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First hire

Hiring your first employee? Do it right

The first hire is a big step for many business owners. You need a contract, ZUS registration, health and safety, documentation and the first payroll – all before the employee starts. I guide you through the whole process from A to Z.

Get in touch before your first hire

What you must do before the employee starts work

Many business owners don't realise that formal obligations begin BEFORE the contract is signed. Before the new employee walks in, several steps must be completed.

  • Issue a referral for initial occupational health examination – the employee must be examined before starting work
  • Carry out initial BHP health and safety training – general and job-specific briefing on your side
  • Prepare the employment contract and sign it BEFORE the start date
  • Collect the documents needed from the employee for ZUS registration

ZUS registration – 7 days

The employer has 7 days from the employee's start date to register them with ZUS. Forms ZUA or ZZA must be filled in correctly – errors in personal data, address or employment date can result in interest on contribution arrears.

The first payroll

At the end of the first month, the first payroll awaits. You need to correctly calculate the employee and employer ZUS contributions, PIT advance, any deductions and the net amount. The most common errors are an incorrect contribution base or failing to account for the employee's tax relief.

What I take over when we work together

  • Preparing an employment contract template tailored to the role
  • Issuing the referral for the medical examination
  • Compiling and maintaining personnel files (parts A, B, C)
  • ZUS registration (ZUA or ZZA)
  • First payroll with full contribution and tax settlement
  • Working-time and leave records from day one
  • Statement of employment conditions (Article 29 § 3 Labour Code)

Frequently asked questions

The general briefing can be conducted by the employer (with appropriate knowledge) or a person designated by them. The job-specific briefing is given by the direct supervisor. I can help you establish what needs to be documented and how.

Formally the contract should be signed before the employee begins work. Signing on the start day is possible, but the order must be observed: contract and BHP training first, then work.

A civil-law contract (umowa zlecenia) is different – not all the documents required for an employment contract are needed, but ZUS registration (ZUA or ZZA), an hours record and a monthly settlement are still required. I handle civil-law contracts too.

For a one-off first-hire service (documentation, ZUS, first payroll) – we agree on the fee individually. Clients often stay on permanently, because they see the value of having someone who keeps track of the deadlines.