This applies to both planned overtime and unplanned overtime.

Slack or chat approvals will no longer be accepted as the official filing process. Only overtime requests submitted through the ticket form with the required approvals will be processed.

Step 1: Go to the Unified Attendance Ticket Form

Open the Unified Attendance Ticket Form and fill out the required basic information.

Make sure all details are accurate before submitting your request.

Step 2: Select the Correct Ticket Type

Under Ticket Type, select:

Overtime

Step 3: Upload the Required Approval

All overtime requests must have proper approval attached before submission.

The approval must clearly show the affected overtime date.

For Regular VAs

You must attach approval from any of the following:

• AM

• CSM

• Client

For Enterprise VAs

You must attach both of the following:

• Client/POC Authorized Approver approval

• CSM approval

When Should I File an Overtime Ticket?

You must file an Overtime ticket if you will be rendering overtime, whether the overtime was planned in advance or requested during your shift.

Planned Overtime

This applies when your client, AM, CSM, or authorized approver asked you in advance to extend your shift.

• Example for Regular VAs:
  Your client asked you ahead of time to extend your shift until 7:00 PM, and you secured approval before rendering the overtime.

• Example for Enterprise VAs:
  Your Client/POC Authorized Approver asked you in advance to extend until 7:00 PM, and you secured both Client/POC Authorized Approver approval and CSM approval before rendering the overtime.

Unplanned Overtime

This applies when you were asked during your shift to extend your work hours.

• Example for Regular VAs:
  You were asked by your client during your shift to stay until 7:00 PM, but Hubstaff only recorded your regular shift until 5:00 PM.

• Example for Enterprise VAs:
  Your Client/POC asked you on the spot to stay until 7:00 PM, but Hubstaff only recorded your regular shift until 5:00 PM. You must still secure and attach the required Client/POC Authorized Approver and CSM approvals.

Important Reminders

• All overtime requests, whether planned or unplanned, must have a ticket filed.

• Slack or chat approvals will not be honored as the official filing process.

• Only tickets with proper approvals will be processed.

• Always secure and attach the required approval before submitting the ticket.

• Approval must clearly show the affected overtime date.

• Incomplete tickets or requests without proper approval may be declined.

Ticket Cut-Off

The daily ticket cut-off is 2:00 PM Pacific Time (PT).

• Tickets submitted on or before 2:00 PM PT will be reviewed for processing within the same business day, subject to validation.

• Tickets submitted after 2:00 PM PT will be processed on the next business day.

• Tickets submitted during weekends will be processed on the next business day, which is usually Monday or the next working day if Monday is a holiday.

Processing

Once submitted, the Ops Support Team will review the overtime ticket.

• Valid and complete overtime tickets will be processed.

• Incomplete tickets will be declined with clear notes.

• Tickets without the required approval will not be processed.

Please make sure your overtime request is filed correctly and on time to avoid delays in processing.

Before submitting your request, make sure you have the following details ready:

• Your email address (where you would like us to send the requested IVL)

• VAID (You can find this in your Payslip)

• Date (Today's date on which you are requesting the IVL)

• Your full name

• Role

• Work hours per week (40 if full-time, 20 if part-time)

• Hourly Pay Rate indicated in the Pay slip (for verification)

Step 2: Submit Your Request

1. Choose the form depending on your preferred language:

   • IVL ENG FORM - If you want the letter written in English.

   • IVL SPN FORM - If you want the letter written in Spanish.

2. Fill Out the Request Form

   • Enter all the required information accurately.

3. Submit Your Request

   • Double-check your details and click the “Submit” button.

Step 3: Wait for Processing

• The processing time usually takes 1-2 business days. You will receive an email once your request is completed.

Step 4: Follow Up (If Needed)

If you haven’t received your income verification letter after the stated processing time, please file a ticket here Agent Help Desk Support Portal Form.

Select Compensation and Benefits as your Issue Category and provide a brief description of your inquiry.

Frequently Asked Questions

Q: Can I request an expedited letter?
A: Yes, for urgent cases, please refer to Step 4 above. File Agent Help Desk Support Portal Form Ticket and specify the reason for urgency in the Issue Description field.

Q: Can I request to add specific details to the Income Verification Letter (IVL)?
No, the Income Verification Letter (IVL) is standardized and cannot be customized. Here’s why:

1. Hourly Pay Rate vs. Monthly Rate

   • The IVL reflects your hourly pay rate, as monthly rates can fluctuate based on your attendance. Presenting hourly rates as fixed monthly rates could lead to inaccurate information, which Virtual Staff LLC aims to clarify and avoid.

2. Client-Specific Bonuses

   • Client-specific bonuses cannot be included in the IVL. This document is solely intended to validate your engagement and earnings with Virtual Staff LLC. Bonuses provided by clients are their provisions and may not always originate from Virtual Staff LLC, which could lead to inaccurate or misleading details.

For these reasons, all IVLs issued to independent contractors will remain standard to ensure consistency and accuracy.

However, we can accommodate reasonable revisions based on the VA's needs, provided the requested changes do not fall under the two examples mentioned above.

If you have any further questions, please submit a ticket through the Agent Help Desk Support Portal Form.

• $35 Bonus - English Speaking Candidates

• $50 Bonus - Bilingual Candidates

Referral Rules for rewards:

• Referral Qualification

  • Must be a new applicant, and haven't worked for Legal Soft for the past year

  • Be hired and deployed.

  • Your name must be indicated as the Referrer in the application form submitted by your referral.

• First Referrer Rule

  • If two or more employees refer to the same candidate, only the first referrer will receive the referral incentives. This prioritization ensures fairness and transparency in our referral program.

• No Referral Cap

  • There is no cap on the number of referrals an employee can make. We encourage you to refer as many qualified candidates as possible, and all rewards will be paid accordingly.

• Eligibility for Hired Candidates

  • Referrers are still eligible for rewards even if a candidate is hired later or for another position within the company.

• Reward Distribution

  • The Finance team will initiate the processing of the referral bonus payout as soon as they get deployed. The reward will be paid out on the nearest payout.

• How to Refer?

  • Provide the Referral link to your referral/applicant: Virtual Staffing Careers

  • The referral/applicant must indicate the details in the following fields to validate that they were referred:

    • Under the "Where did you hear about the company?" field, the applicant must indicate the word "REFERRAL".

    • Under the "Did someone refer you? Please add first and last name of your referral" field, the applicant must indicate their referrer's first and last name.

    • Failure to fill the following details on the required field will invalidate the referral. Hence, you are not eligible for the referral.

OBJECTIVE:

The VA Ambassador Program is designed to encourage and reward active External Virtual Assistants (VAs) who take the initiative to identify and refer qualified candidates based on actual client staffing needs.

This program:

• Recognizes the value of high-quality referrals that result in long-term placements within the same client team.

• Strengthens LegalSoft’s talent acquisition process through trusted recommendations from experienced VAs.

• Supports overall business growth by leveraging VAs’ knowledge of client requirements.

POLICY STATEMENT:

All active External VAs of LegalSoft are eligible to participate in the VA Ambassador Program, provided they meet all referral requirements and follow the official referral process.

BONUS STRUCTURE:

REFERRAL QUALIFICATION REQUIREMENTS:

To qualify for the Ambassador Program incentives:

1. New Applicant – The referred VA must be a first-time applicant or have not worked for LegalSoft in the past 12 months.

2. Employment Type – Must be hired as a permanent, full-time VA (not part-time, project-based, or virtual staff).

3. Referrer Acknowledgment – The referring VA’s name must be listed in the application form submitted by the referred VA.

4. Same Client Placement – The referred VA must be placed on the same client team that initiated the referral request.

5. Client-Identified Need – Referrals must be based on an actual client staffing need (increase in workload or additional manpower request). Unsolicited referrals are not eligible.

6. No Existing Acquisition Request - there should be no previously applied acquisition request from the client for the same position the referred VA is applying for.

REFERRAL AND PLACEMENT PROCESS:

1. Identify Opportunity:

   1. The referring VA observes an increase in workload or receives confirmation from the client about needing additional manpower.

2. Client Discussion:

   1. The VA discusses the potential referral with the client.

   2. The VA secures documented confirmation (e.g., email, chat message) that the client is open to hiring based on the VA’s recommendation.

3. Submit Referral:

   1. The referring VA sends the following details to the CSMs for initial review:

      1. The client’s confirmation

      2. The referred VA’s resume

4. CSM and Account Manager Review:

   1. The CSM reviews the referral details.

   2. The CSM secures approval from the Account Manager/Senior CSM.

   3. Once approved, the Senior CSM/CSM forwards the recommendation to the HR Team for final validation and processing.

5. Client Approval & Onboarding:

   1. LegalSoft presents the candidate to the client.

   2. Upon client approval, the referred VA undergoes standard onboarding.

6. Performance Tracking:

   1. The referring VA is encouraged to track the new VA’s performance during the qualifying periods (60 days, 180 days, 1 year).

7. Incentive Distribution:

   1. $150 – Paid after 60 active days.

   2. +$250 – Paid after 180 active days.

   3. +$350 – Paid after 1 year of active service.

IMPORTANT NOTES ON ELIGIBILITY:

1. Different Client Placement – If the referred VA is hired by a different client than the one who confirmed the referral, the Ambassador Program bonus will not apply. The referring VA will instead qualify for the Standard Referral Program:

   1. $35 for English-speaking VAs

   2. $50 for bilingual VAs

2. Realignment of Referred VA – If the referred VA is realigned to another client before completing the 60-day, 180-day, or 1-year requirement, the bonus for that milestone is forfeited.

3. Referrer Termination – If the referring VA is terminated before the referred VA reaches the milestone, the bonus will not be awarded.

4. Referrer Rehire/Realignment – If an eligible referrer is rehired or realigned to a new client before the milestone is reached, the bonus will be paid on the first payout after the referrer is deployed to the new client.

5. Referrer Non-Rehire Status – If the referrer is not eligible for rehire or realignment, the bonus will not be awarded.

If these steps do not solve the issue and the problem persists, please email Hubstaff Support Team at support@hubstaff.com and we will be glad to help.

Note: Hubstaff doesn’t support internet connections that are run through proxy or VPN.

That usually happens when the security (SSL) certificates on your computer are outdated or there’s some sort of internet connectivity issue.

Here are some things you can try to fix the problem. We’ve listed the most common solutions first – try each one in order.

To do this, right-click on the Hubstaff icon in your system tray and select Check for Updates option to have Hubstaff automatically search for updates.

In the Window that pops up, you will see your current version:

1. Press Command (⌘) + Space to bring up the Spotlight Search bar.

2. Type in “Hubstaff.app“

3. Drag the app down to the dock on the bottom of the screen to make the application easier to find.