Build ZUS Registration & Absence Reports (ZUA/ZWUA + RSA, KEDU XML)

Skill: Convert HR/payroll events into ZUS insurance registration and absence reports

Region: Poland (Polska) Category: Social security / payroll — ZUS Does: Takes employee start/end events and paid-absence/break data and maps them onto the ZUS ZUA (registration to insurance), ZWUA (deregistration), and RSA (named report of paid benefits and breaks in contributions) documents, packaged inside a KEDU XML for submission through Płatnik / ePłatnik (PUE/eZUS). Spec: ZUS KEDU XML wrapping ZUA / ZWUA / RSA document templates (current Płatnik version)

These complement the monthly DRA + RCA settlement (see build-zus-dra-rca-xml): ZUA/ZWUA keep the insured register correct, and RSA reports absence periods and paid benefits that reduce the contribution base on the matching RCA. All three travel in the same KEDU file.

When this applies

• ZUA — register a person to social and/or health insurance within 7 days of the insurance title arising (e.g. new hire, contract start).
• ZWUA — deregister within 7 days of the title ending (termination, contract end), with the cessation reason code.
• RSA — each settlement period, report breaks in contributions and paid benefits (sick pay, maternity/parental, unpaid leave, care allowance) per insured, so the base on RCA is correct.

Structure (KEDU → documents)

KEDU (header: płatnik NIP/REGON, producer, document set)
  ZUA  registration:
     insured PESEL (or document type+number), name, DOB
     kod tytułu ubezpieczenia (insurance-title code, 6 chars)
     insurances flagged: emerytalne, rentowe, chorobowe, wypadkowe, zdrowotne
     obowiązek/zgłoszenie dates; NFZ branch; address
  ZWUA deregistration:
     insured identity + title code
     data wyrejestrowania + kod przyczyny wyrejestrowania (cessation reason)
  RSA named report (per insured per period):
     kod tytułu ubezpieczenia
     kod świadczenia/przerwy (benefit/break code, e.g. 151 sick, 311 maternity)
     okres od–do (break/benefit period within the month)
     liczba dni / kwota (days, benefit amount)

Mapping & rules

• Identity — prefer PESEL; otherwise document type + series/number, exactly matching the ZUA used to register the person.
• Insurance-title code (kod tytułu ubezpieczenia) must match employment type (e.g. employment contract vs mandate) and be identical on ZUA, RCA, and RSA for the same person.
• ZWUA reason code must reflect the legal mode of ending (mutual agreement, employer/employee notice, expiry, death) — it drives downstream entitlements.
• RSA break/benefit codes (kod świadczenia/przerwy) determine whether the period reduces the contribution base and whether a benefit amount is reported; the RSA days/periods must reconcile with the reduced base on the RCA for the same insured and month.
• Deadlines: ZUA/ZWUA within 7 days of the event; RSA with the monthly settlement (KEDU) by the payer's ZUS deadline.

Worked example (outline)

New hire 2025-06-01, employment contract:
  ZUA  PESEL=90010112345, kod tytułu=011000, insurances: E,R,C,W,Z, data 2025-06-01
Sick leave 2025-06-10..2025-06-16 (7 days), 80% sick pay:
  RSA  kod tytułu=011000, kod świadczenia/przerwy=331 (employer sick pay),
       okres 2025-06-10..2025-06-16, dni=7, kwota=…
  → RCA base for June reduced for the 7 absence days accordingly

Packaged in a KEDU XML and sent via Płatnik/ePłatnik (PUE/eZUS).

Validation checklist

• Current Płatnik / KEDU template versions used; ZUA/ZWUA/RSA structures valid
• Insured PESEL/identity and insurance-title code identical across ZUA, RCA, RSA
• ZUA flags the correct insurances and NFZ branch; registration within 7 days
• ZWUA carries the correct cessation reason code; deregistration within 7 days
• RSA benefit/break codes and periods reconcile with the reduced base on RCA
• Płatnik identification (NIP/REGON) consistent with the DRA for the period
• Filed via Płatnik/ePłatnik (PUE/eZUS) by the applicable deadline

Last updated: 2026-06-02 — ZUS document templates, insurance-title codes, and break/benefit code tables change; confirm the current Płatnik/KEDU schema versions, code tables, and deadlines against current ZUS (zus.pl) guidance before use.