and implementing solutions that allow for more effective operations. The HR industry is an extremely important part of this pro-environmental puzzle. At LeasingTeam Group, we use the latest technologies and digitize human resources management processes to support companies even more effectively in fulfilling their social obligations.

– Our customers, just like us, know that all paths of development lead towards technology. Human labor is not only becoming increasingly costly, but also scarce, so companies today must reinvent HR through data, artificial intelligence, and new ways of working to build strength and find paths to new opportunities – says Andżelika Majewska, Vice President of LeasingTeam Group.

Welcome to the digital world of HR

HRM systems have been improving communication between HR and employees for many years. The basis of this type of software is a central database, which provides the company with a comprehensive insight into the personnel situation. It is used by both medium-sized enterprises and international corporations. Most HRMS offers modules that allow you to manage working time, salaries or feedback. At LeasingTeam, we have gone a step further and created an innovative platform that not only facilitates the work of HR departments, but also significantly streamlines formalities on the part of employees and brings measurable environmental benefits. TalentPoint is our proprietary system for handling and automating HR processes. At TalentPoint, the employee fills in the personal questionnaire and all statements online in less than 10 minutes, and the contract is generated automatically based on the data entered and signed electronically. Our software allows you to shorten the hiring process by as much as 75%. In addition, thanks to API integration with the company’s HR and ERP systems, onboarding and HR and payroll processes can be optimized, significantly improving operational efficiency. The platform enables m.in quick process of acceptance and settlement of working time, management of holidays and absences or business trips. The ability to complete all formalities without leaving home translates into reduced commuting and thus reduced greenhouse gas emissions. On the other hand, the implementation of electronic document workflow and electronic signatures allows you to reduce the consumption of paper used for printing, not to mention electricity or toners, by as much as 80%.

– Modern technologies are revolutionizing our workplace. On the one hand, digitization and artificial intelligence are already appearing in many HR-related processes, and on the other hand, HR departments still work with paper documents, scans and Excels. I am convinced that it is time for all of us to have access to tools that will make our daily work easier, simplify processes and allow us to focus on the most important tasks – says Marek Deręgowski, Managing Director at TalentPoint.

Recruitment and remote work

Remote work is most often discussed in the context of convenience for employees and the savings it gives to entrepreneurs. However, the very implementation of technologies that enable working from home brings measurable benefits for the environment, for example by reducing commuting. In addition, smart working promotes work-life balance. Online recruitment, on the other hand, is a great opportunity for HR departments and employment agencies to attract talents from all over the world. New technologies not only facilitate recruitment processes, but also promote diversity and inclusion. This allows HR to actively and effectively work to eliminate potential barriers in the workplace, which is a key element of the ESG strategy. New technologies enable an objective assessment of candidates’ qualifications and competences, and algorithms that analyze data support recruiters in selecting employees based on their skills and experience, leveling the playing field on the labor market.

AI-powered HR processes

Another important step towards achieving sustainability goals may be the introduction of artificial intelligence into recruitment processes. AI algorithms can analyze vast amounts of data to identify candidates who not only have the right qualifications, but also fit the company’s organizational culture. However, AI can also strengthen the competences of HR employees. As part of the TalentPoint platform, we offer an innovative service of a virtual HR assistant. Talentina uses advanced AI algorithms to support specialists in their daily work. The beta version has access to knowledge and current regulations, which allows it to efficiently answer questions in the field of HR and payroll.

Technology for a sustainable future

We have reached a key moment when technology has become the main ally of business in the implementation of the sustainable development strategy and an integral part of the work of the HR industry. New technologies and the digitization of HR processes allow you to effectively combine business goals with care for the planet, thus creating a harmonious and sustainable future.

– Through our actions and investments in new technologies, we not only help customers meet their environmental, social and governance goals, but we also want them to feel that our sustainability is part of their change. LeasingTeam has always been very strongly committed to ethics and employee rights, cultivating the highest values – sums up Andżelika Majewska, Vice President of LeasingTeam Group.

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HR and payroll services refer to all activities related to HR and payroll in a given company. It can be carried out by both internal and external departments, and the scope of activities depends on the specifics of the company. Which is more beneficial? Is using the services of an external company a good solution?

What is HR and payroll services?

These are activities that are performed by HR and payroll departments, accountants or external accounting offices, but also temporary employment agencies. The scope of HR and payroll services is very large and can apply to virtually all aspects of office and accounting work in a given company. HR and payroll departments are primarily responsible for managing the company’s human potential, so this applies to all activities related to hiring employees and paying them salaries.

HR and payroll services – what is the difference?

Although HR and payroll services are usually related activities, it is worth distinguishing between HR activities and payroll activities. What are the differences? The composition of personnel activities includes:

In turn, the payroll department takes into account the following in its activities:

HR and payroll services are often a combined activity, which is why appropriate specialists are hired, who can have both HR and payroll activities in their scope of duties.

HR and payroll within the company or outsourcing?

Any company that wants HR and payroll services to be in-house must take into account the need to hire a full-time employee, and thus a financial contribution.

These costs must include not only the salary, but also the creation and equipment of the workplace, e.g. with computer hardware or specialized software. It is also necessary to pay salaries on a monthly basis, but also to refer the employee to training and courses so that they are up to date with the regulations and can manage human resources. In the case of small or medium-sized enterprises, one specialist may be enough to handle the entire department. But what if he goes on vacation or sick leave? This is when HR and payroll outsourcing can come to the rescue. What are its advantages?

When else is it worth using outsourcing? First of all, when there is a need to hire a large number of employees. Temporary work is often associated with looking for candidates for fixed-term jobs, and thus increasing the workload of the HR and payroll department. In the case of employees who will appear in the company temporarily, hiring an additional employee for HR and payroll services may not be profitable. On the other hand, an already hired HR and payroll specialist may have an excess of responsibilities related to the management of new employees’ documentation. It is important that in addition to documentation, HR and payroll services also include recruitment processes, which can be time-consuming and involve additional workload.

Temporary employment agencies offer a full range of HR and payroll services and relieve entrepreneurs in recruitment processes and all formalities related to
hiring employees. Take advantage of professional HR and payment services.

The LeasingTeam Group is launching a digital HR service system – the TalentPoint platform. It is a proprietary solution in the field of human resources management, which has been built on the basis of several years of experience of the Group in the HR market.

After a thorough business analysis using the customer development methodology, the problems that most often accompany employees and customers and are the most time-consuming to solve were diagnosed. Thanks to this research, it was possible to create a tool that is primarily functional and meets these needs.

– We built the TalentPoint platform based on a comprehensive analysis of business needs, in-depth deconstruction of existing processes, and interviews with users. Its development is constantly guided by the desire to find solutions to real, well-identified problems. All over the world, the development of HR software is very dynamic and we believe that we are fighting for the customer without complexes, and our software can play an important role in the demanding Polish market. For example, we paid a lot of attention to the issue of user experience – so that the platform is as intuitive as possible and leads users “by the hand” through its individual stages of activities and complex processes. We also want to compete with the quality and speed of the platform’s technical service and a holistic approach to the digitization of HR processes – says Marek Deręgowski, Business Development Director at IT LeasingTeam, the company responsible for the implementation of TalentPoint.

Basic functionalities of TalentPoint

TalentPoint is a tool with a wide range of usability – thanks to its architecture and created API, it can work with many ERP and HR and payroll systems, covers all groups of employees, making the use of this platform extremely simple and brings many benefits to the company. Thanks to TalentPoint, each employee will save time on formalities, e.g. sign an online contract and settle working hours on their own. In addition, he will be able to recommend friends to work and receive an adequate, predetermined remuneration for it. The platform also streamlines the process of transferring salaries, gives insight into basic current information (number of vacation days, payslips, official reports). By the end of the year, the creators want to implement, m.in, modules related to business trips, certificates for employees and additional analytical reports. They are also planning further integrations with the systems of the Group’s customers, which will allow for the automation of data exchange.

Digital transformation strategy

TalentPoint is another step of the LeasingTeam Group towards digital transformation. The first was the implementation of an integrated administrative platform, which allowed to improve the circulation of documents and communication between employees.

– Before we decided on our own platform, we analysed the available tools – each of them would require time-consuming and laborious transformation to meet our needs, and at the same time would prevent us from responding quickly to new customer and employee requirements. Along with the development of the LeasingTeam Group, there was an obvious need to evolve IT solutions. As part of our digital transformation strategy, we plan to digitize further business processes and create new tools. Software plays a key role in companies from every area of the economy, which is why we decided to build our own development team, which will allow us to achieve our goals in the long run and increase our competitive advantage – says Andżelika Majewska, Vice President of LeasingTeam.

Interestingly, the driving force behind LeasingTeam Group’s activities was the pandemic, which set the pace for implementation activities, as it showed how important modern online solutions are in the HR industry, especially if they can flexibly respond to the needs of specific organizations, as is the case with TalentPoint.

TalentPoint was created on the basis of many years of practice of LeasingTeam Group in the area of HR, both in terms of IT systems and practical handling of HR projects. The platform, which has been developed and improved for a long time, will allow for more effective work by automating many processes and thus facilitate the achievement of the intended goals of each company. The system is and will be constantly developed, but TalentPoint is already ready for use. “After the initial presentations of the system, we received very positive feedback and the first few customers interested in the comprehensive digitization of HR processes ,” says Marek Deręgowski, Business Development Director at IT LeasingTeam.

According to the World Economic Forum’s report on the future of jobs, by 2025 as many as 50% of all employees will require retraining. Does the retail industry also apply to it and what is the reason for this?

The retail industry, like many others, automates work, which inevitably entails the need to eliminate or reduce some jobs. The number of vacancies for cashiers will be reduced the fastest. We have been observing this trend for some time, but the pandemic has definitely accelerated the whole process. Most supermarket and discount store owners made an immediate decision to equip their stores with self-service checkouts. However, along with them, there was a need to hire new people or retrain the current employees who will watch over the cash registers and help customers make purchases.

Another challenge for the traditional retail industry is the growing e-commerce. The pandemic has strongly affected the shopping habits of Poles. We have been somewhat forced to shop online and I am convinced that many of us have liked this form and will stay with it. E-commerce will certainly absorb some of the employees of the traditional retail industry, who will be good employees after a little retraining.

In my opinion, the total number of available vacancies in the retail industry should not drop drastically, but there will certainly be a reshuffle between positions and tasks. Although Amazon is successfully experimenting with stores that do not have customer service at all, their introduction to the market on a larger scale is still a matter of many years, and supplying such a store also involves human work.

Automation is also progressing in retail in the form of placing self-service checkouts in stores. Can their dissemination seriously threaten cashiers/salespeople?

The position of a cashier has been on the list of those “threatened” with disappearing from the labor market for a long time. Indeed, we are currently recording a decreasing demand for this position, which we observe among customers, but also confirmed by statistics, e.g. a study by Grant Thornton and Element shows that in January 2021, the demand for cashiers fell by 42% compared to January 2020. By far the main reason for this is the popularization of self-checkouts. Automation will be most visible in larger stores, where self-checkouts have an economic raison d’être. Smaller local stores will not decide on such an investment in the near future.

The cashier’s position will evolve towards customer service – support during shopping or contact with the customer in the case of e-commerce. At the moment, however, it is difficult to imagine grocery stores without cashiers. Why? Seniors are much more willing to use traditional cash registers, and cash settlements are still quite popular in Poland.

Not all activities can be replaced by machines. What retail employees should develop key competences to defend their jobs?

The World Economic Forum report presented a list of the most important competences desired in the changing market reality:

1. Analytical thinking and innovation
2. Active learning and learning strategies
3. Solving complex problems
4. Critical thinking and analysis
5. Creativity, originality and ingenuity
6. Leadership and Social Impact
7. Use of technology, monitoring and control
8. Technology Design and Programming
9. Resilience, ability to cope with stress, flexibility
10. Inference, problem-solving and ideation

Manual workers, including cashiers, who will be replaced by automation will have to find their way in the new reality and improve their competences to manage such systems and use their previous experience to support new processes. An alternative solution is to change industries towards professions that have not been so seriously affected by automation, but are related to them, such as customer service.

Has the broadly understood trade already dealt with the shortage of workforce or is there still a shortage of qualified workers?

Taking into account the demographic situation in Poland, the problem of the shortage of workforce will only grow. Although the pandemic period and the closure of other industries caused a temporary influx of people willing to work in trade, it lasted literally several months. Currently, the situation has returned to that before the pandemic – there is a particular shortage of lower-level employees, and companies are struggling with a high turnover. It is therefore not surprising that stores are investing in automation.

People with what qualities/qualifications will work best in trade, e.g. in a grocery store?

Everything depends on the duties of the person. Will she be only a cashier, or will she also be responsible for, for example, putting out goods, taking care of order in the store, collecting deliveries, etc. In many discount stores, these functions are combined by one person. Working in a grocery store certainly requires physical fitness and willingness to work shifts, but soft skills such as openness, patience with the customer, optimism and smile, and often the ability to resolve conflicts, are crucial. Hard qualifications, such as cash register operation, delivery management, etc. You can learn over time, although if a given candidate has knowledge and experience in this area, he or she is certainly more attractive in the eyes of the employer.

Retail, especially FMCG, is not a rewarding and easy job. It is not only automation that makes some people not want to work in retail. What are the biggest concerns of employees related to working in retail and how can an employer remedy this?

In my opinion, the development of automation does not significantly affect the candidate’s decision to look for a job in retail, or more specifically in a store. Employees are mainly afraid of excessive physical exploitation (receiving deliveries, carrying and putting out goods, etc.) and shift work and work on Saturdays. While the employer has no influence on the second factor – this is the specificity of the industry, the first one is significant and significant. The key is to skillfully manage people and tasks, and regularly rotate employees in individual positions. The store manager should take care of all this. Our observations show that the turnover or its in the store depends on his approach.

2019 was full of changes in HR and payroll regulations. For employers, the biggest problem was the pace of their introduction imposed by the legislator. Companies had limited time to adapt to the newly established regulations, which increased the burden on internal HR departments. There are no officially confirmed changes for 2020 yet, but the media are already speculating about them, m.in. about full social security contributions for all mandate contracts or early retirement, after 35 years of work.

The most important changes in 2019

An important change was the relief for young taxpayers, i.e. exemption from income tax for people up to 26 years of age. This translates directly into higher earnings for young people, without increasing the burden on enterprises. Combined with the creation of more and more jobs offering flexible time and forms of employment, this gives an opportunity to mobilize the youngest workers, who, compared to Europe, are among the least economically active. With a significant shortage of employees on the labor market, this change may turn out to be a beneficial solution for everyone.

– Our observations show that in recent months young people have actually been more positive and mobilized to take up professional activity, especially students, for whom the gross amount is equal to the net. More and more of them use flexible forms of employment: temporary work, contracts of mandate, which make it easier to combine learning with work and free time, and also allow them to verify the attractiveness of a given position or company – says Anna Jurkiewicz, Regional Outsourcing Manager from the LeasingTeam Professional HR consulting agency.

Beneficial changes for employees, not burdening employers, included the reduction of the income tax rate for the first income threshold (to PLN 85,528 per year) from 18% to 17% and the increase of tax-deductible costs to PLN 250 per month (previously PLN 111.25) and to PLN 300 per month for commuters (previously PLN 139.06). Both changes have increased the amount of employee payments. The only aspect that cast a shadow over the amendment to the Act was the pace of its introduction. Employers had very little time to implement changes, such as updating or purchasing new HR and payroll software.

Another change is the introduction of Employee Capital Plans (PPK), i.e. a systemic accumulation of savings for employees. The legislator has imposed an obligation on workplaces to sign an agreement for the operation of the ECP, and thus to transfer payments to a financial institution to secure pension funds for working citizens. Participation in the ECP is associated with an additional cost for the employer and a lower net payment for the employee. The first one is obliged to make contributions to the ECP min. 1.5% of the employee’s salary, the other – min. 2% of your salary).

– ECPs are associated with a large number of additional payroll and administrative obligations. We observe that even large companies often have problems with this, and in 2020 the same obligation will be imposed on medium-sized companies, in which HR and payroll departments are often not as numerous as in large companies – comments Monika Rutowska, Head of the HR and Payroll Department at LeasingTeam.

Among the new regulations, it is also worth mentioning the protection of remuneration claims. This change applies to contractors. If the remuneration for the commissioned activities is the only source of their income and is cyclical, the principal must apply a limitation of the amount free from deductions, which means a lower profit for the employee.

In 2019, several other changes were also introduced, but they had a much smaller impact on the labor market. The employer has been authorised to require the employee to indicate the bank account number for payment of remuneration, although at the employee’s request he may also receive remuneration in cash. For contracts concluded from 01.01.2019, the requirement of a 10-year storage period for HR and payroll documentation has been established. Changes have been made to the keeping of personal files (parts A, B, C and D). Telework has theoretically become possible for every employee – regardless of the provisions in the regulations of companies, anyone can apply for remote work, but the employer is not obliged to give consent or change the rules of work organization. In the field of occupational health and safety – periodic training for an administrative and office employee is not required if the type of the employer’s predominant activity is in risk category not higher than III, unless the occupational risk assessment shows that it is necessary.

HR and payroll forecasts for 2020

It is impossible to precisely predict what 2020 will bring, but the Polish government has already announced an amendment to selected points of the Labour Code, e.g. in the field of working time or the type of contracts. By 2022, Polish labour law must also adapt to 2 EU directives: on transparent and predictable working conditions (e.g. the rules of employment for a trial period will have to be modified), on reconciling professional and family responsibilities (the obligation to provide at least 2 months of parental leave to be used only for fathers). At the moment, we do not know the exact assumptions of the changes, but based on the general suggestions of the government, it is possible to indicate 2 areas that are likely to be subject to work in the near future.

The most common topic is the issue of more detailed regulation of employment under civil contracts, self-employment or work through platforms such as Uber (in the latter case, the regulations should be created from scratch). In each case, it is largely about sealing payments to the social security system, e.g. it has already been announced that social security contributions will be calculated on each contract of mandate. From the point of view of both employers and employees, this change is not beneficial – it will increase labour costs in enterprises and reduce the current net wages. Therefore, it can be expected that as a result it will discourage companies from using flexible forms of employment, and thus force restructuring and reducing the number of employees.

Another fundamental change in 2020 is to be early retirement, possible at the age of 53 for women and 58 for men. An important element of the earlier use of pension benefits is to be the length of service, which the future pensioner will have to skilfully calculate and submit this information to the Social Insurance Institution. Employers assess this proposal of change very negatively, because it will noticeably limit access to employees on the market, which is already extremely low, and will also significantly reduce the value of benefits paid to pensioners (fewer years of service = lower value of contributions paid = lower benefit).

– It is difficult to predict what 2020 will bring us, but 2019 has shown that the unexpected is to be expected. Entrepreneurs seem to come to similar conclusions. More and more often they ask us about outsourcing HR and payroll services. This is indeed an optimal solution, because the responsibility for tracking changes, their quick introduction, and updating HR tools rests with the service provider. This cannot be overestimated, especially in the face of difficult and unexpected circumstances, which specialized external companies can deal with much more efficiently – comments Monika Rutowska, Head of the HR and Payroll Department at LeasingTeam.