A Virtual Assistant forgot to log their time. How should we handle this?

Option 1: Allow the Virtual Assistant to add the missing hours in the current workweek

If the Virtual Assistant realizes they missed logging time during the current workweek, they can add those hours before the pay period closes. Once the hours are logged, they can be included in the next pay cycle as usual. It’s a good practice to review and approve the added hours to ensure accuracy.

Option 2: Process a One-Time Payment for the missed hours

If the missed hours are from a previous workweek or if the project is already closed, the Virtual Assistant won’t be able to log time retroactively. In this case, you can process a one-time payment equivalent to the missed hours. Make sure the Virtual Assistant provides the following details for clarity:

• Dates when the work was completed
• Number of hours worked
• Tasks or deliverables completed during those hours

Key Considerations:

• Timelog Deadlines: Ensure Virtual Assistants are aware of timelog deadlines. Time entries are generally allowed only within an open workweek. Once the workweek ends or a project is closed, timelogs cannot be updated.
• Clear Communication: Encourage Virtual Assistants to inform you promptly if they miss logging hours. This helps prevent delays in processing payments.
• Record Keeping: Maintaining clear records of logged time and processed one-time payments can prevent future discrepancies.

In all cases, the payment for missed hours will be included in the next pay period after the hours are logged or the one-time payment is approved.