Remote work has made HR processes far more demanding than they were back when everyone sat in the same office. Suddenly, policies, signatures, and requests need to “work” even when an employee is hundreds of kilometres away from company headquarters. HR teams — including those collaborating with https://wzpartners.pl/en/ — see clearly that shifting to a remote or hybrid model is much more than moving a laptop to the dining table. It brings new rules, a different work rhythm, and the need to organise processes that once worked “automatically” because they were designed for office life.
How does employee documentation change in a remote work model?
In remote work, paper personnel files quickly stop making sense. Employees need fast, constant access to policies, forms, and approvals, which is why more and more companies are switching to digital employee files and electronic archives. This prevents documents from being lost and allows them to be signed electronically without mailing anything back and forth. It requires organising digital folders and setting up a clear workflow, but in practice it makes everyday work much easier. Data security also becomes crucial, as HR documents must be protected even more carefully than other company materials.
How does hybrid work affect payroll and settlements?
In a hybrid model, almost everything changes — from time tracking to calculating allowances and remote-work compensations. Employees work from different locations, so payroll systems must be more precise than ever. Digital schedules and time-entry systems help avoid mistakes that later impact salaries. Payroll processes need to run smoothly, because in a dispersed environment miscommunication about working hours, overtime, or night shifts can happen easily. A well-structured system gives both employees and HR teams a sense of stability.
How do HR responsibilities evolve in remote-first companies?
HR becomes more of a guide than an administrator. Teams need support with onboarding, communication, and maintaining connections that used to happen naturally “over coffee” in the office. Remote onboarding requires clear materials, good instructions, and continuous assistance. HR must also keep track of deadlines for medical exams, training, and documents — tasks that are easy to overlook when everyone works in different places. This makes a system-driven, proactive approach essential. Well-organised processes help the entire team feel secure and connected, even if they rarely meet in person.
How should a foreign worker’s pay be calculated correctly?
The salary of a foreign employee may only differ from that of a Polish employee when it is allowed by regulations or specific allowances. In practice, the worker must earn at least the amount stated in their contract and the applicable minimum rates. This is crucial because salary level is one of the elements checked during the legalisation process. Problems arise when a company pays less than what was declared in the documentation. Payroll must also take into account social security contributions and tax advances, which vary depending on the employee’s country of origin. For workers from outside the EU, additional registrations or verification of tax residency may be required.
Why must HR procedures be especially well-organised?
Hiring a foreign worker requires clear, repeatable processes, because the number of documents increases and deadlines are strict. Employers must monitor the validity of work permits, visas, and medical exams, and they must update the employment contract whenever working conditions change. In companies without standardised procedures, documents get scattered across email inboxes and are difficult to locate later. This increases the risk of missing deadlines — especially when many foreign employees are involved. HR must also ensure proper communication, clear instructions, transparent onboarding, and support during the first weeks. Foreign workers often don’t know local regulations, so any confusion ultimately affects the employer as well.
Read more: Why Composite Decking Is the Perfect Upgrade for Your Outdoor Space