prc-hr-002-new-hire-onboarding

---
name: prc-hr-002-new-hire-onboarding
description: New-hire onboarding SOP — Day-1 welcome, IT access (links to SEC-001), payroll set-up, MPF enrolment within 60 days, IR56E within 3 months. Use on the first day and first 90 days of any new hire.
license: MIT
---

# HR-002 — New Hire Onboarding

**Version:** 1.0 | **Effective date:** 2026-04-29 | **Owner:** HRL | **Last reviewed:** 2026-04-29 | **Next review:** 2027-04-29

---

## 1. Purpose

This SOP ensures every new employee at Profit Rise Consulting (PRC) is integrated into the firm within their first day and first week in a legally compliant, systematic way. It covers welcome pack issuance, IT access provisioning, payroll setup, MPF enrolment initiation, and IRD tax registration — all within the statutory deadlines prescribed by the [Employment Ordinance Cap. 57](https://www.labour.gov.hk/eng/legislat/content.htm) and [MPF Schemes Ordinance Cap. 485](https://www.mpfa.org.hk/).

---

## 2. Scope

**In scope:** All new permanent and fixed-term employees commencing employment at PRC, regardless of role or service line.

**Out of scope:** Contractors and freelancers (no employment relationship); re-joining employees whose gap exceeds 4 weeks (treated as new hire); interns governed by separate university placement agreement.

---

## 3. Roles & RACI

| Activity | MP | COO | HRL | ITL | FM | Hiring Mgr |
|---|---|---|---|---|---|---|
| Pre-boarding checklist dispatch | I | A | R | C | C | I |
| Welcome pack issuance (Day 1) | I | I | A/R | — | — | C |
| IT access provisioning | I | A | C | R | — | I |
| Payroll setup | I | A | C | — | R | — |
| MPF enrolment initiation | I | A | R | — | C | — |
| IRD IR56E filing | I | I | A/R | — | C | — |
| Buddy/mentor assignment | I | A | R | — | — | C |
| 30-day check-in | I | I | A/R | — | — | C |

*R = Responsible · A = Accountable · C = Consulted · I = Informed*

---

## 4. Definitions

| Term | Definition |
|---|---|
| **IR56E** | IRD form notifying the Commissioner of new employee commencement; must be filed within 3 months of employment start date |
| **MPF enrolment window** | Statutory 60 calendar days from employment start within which employer must enrol a new continuous-contract employee aged 18–64 in an MPF scheme |
| **Welcome pack** | Bundle of documents issued on Day 1: signed employment contract, staff handbook, IT acceptable use policy, PICS, emergency contact form, MPF election form |
| **Continuous contract** | ≥4 weeks of employment AND ≥17 hrs/week per week OR ≥68 aggregate hours over any 4-week period, per the [468 Rule effective 18 January 2026](https://www.labour.gov.hk/eng/news/EAO2025.htm) |
| **eMPF Platform** | Centralised MPF administration platform at [empf.com.hk](https://www.empf.com.hk/); HSBC/Hang Seng onboarded 29 January 2026 |

---

## 5. Inputs / Preconditions

- Signed offer letter on file (output of HR-001)
- Employment contract drafted and ready for signature (HR-003 must run in parallel on Day 1)
- IT access request form submitted to ITL at least 2 business days before start date
- Payroll cut-off date confirmed with FM
- MPF scheme trustee account active on eMPF Platform
- `doc_store` folder `/hr/[employee_id]/` created and access-restricted

---

## 6. Procedure

1. **Send pre-boarding pack 5 business days before start date.**
   - Actor: HRL
   - System: `email` — send to new hire's personal email; `doc_store` — file sent documents
   - Input: Signed offer letter; employee ID assigned by HRL; start date
   - Output: Pre-boarding email containing: directions to office, first-day schedule, list of documents to bring (HKID/passport, bank account details, emergency contact), IT equipment collection instructions
   - On failure: If email bounces, call the candidate's mobile. If unreachable for 2 business days, escalate to COO (Tier 1).
   - Log: Pre-boarding email send timestamp in `audit_log`.

2. **Issue welcome pack and obtain signatures on Day 1 (morning).**
   - Actor: HRL
   - System: `doc_store` — store signed copies; `audit_log`
   - Input: Employment contract (HR-003), staff handbook, IT acceptable use policy, PICS, emergency contact form, MPF election form, bank mandate
   - Output: All documents signed by employee; copies filed in `/hr/[employee_id]/onboarding/`; one copy given to employee
   - Decision: IF employee declines to sign the employment contract THEN pause all further onboarding steps; ESCALATE TO HUMAN (COO + MP). Do not allow access to systems until signed.
   - On failure: If any document is missing, HRL must produce it the same day; no step may be skipped.
   - Log: Sign-off checklist with employee signature date entered in `audit_log`.

3. **Provision IT access per SEC-001.**
   - Actor: ITL (executes); COO (accountable)
   - System: `secrets` — provision credentials; `email` — issue account credentials to new hire; `audit_log`
   - Input: Approved IT access request form; employee role and system requirements
   - Output: Email account, VPN credentials, file-share access, and role-specific system access active by end of Day 1
   - Decision: IF role requires access to client data systems (e.g., accounting_sys, payroll_sys) THEN CO must confirm access level is appropriate before ITL provisions. IF role does not require it THEN standard staff profile applied.
   - On failure: If IT provisioning is incomplete by end of Day 1, ITL escalates to COO; temporary credentials issued; full access resolved within 1 business day (Tier 1).
   - Log: Access rights granted, timestamp, and approving role logged in `audit_log` per SEC-001.

4. **Set up payroll.**
   - Actor: FM
   - System: `payroll_sys` — create employee record; `doc_store`
   - Input: Signed bank mandate; agreed salary, wage period, and payment method from employment contract; employee HKID
   - Output: Employee record active in `payroll_sys` with correct start date, salary, MPF employee contribution flag, and bank account details; employee added to next payroll run
   - Decision: IF start date falls after the payroll cut-off THEN FM calculates pro-rata for first month and notes in `payroll_sys`.
   - On failure: If bank details are invalid, FM contacts employee directly within 1 business day to correct; salary held until confirmed. Notify HRL.
   - Log: Employee payroll record creation timestamp and FM sign-off in `audit_log`.

5. **Initiate MPF enrolment (must complete within 60 calendar days of start date).**
   - Actor: HRL (initiates); FM (confirms employer contribution setup)
   - System: `payroll_sys` — link MPF deduction; eMPF Platform — submit enrolment; `calendar` — set Day 58 reminder for any pending enrolment
   - Input: MPF election form signed by employee (scheme and fund choice); employee date of birth (must be 18–64); employment start date
   - Output: MPF enrolment submitted via [eMPF Platform](https://www.empf.com.hk/) within 60 days; employer and employee contribution rate set at 5% each on relevant income between HK$7,100 and HK$30,000 per [MPFA contribution rules](https://www.mpfa.org.hk/en/mpf-system/mandatory-contributions)
   - Decision: IF employee is under 18 or 65+ THEN MPF exemption applies — document and retain on file. IF employee is aged 18–64 on a continuous contract THEN enrolment is mandatory.
   - On failure: If eMPF Platform is unavailable, HRL contacts trustee directly and documents the outage. Contribution must still be remitted by the 10th of the following month. Escalate platform outage to ITL (Tier 2).
   - Log: Enrolment submission date, scheme name, and confirmation number logged in `audit_log`.

6. **File IRD Form IR56E (notification of new employee) within 3 months of start date.**
   - Actor: HRL (prepares); FM (reviews); ESCALATE TO HUMAN (FM) for submission
   - System: `doc_store` — store filed form; `calendar` — set reminder at Day 80 (buffer before 90-day deadline)
   - Input: Employee name, HKID, residential address, date of commencement, job title, and salary details
   - Output: IR56E submitted to [IRD](https://www.ird.gov.hk/) (electronically via eTAX or by post); filed copy stored in `/hr/[employee_id]/tax/`
   - Decision: IF employee is a non-HK resident THEN check with FM whether additional tax withholding obligations apply.
   - On failure: If IRD eTAX system is down, submit by post; retain postage receipt as evidence. If filing deadline is within 5 days and system is down, ESCALATE TO HUMAN (FM + COO).
   - Log: IR56E submission date and reference number in `audit_log`.

7. **Assign buddy/mentor and schedule 30-day check-in.**
   - Actor: HRL (coordinates); Hiring Mgr (nominates buddy)
   - System: `calendar` — schedule 30-day check-in meeting; `email` — notify buddy
   - Input: New employee name and role; buddy nominee
   - Output: Buddy introduction email sent on Day 1; 30-day check-in meeting scheduled
   - On failure: If nominated buddy is unavailable (e.g., on leave), Hiring Mgr nominates alternate within 1 business day.
   - Log: Buddy assignment and check-in date in `kanban` onboarding card.

8. **Conduct 30-day check-in and close onboarding.**
   - Actor: HRL (conducts); Hiring Mgr (attends)
   - System: `doc_store` — store check-in notes; `kanban` — mark onboarding card complete
   - Input: 30-day check-in template; employee feedback
   - Output: Completed check-in notes; any concerns flagged to COO; onboarding kanban card closed
   - Decision: IF employee raises concerns about role fit, manager relationship, or wellbeing THEN HRL escalates to COO for resolution (Tier 1). IF concerns relate to harassment or discrimination THEN ESCALATE TO HUMAN (COO + MP), Tier 3.
   - On failure: If employee misses the check-in without explanation, HRL follows up by email and phone within 1 business day.
   - Log: Check-in completion date and outcome summary in `audit_log`.

---

## 7. Outputs / Deliverables

- Signed welcome pack (all documents) — `doc_store /hr/[employee_id]/onboarding/` — retained duration of employment + 7 years
- Active payroll record — `payroll_sys` — retained 7 years post-termination
- MPF enrolment confirmation — `doc_store /hr/[employee_id]/mpf/` — retained 7 years
- IR56E filed copy and IRD reference — `doc_store /hr/[employee_id]/tax/` — retained 7 years
- IT access provisioning record — `audit_log` / SEC-001 — retained per SEC policy
- 30-day check-in notes — `doc_store /hr/[employee_id]/` — retained duration of employment

---

## 8. Edge cases & error handling

| Condition | Detection | Action | Escalate to |
|---|---|---|---|
| Employee does not appear on start date | HRL notified by Hiring Mgr on Day 1 | HRL calls employee; if no contact by noon, email COO; hold all provisioned access in suspended state | Tier 1 — HRL → COO |
| Employee's bank details rejected by payroll system | `payroll_sys` returns error | FM contacts employee same day to re-confirm; salary held until resolved; not to exceed 7 days per [EO s.25](https://www.labour.gov.hk/eng/legislat/content.htm) | Tier 1 — FM → HRL |
| Employee aged 65+ at start date | DOB collected on HKID form | MPF enrolment skipped; exemption documented; payroll configured without MPF deduction | HRL confirms with FM (Tier 1) |
| MPF election form not returned by employee within 30 days | Calendar reminder triggered | HRL reminds employee in writing; if not returned by Day 55, HRL enrols employee in PRC's default scheme; documents the default enrolment | Tier 1 — HRL → FM |
| IR56E deadline at risk (start date recorded incorrectly) | FM detects discrepancy in payroll_sys vs. contract | Correct the record immediately; re-calculate deadline; submit corrected IR56E | Tier 2 — FM → COO |
| IT access provisioning delayed beyond Day 1 | ITL unable to complete setup on time | Temporary supervised access granted; full access completed within 24 hours; report to COO | Tier 1 — ITL → COO |

---

## 9. Escalation triggers

- Employee refuses to sign employment contract on Day 1 → **Tier 3** (COO + MP + external counsel) per GOV-005
- MPF enrolment not completed within 60 days (risk of MPFA fine up to HK$450,000) → **Tier 2** (COO) immediately on Day 55 if still pending
- IRD IR56E filing missed (>3 months from start) → **Tier 2** (FM + COO); file immediately and document
- New hire raises harassment/discrimination concern at 30-day check-in → **Tier 3** (COO + MP) per GOV-005
- System access provisioned without CO approval for sensitive roles → **Tier 2** (COO + ITL + CO)

---

## 10. KPIs & quality checks

| KPI | Target | Measurement |
|---|---|---|
| Welcome pack signed on Day 1 | 100% of new hires | `audit_log` sign-off timestamp per employee |
| MPF enrolment completed within 60 days | 100% | `calendar` reminder vs. `audit_log` enrolment date |
| IR56E filed within 3 months | 100% | `audit_log` vs. start date |
| IT access fully provisioned by end of Day 1 | ≥ 95% | `audit_log` provisioning timestamp |
| 30-day check-in completed | 100% | `kanban` card closure date |

---

## 11. References & revision history

- [Employment Ordinance Cap. 57 — Labour Department](https://www.labour.gov.hk/eng/legislat/content.htm)
- [MPF Schemes Ordinance Cap. 485 — MPFA](https://www.mpfa.org.hk/en/mpf-system/mandatory-contributions)
- [eMPF Platform — empf.com.hk](https://www.empf.com.hk/)
- [IRD Form IR56E — Inland Revenue Department](https://www.ird.gov.hk/eng/pdf/ir56e.pdf)
- [468 Rule — Labour Department](https://www.labour.gov.hk/eng/news/EAO2025.htm)
- GOV-003 Roles & RACI | GOV-005 Escalation Matrix | GOV-007 LLM Operator's Manual
- HR-001 Hiring & Recruitment | HR-003 Employment Contract Issuance | HR-004 MPF Enrolment | SEC-001 Access Management

| Version | Date | Author | Approver | Change |
|---|---|---|---|---|
| 1.0 | 2026-04-29 | COO | MP | Initial release |