HR and Payroll for Transportation and Logistics (TSL)

HR and Payroll for Transportation and Logistics. HR and Payroll Outsourcing for the TSL Industry

The transportation and logistics industry places demands on HR and payroll departments that are unlike those in most other sectors. Specific rules for tracking drivers’ working hours, per diems and compensation for driving abroad, flat-rate lodging allowances, and work in rotational shifts —these are areas where errors are common, and the consequences of inspections by the National Labor Inspectorate (PIP) or the Social Insurance Institution (ZUS) can be severe.

Aider Polska, as a human resources agency, serves transportation and logistics companies— from road carriers to warehouse operators and courier companies.

Specifics of Human Resources and Payroll in Transportation and Logistics (TSL)

- The tracking of drivers’ working hours is subject to separate regulations—the Act on Drivers’ Working Hours and EU regulations on driving and rest periods. Proper record-keeping, overtime accounting, and verification of tachograph data are areas that require specialized knowledge.
- Drivers engaged in international transport are entitled to per diem allowances and flat-rate lodging allowances, which affect the basis for calculating social security contributions. The correct calculation of these amounts—taking into account the current rates for individual countries—is one of the key risk areas in this industry.
- Warehouses, distribution centers, and transshipment terminals operate around the clock. Supporting employees who work 12-hour shifts, rotating shifts, or night shifts requires flexible HR and payroll processes.
- Drivers employed under an employment contract, B2B contracts, or through staffing agencies—each of these arrangements has different HR and payroll implications that require careful handling.

Scope of HR Services for the Transportation and Logistics (TSL) Industry

As a human resources and payroll firm, we work with transportation and logistics companies to provide the following services, among others:

maintaining personnel files for drivers and warehouse workers,
calculating salaries, including per diems, lump-sum payments, and compensation for time worked abroad,
maintaining time records in accordance with regulations governing drivers’ working hours,
calculating overtime and night shift premiums,
submitting Social Insurance Institution (ZUS) declarations with correct calculation of the contribution base,
managing the Employee Pension Plan (PPK),
electronic pay stubs and PIT-11 forms,
preparation for inspections by the National Labor Inspectorate (PIP) and the Social Insurance Institution (ZUS).

accountant for a limited liability company

Knowledge of labor regulations, which are constantly changing

Regulations regarding drivers’ working hours and international assignments are among the most frequently changing provisions in labor law. Our team keeps track of these changes and adjusts our processes accordingly —clients do not have to verify the current rates and rules on their own.

Our HR firm supports transportation and logistics companies in mitigating risks related to inspections, regulatory compliance, and the accuracy of payroll calculations for drivers and operational staff.

FAQ – Human Resources and Payroll for Transportation and Logistics

- Yes. Outsourcing human resources and payroll is particularly beneficial for the transportation industry due to the complex regulations governing drivers' working hours, business trips, and international accounting.
- The HR department analyzes time sheets, tachograph data, and applicable rest and driving regulations to accurately calculate salaries and bonuses.
- Yes.Aider Polska,a professionalHR and payrollfirm, takes into account per diems, flat-rate lodging allowances, social security contribution rules, and applicable international regulations.
- The most effective approach is to combine specialized payroll expertise with digital time tracking and ongoing monitoring of changes in regulations.