Notice of a planned ZUS or PIP inspection causes stress for most employers – especially those who don't have an up-to-date view of their HR and payroll documentation. The good news: in most cases, effective preparation is possible even in a short time.
What ZUS inspectors check
A ZUS inspection usually focuses on the correctness and timeliness of insurance registrations, the correct calculation of contributions from all salary components, and the legitimacy of any exemptions and contribution relief used.
- Whether registration data (ZUA, ZWUA) matches the actual situation
- Contribution assessment bases – including additional benefits and perks
- Documentation related to sickness benefits and absences
- The correctness of civil-law contract settlements with regard to insurance obligations
What the National Labour Inspectorate checks
PIP focuses primarily on compliance with labour law – working time, timely payment of wages, maintenance of personnel files and compliance with occupational health & safety (BHP) regulations.
- Completeness and correct structure of personnel files
- Working time and overtime records
- Timeliness of wage payments and holiday pay
- Up-to-date medical examinations and BHP training
A 7-day action plan before the inspection
If you've found out about the inspection in advance, it's worth planning out specific steps for the coming days:
- Days 1–2: review the personnel files of all current employees
- Day 3: verify recent payslips and contribution bases
- Day 4: check the timeliness of ZUS registrations and declarations
- Day 5: check medical examinations, BHP training and leave records are up to date
- Days 6–7: fill in any gaps and prepare copies of documents for the inspector
How I can help
Whether you're an existing client or need one-off support, I help you go through the plan above, identify real risks and prepare your documentation so the inspection goes as smoothly as possible.