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Keeping employee records in the case of full accounting system

  • Personal file

An employer is required to establish and keep a separate personal file for each employee.

An employee's personal file consists of 3 parts comprising:

  1)  Part A - documents gathered in the recruitment process;

  2)  Part B - documents related to the establishment of the employment relationship and the course of employment, including:

an employment contract, documents related to the property assigned to the employee with a duty to return or account for, documents related the improvement of professional qualifications of the employee, notice of termination of the employment conditions or any other document related to the change those conditions, documents in respect of awards granted to, and penalties imposed on the employee;

  3) Part C - documents related to termination of employment, including:

a) a notice of termination or cancellation of the employment contract;

b) documents concerning the request for issuing a work certificate (Article 97(1) of the Labour Code), as well as related to the cash equivalent for the holiday leave which has not been paid to the employee (Article 171(3) of the Labour Code);

c) a copy of the work certificate handed out to the employee;

d) confirmation of the actions taken with respect to the seizure of the remuneration for work in relation to the conducted enforcement proceedings.

  • Other employee records

  • Timesheet

An employer establishes and keeps a separate timesheet for each employee, comprising information concerning work provided for on individual days (including Saturdays and Sundays), at night-time hours, and on days-off specified as such in working time schedule in the average five-day working week, as well as overtime work, duty hours, holiday leaves, sick leaves, and other excused and unexcused absence from work. In respect of young employees, the employer is also required to include in the record time the young employees have spent performing work they are prohibited from, for the purpose of vocational training.

  • Personal payroll file

An employer is obliged to establish and keep a separate payroll file for each employee, with respect to remuneration for work and other work-related benefits. A payroll file enables the employer to monitor the execution of the employee's rights. On the other hand, it allows the employee to check whether he has received all the benefits due. A payroll personal file is usually kept as a module included in the accounting books.

  • Record card of working clothing, shoes, and means of individual protection issued to the employee, also including information on the payment to the employee of the cash equivalent for using personal clothing and shoes, as well as for laundry and conservation thereof

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