Employer of Record Services

Terms and procedures to request Bonuses, Gifts & Overtime.

By using Courtpals’ Employer of Record Services you agree to the Terms & Conditions outlined in this page.

1. Bonuses.

1. 1 Bonus Request Process:

  1. Fill Out the Bonus Request Form

    • The client must complete a separate form for each bonus request. This form can be accessed by contacting your Account Manager.

  2. Bonus Payment

    • Once the form is submitted and reviewed, Courtpals, LLC will give you two options:

      OPTION 1. Courtpals, LLC provides a secure link where you can transfer the bonus amount. The bonus amount can be adjusted to cover taxes (see the "Tax Compliance" section below).

      The bonus request form and payment must be submitted at least 10 days before the next VA pay cycle (which occurs every 15 days).

      If the payment is made less than 10 days before the cycle, the bonus will be disbursed in the following pay cycle.

      OPTION 2. Opt for a seamless process where the bonus is paid out to your Employee as soon as possible—on the next payroll cycle. The bonus amount will then be added as an extra charge to your next invoice, ensuring a smooth and hassle-free experience.

      No need for upfront payments—just confirm the bonus details, and we’ll take care of the rest.

      Please note that the bonus request form must be submitted at least 10 days before the next VA pay cycle to ensure timely processing. Requests submitted less than 10 days before the cycle will be processed in the following pay period.

  3. Courtpals, LLC Disbursement

    • Upon receiving the bonus payment, Courtpals, LLC will handle the transfer to the VA in compliance with local labor laws and regulations. We will ensure that the VA receives the desired amount after taxes.

  4. Confirmation & Breakdown

    • Once the bonus is disbursed, you will receive confirmation of the deposit, along with a breakdown of how much was paid to the VA and how much went toward taxes.

1.2 Important Conditions:

  1. Tax Compliance

    • To remain compliant with labor laws, bonuses are subject to income tax deductions as required by local regulations. Clients can opt to cover these deductions when transferring the bonus amount to Courtpals, LLC, ensuring that the VA receives the full bonus amount after taxes. For instance, if a client wishes to award a $100 bonus, they would need to transfer $142.86 to Courtpals, LLC. This covers the 30% income tax, ensuring that the VA receives the full $100 as their net bonus.

  2. Administrative Fees

    • An administrative fee applies for bonuses. This fee will follow the guidelines below:

    • Bonuses up to $500: Flat fee of $50

    • Bonuses from $501 to $2,000: 8% administrative fee

    • Bonuses over $2,000: 6% administrative fee

2. Gifts

2.2 Gift Request Process:

  1. Fill Out the Gift Request Form:

    • The client must complete a separate form for each gift request. This form can be accessed by contacting your Account Manager.

  2. Details of the Gift:

    • Specify the type of gift (e.g., flowers, gift basket, a physical item, experience), the desired amount or value, and any personalized message you would like to include.

  3. Approval & Payment:

    • OPTION 1. Courtpals, LLC provides a secure link for the gift payment. The payment amount will include the gift value and any applicable administrative fees (see the "Administrative Fees" section below).

      OPTION 2. Opt for a seamless process where the gifts is sent to your Employee as soon as possible. The payment for the gift will then be added as an extra charge to your next invoice, ensuring a smooth and hassle-free experience.

      No need for upfront payments—just confirm the gift details, and we’ll take care of the rest.

  4. Timing:

    • Gift requests and payments must be submitted at least 15 days before the desired delivery date. This allows sufficient time for processing and delivery to the Employee. If the request is submitted less than 15 days in advance, the gift delivery may be delayed.

2.3 Courtpals, LLC, Handling & Disbursement

  1. Gift Purchase & Delivery: 

    • Upon receiving the payment, Courtpals, LLC will handle the purchase and delivery of the gift to the Employee. We will ensure that the gift is delivered as per the client's specifications.

  2. Confirmation & Delivery Receipt:

    • Once the gift has been delivered, you will receive a confirmation of delivery, along with any available tracking information or delivery receipt.

2.4 Important Conditions:

  1. Gift Compliance:

    • To comply with tax regulations, certain gifts may be considered taxable income for the Employee. Courtpals, LLC will advise on any potential tax implications before processing the gift request.

  2. Administrative Fees:

An administrative fee applies for the handling and delivery of gifts under all plans. This fee will follow the guidelines below:

  • Gifts up to $100: Flat fee of $35 USD

  • Gifts from $101 to $500: 10% administrative fee

  • Gifts over $500: 8% administrative fee

3. Overtime

3.1 Overtime Request Process:

Planned Overtime: 

  1. Notification & Approval:

    • If the Client requires an Employee to work overtime or during PTO or publicly and locally observed holidays in the Employee’s country of residence, the Client must notify their Account Manager at Courtpals, LLC at least one (1) week in advance.

  2. Payment Submission:

    • After receiving approval for the overtime, the Client must complete the payment for the request at least 72 hours before the overtime work is scheduled to begin, otherwise, the charges will automatically reflect in your invoice on the next billing cycle. A secure payment link will be provided by Courtpals, LLC for the transaction.

Unplanned Overtime:

  1. Notification: 

    • If the Employee works unplanned overtime, Courtpals, LLC will notify the Client promptly, providing details of the hours worked and the associated fees.

  2. Payment Requirement:

    • The Client must cover the corresponding overtime fees within 72 hours of receiving the notification, otherwise, the charges will automatically reflect in your invoice on the next billing cycle.

Courtpals, LLC, Handling & Disbursement:

  1. Overtime Calculation:

    • Courtpals, LLC will calculate the overtime payment based on the Employee’s salary and applicable overtime rates as per local labor laws. This will include any additional compensation required for working during PTO or holidays.

  2. Disbursement to Employee:

    • Upon receiving the overtime payment from the Client, Courtpals, LLC will process and transfer the payment to the Employee, ensuring compliance with local labor laws.

  3. Confirmation & Breakdown:

    • Once the overtime payment has been disbursed, the Client will receive a confirmation along with a breakdown of the amount paid to the Employee and any applicable deductions.

Important Conditions:

  1. Compliance with Local Laws:

    • All overtime payments will be subject to income tax deductions and other statutory requirements as mandated by local employment laws. Courtpals LLC will ensure that these deductions are accurately applied.

  2. Minimum Overtime Requirements:

    • Overtime work must be a minimum of one (1) hour per occurrence. Any additional hours or minutes will be rounded to the nearest 1-hour increment.

Overtime Rates:

  • Standard Overtime: 2x the regular hourly rate.

  • Overtime during PTO or Holidays: 3x the regular hourly rate.

Administrative Fees:

An administrative fee applies for managing overtime payments. This fee will follow the guidelines below:

  • Overtime up to $500: Flat fee of $50.

  • Overtime from $501 to $2,000: 8% administrative fee.

  • Overtime over $2,000: 6% administrative fee.