Payroll & Employer
HR Shared Services Vietnam
Licensed HR shared services for Vietnam-based employers
The whole HR back office, run from our Vietnamese entity under Licence 6208/2024/20/SLĐTBXH-VLATLĐ. Payroll, compulsory social, health and unemployment insurance, PIT withholding and annual finalisation, labour contracts and their renewals, work permit administration for foreign staff, the periodic labour reporting, and a helpdesk your employees can reach directly. Twelve-month minimum term against a refundable one-month deposit.
24+ years
of regional HR group heritage
Licensed
Recruitment Licence 6208/2024/20/SLĐTBXH-VLATLĐ
9 entities
across 5 SEA markets
5 markets
VN · SG · MY · TH · ID
How it works
1
Scope
We settle what is leaving your team and to what standard. Typically payroll, the lifecycle from hire through transfer to exit, benefits, leave, HR data and reporting, the employee helpdesk, the statutory filings, and permit administration where you employ foreigners. All of it mapped and written down before a contract is drawn.
2
Onboard
Records migrate, workflows are configured per function, and the links into your HRIS or accounting system are built and tested. Approval routes and escalation paths get documented instead of passed on verbally. One full cycle then runs alongside what you have today and the two are reconciled before cutover.
3
Run
The monthly cycle runs: payroll calculated and paid in dong, social, health and unemployment insurance contributions remitted on the statutory dates, PIT withheld, benefits and leave kept current, joiners and leavers handled to your policies, and the helpdesk answering employees rather than routing them back to you. Contract expiry dates are tracked deliberately, since a definite-term contract quietly rolling past its limit is one of the more expensive administrative mistakes available here. Annual PIT finalisation is part of the cycle.
4
Improve
A quarterly review against accuracy, deadline performance, cost per employee and how often exceptions arise. It is also where scope moves, whether a function is added, handed back, or the arrangement adjusted as headcount changes.
HR shared services in Vietnam, backed by 24+ years of group heritage
The HR administration that goes wrong in Vietnam is rarely the visible part. It is the registration trail: enrolling each new employee in compulsory social, health and unemployment insurance and adjusting the declarations when salary changes, keeping labour contract types correct as definite terms run out, filing the periodic labour usage report, and keeping work permit and temporary residence card expiries aligned for foreign staff. Each is small and each has a date, and a company running them out of one person's calendar discovers the gap during an inspection or when a foreign employee's permit lapses. We run that layer through People Profilers Services Vietnam Company Limited, alongside recruitment, payroll and employer of record work in the same market, which is why the process reflects what actually happens rather than what a manual says. For the numbers behind these obligations, see the full statutory cost of a Vietnamese hire.
What's included in our HR Shared Services
Three layers. The HR functions held to service levels written into the contract, the statutory and permit work that has to close correctly every cycle, and a standing review that keeps the arrangement matched to how the organisation is changing. The fee covering all three is fixed in the engagement letter before the first operational cycle.
HR function coverage
- ✓Payroll, benefits, leave, employee data
- ✓Onboarding, offboarding, employee lifecycle
- ✓HRIS administration, employee helpdesk
- ✓Performance review & appraisal coordination
Work Permit + statutory
- ✓Work Permit & LĐ2 visa applications & renewals
- ✓Social insurance contributions and statutory filings
- ✓PIT finalisation, monthly PIT declarations, country-equivalent annual returns
- ✓Recruitment Licence 6208/2024/20/SLĐTBXH-VLATLĐ - licensed HR partner
Service levels + reporting
- ✓Documented SLAs per in-scope function
- ✓Monthly KPI dashboard + variance reporting
- ✓Quarterly service reviews + continuous improvement
- ✓Audit-ready records archived for statutory retention
Fees are in writing before onboarding. Minimum term is twelve months with one month of fees held as a refundable deposit. The people running your HR function are our employees, recruited, managed and retained by us, which is where the operational, regulatory and employment risk sits. Where your need is broader than HR and takes in reception, office administration and document work, BPO Services is usually the better fit.
When HR shared services makes sense in Vietnam
Three situations account for most of it here, and one boundary worth being clear about.
The registration trail has outgrown one person
Insurance enrolments and adjustments, contract renewals and expiries, and the filings that go with them. None of it is difficult; all of it has deadlines. Once headcount passes the point where one coordinator can hold the calendar in their head, the gaps start appearing in the records rather than in anyone's inbox.
Foreign staff whose paperwork cannot lapse
A work permit and a temporary residence card have their own renewal clocks, and the lead time on a renewal is longer than most employers plan for. We track those dates against the employee record rather than separately, so a renewal starts when it should and not when someone notices.
A foreign parent with no HR administration here
Overseas headquarters with a Vietnamese team who need the records, filings and employee queries handled locally, in Vietnamese, without building the function. You get the administration to a documented standard and a single point of contact.
One boundary worth stating: you remain the legal employer of your team throughout. We administer. If you want us to be the employer instead, that is Employer of Record. If you want an entire function handed over against a service level rather than the HR layer specifically, that is BPO Services.
HR SHARED SERVICES
The HR administration layer, without the headcount
Employee records, insurance enrolments and statutory filings maintained · Work permit and residence card expiries tracked so status never lapses · Escalation to licensed advisory when needed
Industries & Functions We Cover
How much work an HR back office generates varies sharply by sector. Shift premiums and overtime in electronics and manufacturing, site allowances and rotation in construction and energy, rostering and licensing records in healthcare, variable pay in banking. Because our consultants come from recruiting into these industries, the shape of your cycle is familiar to the team running it.
Aerospace & Aviation
Aircraft maintenance technicians, avionics and component specialists, ground operations and aviation supply chain roles around Tan Son Nhat, Noi Bai and Long Thanh.
Automotive
Production and quality engineers, supplier development, sales and aftersales management for assemblers and the growing EV and component base.
Banking & Financial Services
Relationship managers, credit and risk analysts, compliance and AML officers and operations specialists across Vietnamese commercial banks, insurers and securities firms.
Biotechnology & Pharmaceutical
Regulatory affairs, QA and validation, medical representatives and market access roles for manufacturers, importers and distributors.
Chemical
Process and production engineers, plant supervisors, HSE officers and technical sales across the southern and central industrial zones.
Construction & Civil Engineering
Project and site managers, civil, structural and M&E engineers, quantity surveyors and safety officers on Vietnamese infrastructure and property projects.
FMCG & Retail
Brand and trade marketing managers, key account and modern trade specialists, and retail operations across a fast-growing national footprint.
Healthcare
Clinical operations, nursing leadership, medical representatives and regulatory specialists for private hospital groups and device companies.
IT & Telecommunication
Software engineers, DevOps, product managers and data specialists across the Ho Chi Minh City, Hanoi and Da Nang development centres and outsourcing firms.
Logistics & Transportation
Freight forwarding, customs and import-export specialists, warehouse and distribution managers around Cat Lai, Hai Phong and the border crossings.
Marine & Offshore Engineering
Marine and subsea engineers, yard and vessel operations, project managers and HSE specialists across shipbuilding and offshore support.
Media & Publishing
Account management, content and performance marketing, creative and production roles across agencies, platforms and publishers.
Oil & Gas
Process, drilling and project engineers, HSE coordinators and commercial analysts for upstream operators, service companies and refineries.
Real Estate & Property
Development and project managers, leasing and property managers, facilities leads and investment roles for Vietnamese developers and funds.
Semiconductor
Process, test and packaging engineers, equipment and production specialists across the assembly and testing plants in the northern and southern parks.
Frequently asked questions
What's the difference between HR Shared Services and BPO Services?
Both involve handing something over. The boundary is what differs.
HR Shared Services is the HR function specifically, including the permit administration that matters if you employ foreign staff. Everything inside it is HR work, running to HR deadlines.
BPO draws a wider boundary that is not HR-shaped. Reception, office administration, document handling and data entry can all sit in it, with payroll as one component among several.
Employers with foreign staff and a genuine HR problem take the first. Employers whose difficulty is an administrative back office rather than an HR department take the second.
Who is the legal employer when I engage People Profilers HRSS?
Your employees stay yours. Contracts, seniority, entitlements and reporting lines are unaffected by the fact that we now run payroll and hold the records.
The people delivering the service are ours, on our payroll, with the employment risk on our side.
Where you want us to be the legal employer of people working in your business, that is a different arrangement and runs through Employer of Record.
How is HRSS different from your standalone Work Permit & Immigration service?
The standalone service is per filing. Your HR function stays where it is and you come to us when a permit is needed, a renewal falls due, or an exemption confirmation has to be argued.
Here, permit administration is absorbed into the monthly engagement and handled alongside payroll and the lifecycle, on a retainer rather than per application.
Volume decides it. A couple of foreign staff and occasional renewals is cheaper per filing. A standing foreign population alongside an HR function you would rather not run makes the bundled arrangement sensible.
How does the engagement and pricing work?
Twelve-month minimum, with one month of fees held as a refundable deposit for the term.
The fee follows headcount, the functions in scope, and how much statutory and permit activity your workforce actually generates. A company with foreign staff and operations across several provinces produces considerably more work than one with neither, and the pricing says so rather than averaging it away.
Everything is in the engagement letter before onboarding, and later changes are documented variations rather than fresh negotiations.
How do you handle data security and employee privacy?
Records sit in access-controlled systems, with permissions limited to the team on your engagement rather than open across the operation.
Handling follows Vietnamese personal data protection requirements, with retention periods, access rights and breach procedures written into the engagement letter rather than left to internal policy. Payroll, insurance and permit data carry the tighter handling their sensitivity demands.
When an engagement ends your data returns in an agreed format and our copies are destroyed on a documented schedule fixed at the start.
What does the transition look like if we move from in-house HR or multiple vendors?
Almost nobody starts clean. There is usually a payroll vendor, a spreadsheet one person maintains, and an HR executive who has become the only one who understands how the leave accrual really works.
So mapping comes first, undocumented practice included, because that is what breaks at cutover. Then migration, workflow configuration, and a full cycle run alongside the existing one.
Cutover follows reconciliation and never precedes it. Consolidating several vendors is sequenced rather than done at once, normally taking payroll first and folding the rest in over subsequent cycles. Where a mid-year move is unavoidable, the year-to-date figures come across intact so the annual PIT finalisation still closes correctly.
Explore our other services
Need something different? Browse our other broad service categories.
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