Human Resources Department

ul. K. Marcinkowskiego 2-6 (2nd floor)
50-368 Wrocław
email: ap@umw.edu.pl, kadry@umw.edu.pl, place@umw.edu.pl, hr@umw.edu.pl, socjalny@umw.edu.pl

The primary tasks of the Human Resources Department include:

1. Shaping the organisational culture of the Medical University by recommending and conducting human resources and payroll policies in line with the University's development strategy.

2. Contributing to the creation of the organisational climate with the preparation of detailed solutions in this regard.

3. Recommending and contributing to the development of proposals for system solutions, regulations and orders concerning human resources management. Ongoing monitoring of their effectiveness and recommending and implementing appropriate modifications.

4. Recommending and supervising actions taken to build good employee relations.

5. Responsibility for the co-creation and development of standards and implementation of tasks arising from administering human resources.

6. Responsibility for human resource capacity planning, including analysing and identifying human resource capacity needs, creating short- and long-term staffing plans and creating training and staff development policies.

7. Responsibility for planning the remuneration budget, creating remuneration policy.

8. Responsibility for controlling the legal compliance of the operation of the Facility's Social Fund. Managing all matters related to the provision of financial assistance to employees and old-age and disability pensioners of the University.

9. Overseeing the correct calculation and settlement of employees' salaries; maintaining, updating and archiving documentation in this regard.

10. Overseeing the correct calculation and settlement of employees' salaries; maintaining, updating and archiving documentation in this regard.

11. Providing management information to enable optimal use and development of human resources.

12. Increasing the motivation of the University's employees and maintaining it at a high level by: analysing work efficiency, developing and implementing motivational systems, improving motivational systems already in place, reinforcing the desired attitudes and behaviour of the University's employees.

13. Responsibility for preparing employment and remuneration reports for the needs of the University's management and organisational units, Statistics Poland, the Department of Health Policy, the Medical Chamber, National Disabled Persons Rehabilitation Fund, the Ministry of Health, the Ministry of Science and Higher Education (including POL-on) and other institutions and authorities.

14. Liaising with trade union organisations.

Human Resources Section

1. Handling matters related to the establishment, continuation and termination of employment relationships of the University's employees,

2. Handling matters related to the working time of employees,

3. Preparing and maintaining employee records in accordance with the requirements of legislation and the standards adopted by the University, including referring employees for initial health and safety training and medical examinations in accordance with the Labour Code and other legal regulations.

4. Handling matters related to the application of disciplinary penalties provided for
   in the Labour Code.

5. Handling social security matters for employees and, if applicable, their family members.

6. Handling matters related to the awarding of state, ministerial
   and university medals.

7. Maintaining HR IT systems, including the development of instructions and procedures for documenting data in HR systems.

8. Supervising HR data in the POL-on system,

9. Storing and archiving documents and transferring them to the Facility Archives in accordance with the requirements of legislation and the standards adopted
   in the University.

Team for Analytics, Reporting and Work Discipline

1. Collecting and analysing information on salary and wage trends in different segments of the labour market and legal changes in this area (monitoring, recommending action). Proposing and implementing changes to the remuneration regulations.

2. Collecting and analysing information on current and planned employment levels.

3. Creating current (budget) and long-term staffing and remuneration plans at the university and updating them on a regular basis, as well as controlling and reporting on the implementation of the budget.

4. Managing all employee absence matters,

5. Handling and keeping records of domestic and foreign business trips of academic teachers and non-academic staff (travel assignments), including: formal and legal verification of requests for approval of business trips, preparation of business trip forms, preliminary control of personnel documentation submitted for settlement of business trips.

6. Preparing, verifying and calculating the bonus fund for non-teaching staff for the relevant year.

7. Preparing data for the preliminary material and financial plan, the material and financial plan, the multiannual plan in the area of staffing and the remuneration fund, in accordance with the arrangements and guidelines of the Planning and Analysis Department.

8. Preparing monthly reports on implementing the material and financial plan of the payroll and employment fund as agreed with the Planning and Analysis Department.

9. Prepares, verifies and settles entitlements related to health and safety benefits (corrective glasses, external service, periodic examinations).

Team for Human Resources Management

1. Recommending and contributing to the development of proposals for system solutions, regulations and orders concerning human resources management. Ongoing monitoring of their effectiveness and recommending and implementing appropriate modifications.

2. Planning and implementing the staff recruitment process in cooperation with the management team. Keeping records of the recruitment process. Including determining the salary level of prospective employees in accordance with the remuneration policy applicable to the University. Preparing and publishing announcements about competitions for positions of academic teachers and announcements about competitions for the function of heads of units in university-wide units and other organisational units as defined in the Statutes.

3. Coordinating the process of hiring and promotion of staff.

4. Co-authoring job descriptions, job grading, verifying the modification of department charters in the organisational regulations for compliance with the job descriptions of employed staff.

5. Organising and conducting the induction of newly recruited staff.

6. Planning, modifying and organising periodic staff appraisals. Including operation of an electronic staff appraisal system.

7. Implementing the University's training policy, including assessing training needs, planning, organising, evaluating and maintaining staff training records.

8. Administering the tuition fee subsidy provision and overseeing the University's training budget.

9. Recommending guidelines and implementing the University's incentive policy.

Unit for Social Affairs

1. Drawing up regulations for the management of the facility's social fund.

2. Drawing up the rules for the distribution of the fund for the year in the form of a memorandum of understanding with the trade unions.

3. Handling all matters related to the creation, granting and settlement of concessionary services related to leisure, tourism and recreation for employees and old-age and disability pensioners of the University and their family members.

4. Handling all matters related to the provision of financial assistance to employees and old-age and disability pensioners of the University (special assistance grants, in-kind assistance, autumn and winter financial assistance for old-age and disability pensioners).

5. Handling all matters related to the provision of housing assistance to employees and old-age and disability pensioners in the form of interest-bearing loans and interest-free repayable material assistance.

6. Handling all matters related to the calculation of personal income tax on subsidies and social benefits and on housing loans remitted to old-age and disability pensioners of the university, timely and realistic preparation of PIT-4, PIT-8A, PIT-8C tax returns

Payroll Section

1. Calculation of salaries for University employees, under contract of employment and contract of mandate/for specific work based on applicable regulations.

2. Paying bonuses in accordance with the lists approved for payment – accounting of the funds paid.

3. Calculation of salaries and performance allowances financed from other sources (projects/grants/service activities).

4. Calculating, on an ongoing basis, social and health insurance contributions, including to the Employee Capital Plan, in accordance with the available documentation and applicable regulations.

5. Issuing employee salary statements according to the requirements of those concerned.

6. Compiling documentation for calculating salaries and preparing salary payments.

7. Compiling documentation necessary for the calculation of individual components of salaries, allowances, overtime, premiums, equivalents, jubilee awards, severance payments.

8. Carrying out seizures of receivables in respect of individuals, correspondence with enforcement authorities and maintaining a register of seizures of receivables in respect of individuals and making deductions for various liabilities.

9. Calculating, on an ongoing basis, withholding personal income tax in accordance with the Declarations submitted by employees and individuals employed under civil law contracts.

Payroll Settlement Section

1. Analysing, on an ongoing basis, of the use of payroll and supplementary payroll funds by funding source on a monthly/quarterly/annual basis.

2. Preparing and calculating the preliminary salary costs of R&D staff for the indicated period of employment – entering postings and percentages.

3. Maintaining the Register of Performance Allowances. Calculating the cost of allowance separately for each Application.

4. Calculating hourly rates for project staff in accordance with project guidelines in order to prepare reimbursement of salaries for the part financed by project funds (preparation of reimbursement lists and adjustment lists for salaries financed by subsidies).

5. Preparing monthly declaration reports for individuals employed under civil law contracts and for students and doctoral students. Preparing settlement documents to be submitted to the Social Security Institution (ZUS) for all persons employed under employment contracts, civil law contracts and residents, students and doctoral students.

6. Cooperating with the tax office, the Social Insurance Institution and other institutions.

7. Preparing contracts of mandate and contracts for specific work based on approved applications.

8. Settling, on a monthly basis, payroll and supplementary payroll funds and consulting their amount with the Budgeting and Costs Department, the Financial and Accounting Department and submitting reports and statements to the Bursar, as well as timely preparation of transfer instructions for salary deductions and transfers to employees' bank accounts.

9. Compiling documentation for calculating scholarships for doctoral students and scholarships funded from other sources (projects/grants).

10. Calculating the bonus fund, preparing information to Trade Union Organisations operating at the University on the distribution of the fund to the Administrators and accounting for the fund paid out.

11. Handling matters related to group insurance schemes for the University employees.