Accounting and Payroll & HR Administration

Bookkeeping, ongoing support, and accounting consulting.

• Ongoing bookkeeping (including reconstruction of accounting records, if necessary);
• Preparation or updating of accounting policies in cooperation with the client;
• Preparation of financial reporting for management reporting, consolidation purposes, etc.;
• Support in identifying differences between Polish accounting principles and accounting principles used for the purposes of capital group reporting;
• Preparation of reports for state authorities (Central Statistical Office, National Bank of Poland);
• Support during audits or other inspections;
• Ongoing accounting consulting.

Reporting adjustment and conversion services:

• Transition to IFRS or other reporting standards;
• Adjustment of reporting principles within the capital group;
• Application of useful tools and models;
• Implementation of new accounting standards and harmonization of accounting principles.

Integrated reporting:

• Harmonization of accounting policies and procedures within the capital group;
• Development of accounting policies (for statutory and group objectives);
• Revision of the chart of accounts;
• Harmonization of reporting for statutory and group purposes.

Integrated financial reporting:

• Compilation of financial statements, financial and management information;
• Preparation of pro forma reports;
• Development of effective and efficient reporting models;
• Support in consolidation processes;
• Preparation of a consolidation model and provision of consolidation tools;
• Assessment of the capital group structure and the effectiveness of reporting within the group;
• Support in conversion to XML format (e-reporting).

Effective period closing:

• Implementation of project management tools (fast period closing);
• Improvement of reporting and control procedures;
• Support in the implementation of period closing processes, e.g., conducting inventory, calculating reserves, etc.

Preparation of payrolls and calculation of personal income tax and social security contributions.

As part of our services, we offer a dedicated platform for efficient communication between the client and the KPMG team, as well as ongoing access to the required documents, reports and information.

Whenever a client needs a substitution for their payroll department staff, KPMG offers the support of our experienced specialists who, in addition to replacing members of the client’s team and ensuring continuity of payroll administration, will help identify irregularities and suggest solutions in line with current law.

• Calculating and preparing payrolls for full-time employees, including variable components, fringe benefits, contributions to employee pension plans (PPK/PPE), absences and other events affecting monthly pay, as well as public levies
• Calculating executives’ remuneration (management board and supervisory board members)
• Accounting for civil-law contracts (e.g. contracts of mandate, contracts for specific work, managerial contracts)
• Preparing and distributing pay slips
• Distributing reports to employees based on social insurance and health insurance contributions
• Preparing monthly ZUS (social insurance) and PFRON (disability rehabilitation fund) returns (including annual IWA accident insurance and annual PFRON returns)
• Administering remitter data through the ZUS Platform of Electronic Services
• Preparing payments or instructions for payment of salaries and public levies
• Preparing annual information on income and total advances against personal income tax (PIT-11, PIT‑4R, IFT-1R)
• Preparing income certificates and ERP-7 certificates
• Calculating allowances and benefits from the company social benefit fund (ZFŚS)
• Preparing reports for Statistics Poland
• Registering the employer as a payer of ZUS contributions
• Registering employees/contractors for social and health insurance purposes
• Registering family members of employees/contractors for health insurance
• Preparing reports for accounting and management purposes
• Liaising with the client’s auditors and with social insurance and tax authorities, including support during tax, social insurance, and labour inspections
• Ongoing support in responding to queries raised by clients’ employees regarding settlement of salaries and employment-related benefits
• Providing a self-service platform for employees (Employee Dashboard)
• Handling the Employee Capital Plans programme (PPK) through the online platform of the financial institution selected by the client.

These payroll administration services can also be provided within the client’s IT system.

Maintenance of employee records and documentation related to employment relationships on behalf of the employer.

• Preparing employment contracts, commission contracts, and specific task contracts in cooperation with the client and in accordance with the requirements of the Labor Code and the Civil Code;
• Maintaining personnel files of full-time employees (in accordance with the requirements of the Labor Code) and documentation related to employment relationships;
• Monitoring the need to update preventive medical examinations and conduct health and safety training;
• Recording vacation leave and other absences from work;
• Preparing changes to employment conditions;
• Preparing documents related to the termination of employment;
• Informing about changes in legal regulations concerning HR documentation requirements.
• Auditing HR and payroll processes, including reviewing personnel files, employment-related documentation, and the correctness of salary calculations.

Preparation of tax returns and declarations.

The Polish tax system generally requires monthly payments. This involves continuous tax liability calculation and the preparation of numerous reports and tax statements with varying deadlines.

• Registering a business as a taxable person
• Ongoing updates of identification declarations (NIP, VAT-R)
• Calculating monthly advance payments and preparing annual corporate income tax returns
• Preparing VAT returns
• Preparing the Single Control File (JPK, standard audit file for tax), the structure of the VAT Purchase and Sales Register
• Preparing information for Intrastat
• Calculating other tax liabilities and preparing tax returns required by law, e.g. withholding tax, tax on civil-law transactions, and property tax
• Liaising with tax authorities, including day-to-day correspondence and support during tax investigations and tax inspections.

Reducing tax risks and obtaining support in VAT settlement processes.

• Support with VAT and VAT-EU registration
• Keeping VAT registers
• Preparing and verifying VAT returns, including JPK_VAT
• Assistance in obtaining VAT refunds
• Support during tax investigations and tax inspections.