EVoShift estimates what every shift costs under Polish labour law: the gross pay, the employee's contributions and tax, the take-home pay and the employer's total cost. These are planning estimates for the owner and for employees; your accountant calculates the actual pay. The labour cost is for the owner and managers with finances; the working time record can also be printed by managers.
Pay rates and contracts
Pay is set per person and per workplace in the Employee Profile under Financial Details:
- Contract Type: Employment contract (UoP), Contract of mandate (zlecenie), Contract for specific work (dzieło), Self-employed / own business (B2B invoice) or Owner / partner (no contract). The owner or a partner who works shifts without a contract costs nothing unless you enter a notional hourly amount for their time; they have no contributions, no labour rules, no minimum wage, no leave balance and no lines in the RCP export files.
- Model: Hourly with a rate per hour, or Monthly with a salary and the FTE (1.0 is full time).
- The tax and insurance facts that change the numbers: Under 26 (income tax relief), Pupil or student under 26, Monthly tax reduction (PIT-2), Commutes from another town, Voluntary sickness insurance, Insured elsewhere at the minimum wage or more, and for sick pay, leave and PPK Turned 50 before this year, 10 or more years of work, Saves in PPK and Asked for the reduced PPK rate.
- Applies from: when you change an existing person's rate or salary, or one of the tax and insurance facts, pick the day the change starts (today unless you change it). One day covers the pay and the facts changed together. The days before keep the previous terms, and shifts from that day on are priced again, also when the day is in the past. A salary changed during a month is paid pro rata.
- Under-26 relief until and Pupil or student status until (optional): the last day of a status that ends on a known day, for example the 26th birthday or the end of studies. From the next day the status no longer counts, without you changing anything.
- Pay and status history: the pay section lists every change with its day: the new pay, and each fact switched on (yes), off (no) or past its known end (ended).
Each shift is priced with the pay and the facts of its day, and a month in which a fact changed is estimated by the pay earned under each. The law is not quite that simple: income tax reliefs (the under-26 relief, PIT-2) follow the month the pay is paid in, while ZUS on a student's contract of mandate follows the days worked. The figures are an estimate for planning; the accountant calculates the exact pay.
As you fill it in, Estimate for a month shows the gross, the take-home pay and the employer cost. A person without a contract type is costed as an employment contract, the most expensive common case.
How shifts are priced
- Planned hours price the shift; once clocked out, the clocked hours give the estimate.
- A monthly salary is counted against the month's working-time norm (8 hours for every weekday, minus public holidays), in proportion to the FTE.
- On an employment contract, every hour in the workplace's night period earns the night allowance.
- Overtime on an employment contract: the hours past 8 on a day earn a 50% supplement (100% at night and on Sundays and holidays); the hours over the settlement period's norm (an average 40-hour week, in proportion to the FTE) earn 100% in its last month. A monthly salary also gets those hours paid on top.
- Sundays and public holidays on an employment contract: another day off, or, when the person works over the norm without one, a 100% supplement for those hours.
- Minimum wage: an employment contract under the minimum wage for its FTE (or, paid by the hour, for the hours worked) gets a top-up. A civil-law contract under the minimum hourly rate is shown as a warning, in the person's pay terms and here.
- Sick leave (approved, employment contracts): the employer pays 80% of the average pay of up to 12 earlier months (100% when the sick note says so) for 33 days of illness a year (14 for people over 50), then ZUS pays the sickness benefit; a salary is reduced for the days of illness. On a civil-law contract with the voluntary sickness insurance ZUS pays the benefit.
- Annual leave (approved, employment contracts, including leave on demand, which is part of it): hourly pay pays 8 hours a day (times the FTE) plus the average night and overtime pay of the 3 months before; a salary already pays it. The year's entitlement (20 or 26 days) is shown next to the days taken.
- PPK: 2% (or 0.5% at a low income) is deducted from the take-home pay and 1.5% is added to the employer cost.
- A shift on a day of approved leave that nobody clocked is not paid: the leave is.
- These are worked out for the whole month, so they show in Labour cost and in the employee's own estimate, not in the cost of a single shift.
- A shift's cost is kept once priced. It is repriced only when the shift changes hands, is edited before publishing again, is clocked out, or after a pay-rate change from that day on. Past months keep their figures even when rates change.
Labour cost
Open Money → Labour cost. For each person you see the planned and worked hours, the Gross, what is Deducted from the pay (pension, disability, sickness, health insurance, income tax advance), what is Paid by the employer on top (pension, disability, accident, Labour Fund, Guaranteed Benefits Fund), the Take-home pay and the Employer cost. Estimated pay-out is the total for the month.
Under the gross, separate lines show the Pay for the hours over the norm, Overtime 50% and Overtime 100% (with the hours), Sundays and holidays without a day off and the Minimum-wage top-up, and, each marked as an estimate, Sick pay, ZUS sickness benefit, the Salary for days of illness (taken off), Holiday pay with its night and overtime average, and Pay changed during the month, all already in the gross. PPK is a line of what is deducted from the pay and of what the employer pays on top.
Notes explain special cases, e.g. the under-26 relief, a student without contributions, the annual contribution cap, time off in lieu still to give, or a settlement period that is still running. If someone has shifts but no pay set (see below), or a civil-law rate under the minimum hourly rate, the screen says so.
All of it is an estimate under Polish law, close enough to plan with: your accountant calculates the actual pay. See what the estimate leaves out.
People without pay set
Someone who works shifts but has no pay terms for the workplace costs 0 in every labour cost figure, so the cost of the month looks lower than it is. Wherever labour cost is shown (Money, Labour cost, the labour % card on the dashboard, the roster's budget and day details and the daily results), a warning says how many people have no pay set, for example 2 people without pay set: labour cost is understated, and names them with their shifts and hours. In Labour cost their rows say No pay set instead of 0,00 zł.
- Set pay opens the person's Financial Details. Once saved, their shifts are priced and the warning goes.
- Works without pay is for someone who really works for nothing, such as a partner in the business. It is stored once in the workplace's labour cost rules: their shifts cost nothing and the warning does not come back for them. On your own entry the button says That’s me – I work without pay. To undo it, switch off Works without pay (0,00 zł) in the person's Financial Details.
The owner never triggers the warning: working without a wage is normal for the owner. Set your own pay terms if you want your time counted in the labour cost, or switch on Owner’s shifts are unpaid in the labour cost rules to keep it out even with pay terms. Only the owner and managers with finances see the warning and its buttons.
Labour cost in Money and in Labour cost
The two screens count the labour cost differently, so their totals can differ for the same month:
- Money (and the daily results and the dashboard) adds up the cost of the shifts alone, as planned, and as worked on the days whose takings are entered.
- Labour cost works out each person's whole month: on top of the shifts it adds bonuses and expense refunds, overtime, Sunday and holiday supplements, the minimum-wage top-up, leave pay, monthly salaries and the contributions on the month's pay.
Under Plan vs actual at the top of Labour cost, Shifts alone (as in Money) shows the first figure and Bonuses, supplements and the month’s settlement the difference. Compare Plan with the planned figures in Money, and Actual with what Money shows once the takings of every day are in.
Plan vs actual
The totals at the top and each person's opened estimate end with Plan vs actual: the Hours, the Estimated pay-out and the Employer cost for the rostered hours (Plan) next to the hours the estimate is for (Actual: clocked where clocked, planned otherwise). Both include the month's bonuses, deductions and refunds. On a desktop the table also has an Employer cost (plan) column. Before anyone clocks, plan and actual are the same; the gap shows what late starts, early finishes and extra hours did to the cost.
To fill in the actual times of people who worked as rostered but did not clock, use Confirm all as planned in the daily records. When someone else came, nobody came, or a colleague took over partway, record who actually worked or split the shift: the labour cost, the hours and the exports count who worked.
Bonuses and deductions
Bonuses, deductions and expense refunds belong to one person and one month. Open Labour cost, tap the person to open their estimate, and under Bonuses and deductions choose Add bonus or deduction:
- Type: Bonus (taxed with the pay, so it raises the gross), Deduction (comes off the take-home pay) or Expense refund (paid back on top of the take-home pay, untaxed).
- Amount in the workplace's currency, above zero.
- Day of the month and a Description, e.g. "Valentine's Day bonus".
- Related shift (optional): one of the person's shifts that month; the day follows the shift.
Each one is a line of its own in the estimate, with buttons to edit or delete it. They are part of the estimate everywhere: the totals, the printed estimate (each on its own line), the hours export and the person's own My pay estimate on their dashboard. Employees only ever see their own.
The owner and managers with finances add and change them. The app keeps who added each one and when, and who changed it last. When the plan has ended they can still be seen but not changed, and once a month is locked its bonuses and deductions stay as they are: the app says This month is locked and offers no changes, because your accountant may already have used them.
Hours for the accountant
In Labour cost, the download icon (Export hours for the accountant (CSV)) saves the month as a spreadsheet: one row per person with the month, the name, the contract, the planned hours, the clocked hours, the hours the estimate is for (clocked where clocked, planned otherwise), the Estimated gross, the month's bonuses, deductions and expense refunds, the overtime hours at 50% and at 100%, the Sunday and holiday hours without a day off, the overtime pay and supplements and the minimum-wage top-up (both already in the gross), the sick leave days with sick pay and the ZUS benefit, the annual leave days with holiday pay (also in the gross), then the plan: Estimated gross (plan), Employer cost (plan) and Employer cost, and the currency. Bonuses, deductions and refunds are three columns rather than extra rows, so every row stays one person's month: the bonuses are already included in the gross, deductions and refunds are not. On a phone the share sheet opens, so you can save the file or mail it straight to your accountant.
The file opens in Excel or Google Sheets: in English it uses commas and a decimal point, in Polish semicolons and a decimal comma.
Files for the accountant's software
In Labour cost, For the accountant (owner and managers with access to finances) prepares the month's working time for the accountant's HR and pay software. Pick one:
- Working-time record (PDF): one page per person with every day's hours, night hours, overtime at 50% and 100%, Sunday and holiday hours, absences (CH sick leave, UW annual leave, UŻ leave on demand, SW force majeure), the month's norm and signature lines;
- Working-time record (Excel): the same as a workbook with a summary, every day and the attendance list;
- Attendance list (PDF): the whole team day by day;
- Spreadsheet file (CSV): one row per person and day, for any program;
- Comarch ERP Optima, Symfonia Kadry i Płace, enova365: start and end times in the programs' RCP import formats (the accountant sets the import up once; the package's README says how);
- Everything (ZIP): all of the files.
Download opens the file (the link works for 24 hours); Send by e-mail sends it to the accountant's address you type, with the file attached and your address to reply to. Hours come from clock-in and clock-out where recorded, otherwise from the roster (marked with *).
The files and the e-mail are in the language of the workplace's country, whatever language your app is in: Polish for a workplace in Poland, because they are for a Polish accountant and the records Polish law asks for.
The import files find people by their Employee ID for the accountant (RCP card): the number the person has in the accountant's program, set in the team member's pay details. People without one are left out of those files, and the app names them.
Working time record
The working time record (ewidencja czasu pracy) is the monthly sheet employers in Poland must keep. Print it from Build Roster with the printer icon, choosing:
- All employees, all my workplaces
- All employees of this workplace
- One employee
Each sheet lists every day with the planned hours, the clocked times, hours, night hours and notes (Sundays, public holidays, hours planned but not clocked), then the totals: hours worked, the full-time norm, night hours, Sunday and holiday hours and absence days, with room for both signatures. It also works for people without the app.
Print the labour cost estimate
In Labour cost, the printer icon offers Everyone: summary and each person’s estimate or One person’s estimate, as a PDF ready to print or save. The summary page ends with a Plan vs actual table: planned and actual hours and the employer cost of each. If there is nothing for the month, the app says so.
What the estimate leaves out
On purpose, EVoShift does not handle copyright costs, apply the 32% threshold across several payers, price a second engagement of the same person together, or work out maternity, care or unpaid leave. Your accountant's software does that from the hours you export. Overtime, Sunday and holiday work, the minimum wage, sick pay, holiday pay, PPK and pay changes during a month are estimated as described in How shifts are priced.