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HR Process Outsourcing

CW CPA provides HR process outsourcing services in Hong Kong and Mainland China to support businesses in managing workforce administration, statutory compliance and HR operations efficiently. Navigating local employment regulations, payroll requirements and HR reporting obligations can be complex and resource-intensive, particularly for organisations operating across multiple jurisdictions. Our HRPO services are designed to reduce administrative burden while ensuring compliance with relevant statutory and regulatory frameworks in both Hong Kong and Mainland China.

We work with businesses of varying sizes and structures to deliver practical and reliable HR support, enabling your organisation to maintain accurate records, meet local statutory requirements, and focus on core operational priorities.

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Our Working Approach
  • HR administration and payroll processes aligned with applicable employment and statutory requirements in Hong Kong and Mainland China
  • Accurate and timely handling of payroll, MPF, social insurance and statutory filings
  • Practical HR operational support designed to integrate smoothly with clients’ existing business processes
  • Strong collaboration with employment and labour law firms in Hong Kong and Mainland China, helping address jurisdiction-specific HR and compliance considerations

Our HR Process Outsourcing Services

HR Process Outsourcing services provide structured support across the full employment lifecycle, from recruitment and onboarding to regulatory compliance, cross-border mobility, and employee exit. These services cover recruitment process support, employment documentation, immigration and work authorisation, PRC social insurance coordination, ongoing HR administration, and policy framework development. The objective is to ensure compliant, efficient, and scalable workforce management in Hong Kong and Mainland China, aligned with applicable employment, immigration, and social security regulations.

Recruitment Process Support

  • Provide recruitment process outsourcing support for Hong Kong and Mainland China entities.
  • Assist in defining workforce requirements and role scope aligned with business objectives.
  • Design and refine job descriptions, role responsibilities, and qualification criteria.
  • Advise on organisational reporting lines and position grading considerations.
  • Conduct market salary and benefits benchmarking based on role, industry, and jurisdiction.
  • Provide guidance on competitive remuneration structure, including fixed salary, variable incentives, and statutory benefits.
  • Coordinate candidate sourcing through agreed recruitment channels.
  • Conduct preliminary candidate screening and shortlist preparation.
  • Facilitate interview scheduling and candidate communications.
  • Support preparation of offer documentation and onboarding coordination in accordance with applicable local employment regulations.
  • Advise on hiring compliance considerations in the relevant jurisdiction.

Recruitment & Onboarding Administration

  • Preparation of employment contracts, offer letters, and onboarding documentation in accordance with applicable legal requirements.
  • Establishment and maintenance of employee personnel files and HR records.
  • Coordination of probation confirmation documentation and employment status updates.
  • Administration of employee data registration and internal HR documentation processes.
  • Support for background verification documentation and employment references.

Employee Records & HR Administration

  • Maintenance of structured employee records in compliance with statutory retention requirements.
  • Administration of leave records, attendance documentation, and statutory entitlement tracking (non-payroll processing).
  • Preparation of employment variation letters, promotion documentation, and internal HR confirmations.
  • Maintenance of HR compliance calendars covering contract renewals, visa expiry, and statutory deadlines.
  • Handling routine HR administrative queries and documentation support.

Offboarding & Termination Administration

  • Preparation of termination letters and cessation documentation in accordance with statutory requirements.
  • Administration of final employment documentation, including certificates of employment.
  • Coordination of statutory notice requirements and record updates.
  • Conduct exit documentation procedures and maintain complete employee cessation records.

Labor Compliance Advisory

  • Advisory on statutory leave entitlements, rest day provisions, and holiday requirements under applicable laws and regulations (Hong Kong/mainland China).
  • Review of employment contract terms to ensure regulatory compliance and risk mitigation.
  • Guidance on statutory protections relating to maternity, paternity, sickness, and severance entitlements.
  • Advisory support on lawful termination procedures and documentation standards.

Hong Kong MPF Administration Support

  • Administration of MPF enrolment, variation, and termination documentation (excluding payroll calculation and contribution processing).
  • Liaison with MPF trustees and benefits providers regarding employee registration matters.
  • Maintenance of benefits-related records and compliance documentation.
  • Coordination of employee insurance enrolment documentation where applicable.

PRC Social Insurance & Housing Fund Compliance Support

  • Provide support for registration of employees under PRC social insurance schemes, including pension, medical, unemployment, work-related injury, and maternity insurance.
  • Assist in coordination of employer registration with relevant social security authorities.
  • Support housing provident fund registration and contribution setup where required.
  • Coordinate documentation and procedural requirements for new hires, employee transfers, and terminations.
  • Monitor contribution compliance requirements and statutory reporting deadlines.
  • Assist in liaising with local authorities regarding social insurance and housing fund administrative matters.

Workplace Policy & HR Compliance Framework

  • Drafting and updating employee handbooks aligned with applicable laws and regulations (Hong Kong/mainland China).
  • Development of internal HR policies including disciplinary procedures and grievance handling frameworks.
  • Preparation of anti-discrimination, workplace conduct, and confidentiality policies.
  • Documentation of structured HR approval processes and internal reporting lines.

HR Policy & Documentation Framework

  • Development of customised HR policy manuals tailored to business operations.
  • Preparation of template employment contracts, confidentiality agreements, and restrictive covenant documentation.
  • Drafting of secondment agreements and consultancy arrangements.
  • Standardisation of HR documentation to support governance and compliance consistency.

Performance Management & Organisational Documentation

  • Design of performance appraisal templates and structured review frameworks.
  • Development of job descriptions and role responsibility matrices.
  • Preparation of organisational charts and reporting structure documentation.
  • Support headcount planning documentation aligned with business growth objectives.

Ongoing HR Administrative Outsourcing

  • Provision of outsourced HR administrative support for SMEs and foreign-invested entities.
  • Acting as designated HR administration contact for employee documentation matters.
  • Maintenance of employee records, compliance tracking, and HR documentation updates.
  • Coordination of employee communications relating to policy updates and procedural changes.
  • Support internal management with HR documentation and regulatory compliance oversight.

HR Function Setup for New Entities

  • Design and implementation of foundational HR administrative processes for newly incorporated Hong Kong companies.
  • Establishment of employee record management systems and compliance checklists.
  • Advisory on local hiring documentation requirements and employment structuring considerations.
  • Implementation of scalable HR administrative frameworks aligned with business expansion.

Cross-Border Employment & Mobility Support

  • Advisory on Hong Kong employment structuring for overseas investors establishing local operations.
  • Preparation and coordination of employment visa documentation support.
  • Drafting of cross-border secondment and expatriate employment arrangements.
  • Advisory on PRC–Hong Kong employment compliance considerations and documentation alignment.
  • Support cross-border workforce structuring from a regulatory and administrative perspective.

Hong Kong Employment Visa Support

  • Provide support for Hong Kong employment visa applications under the General Employment Policy and other applicable schemes.
  • Assist in preparation and coordination of required documentation for work visa submissions.
  • Liaise with the Hong Kong Immigration Department in relation to application status and procedural requirements.
  • Support visa renewal, extension, and change of employment applications.
  • Advise on employer sponsorship requirements and compliance considerations.

Mainland China Work Permit & Residence Permit Support

  • Provide support for Mainland China work permit and residence permit applications for foreign employees.
  • Assist in preparation and coordination of documentation required for work authorisation under PRC regulations.
  • Liaise with relevant authorities regarding application submissions and procedural updates.
  • Support renewal, amendment, and cancellation of work permits and residence permits.
  • Advise on employer obligations and compliance considerations under PRC employment and immigration regulations.