Congratulations on hiring your first Virtual Assistant (VA)! Once they get to work and start contributing to your business, you’re going to need to compensate them for those hours. I will be detailing how we track the hours for our VAs and how we transfer their pay to them.

Time Tracking with OnTheClock

Register with OnTheClock

We use OnTheClock as the time clock app for tracking VA work hours. It’s conveniently web based easy to use. They also have mobile apps that make it easy for VA to input their hours. The first step is to register at https://www.ontheclock.com.

Time Clock Settings

Once registered, it’s time to configure some basic settings. Log into OnTheClock and click Settings. Select a Pay Period Type and specify a Pay Period Start Date. We chose to go with Bi-Weekly and chose a Monday as a start date. This means that our VAs work 14 days and their pay period ends on a Sunday. You can go with of course whatever works best for you. When you’re done, click Save Settings.

Adding Employees

Then you can start adding a VA by clicking Employees > View Full Employee List. Click Add Employees > Add One. The minimum fields you’ll want to fill out are First Name, Last Name, and Email. Make sure Send email invite is checked, then click on Randomize to create a random password.

Next you’ll want to click on the Pay Rates tab and fill in how much they will earn hourly in REG Pay Rate. OnTheClock is based in the US, so you’ll want to enter the rate as US dollars.

You can optionally click on the other tabs to see if any of them are relevant to your business. Once you are done, click Save Settings. Your VA will get an email inviting them to log into OnTheClock to start tracking their time.

Time Cards

You can review how many hours your VA has logged by going to Time Cards in the top menu. This will default to the current pay period. You can view pervious periods by click the left arrow.

Paying Your VA with Wise

Register with Wise

Once a pay period has ended, go to Time Cards and select the right period. Check the Payroll checkbox, which will multiply their Pay Sub Total hours with their hourly rate. This is how much you owe.

There are a few options out there when it comes to transferring payment to your VA. We prefer Wise due to its user friendly interface, support for international transfers, and low transfer rates. You can register for an account at https://www.wise.com.

Once registered, the first step is to add your bank account by going to Receipients > Add your bank account.

VA Payment Details

Now you’re ready to add your VA as a recipient. You’ll need to collect the following information from them:

• Email
• Country
• City
• Address
• Post Code

Then depending on how they want to get paid, you’ll need to get either their bank details or other details. For example, Filipino VAs have the option of getting paid with their E-Wallet.

If they want their funds transferred to a bank, you will need from them:

• Their full name (or name of the account holder)
• Bank name
• Account number

If they want to their funds transferred to a Filipino E-Wallet, you will need from them:

• Their full name (or name of the account holder)
• Bank code (PayMaya or GCash)
• Account Number

In addition, you will also need their address:

• Country
• City
• Address
• Post Code

Adding VA to Wise

Once you have all the details above, log into Wise. Click on Recipients > Add a recipient. After sucessfully adding them, got back to Recipients and click on their name. Click Send Money. In order to make sure your VA gets the right amount, you’ll need to a simple calculation. Take the amount you want to pay them in US dollars and multiply by the Guaranteed rate. For example, you want to pay them $100 and the current rate is 52.8400, you would calculate 100 x 52.8400 = 5,284. You would then enter this into the box of how much the VA will get. Click Continue

When you review the details of the transfer, you can put in a reference for the VA. We usually will put in the pay period, so they know what they’re getting paid for. Finish up the transfer and they should receive it within hours or less.

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