HR and payroll: employees, contracts and the monthly payroll run

Before you start

The "HR and payroll" module is enabled when the business profile has the "Employees" feature. HR and payroll data can be changed and approved by the Owner, Administrator and the HR role. The Auditor and Accounting firm have read-only access, and the Accountant role has no access to HR and payroll.

Employee and contract

• "Add employee": First name, Last name, optionally PESEL and email address. PESEL is encrypted and masked in the interface (the last two digits are visible); "Show PESEL" writes an entry to the audit log.
• On the employee page, "Add contract": employment contract, contract of mandate or contract for specific work, with a start and end (empty = indefinite term) and gross salary.
• An employment contract has options including PIT-2, tax-deductible costs, relief for young people, working time fraction, accident insurance contribution, sickness insurance and PPK. Mandate and specific work contracts have, among others, the insurance title and costs of 20% or 50%.
• "End employment" requires a date and closes open contracts.

Payroll run

1. Payroll runs, "Prepare run", choose "Period (month)" (previous month by default). A draft is created. Kasia proposes preparing the run on her own after the month ends, when there are active contracts.
2. Review the tiles (total gross, net pay, contributions and PIT advance, employer cost) and the warnings on lines. "Recalculate" refreshes the draft and keeps manual corrections; "Change gross" lets you correct a line with a reason (e.g. bonus, overtime).
3. Lines that cannot be calculated are "Problems" and block approval. Approval is also blocked by an earlier unapproved draft from this year.
4. "Approve payroll run", then "Approve and post". The run is posted at the end of the month and is frozen.
5. "Mark net pay as paid" and "Mark ZUS and PIT remittance as paid" record these operations in the ledger.

The engine uses 2026 parameters. Year-to-date accumulation from January (the pension and disability contribution base limit, the tax threshold) is calculated from approved runs in Zaksio, so gaps in previous months produce a warning on every line. Payroll actions in the Team inbox are visible only to people with HR permissions, and approval has no automatic mode.

Absences

On the employee page, "Add absence": sick leave (L4), annual leave, unpaid leave or other paid absence. Overlapping absences are rejected. Unpaid leave reduces the pay on the run (employment contract, by working days), and annual leave does not change the amount.

Other HR modules

Sick pay, e-ZLA (manually or from a PUE file), ZUS and PIT files, PPK, overtime, leave balance and HR documents have their own tabs in "HR and payroll" and separate articles. Marking payment and remittance creates accounting entries, and you prepare ZUS and PIT files for download and filing outside Zaksio.