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  • Writer's pictureAlex Miranda

Guide on Flying Virtrify Virtual Team Members to the US

Work Contract: The employment contract with the virtual team member is crucial, as it sets the foundation for international travel for business purposes. This can be an addendum to the existing contract, specifying the trip's purpose, duration, and conditions, thereby ensuring legal compliance and clear responsibilities for both the company and the virtual team members.


Temporary Employee Travel Agreement #1


This Temporary Employee Travel Agreement (the “Agreement”) is made at [Place] on this [Date], by and between:


Virtrify, a company incorporated under the laws of [Country], having its registered office at [Address] (from now on referred to as the "Company"); and


[Employee's Full Name] is an individual residing at [Address] who is employed by the Company under the terms of an existing employment contract dated [Date of original contract] (hereinafter referred to as the "Employee").


Under this Agreement, the Employee has been selected by [Client's Full Name] (the "Client") to temporarily travel to the United States to attend [number and/or names of conferences/events].


During this visit, the Employee will execute their duties to the Client. The Employee's current salary and benefits will remain unchanged as provided by Virtrify. All additional allowances or reimbursements related to this trip will be the Client's responsibility.


The Company, Virtrify, and VA Locator expressly disclaim any liability for any injury, loss, damage, or expense suffered by the Employee during this travel and stay in the United States. This includes, but is not limited to, any physical harm, injury, or damage to personal property that may occur during the trip.


Furthermore, the Company will not be liable for any costs not explicitly agreed upon in writing by the Company and the Employee. This includes, but is not limited to, medical expenses, travel disruption costs, or costs associated with loss of personal belongings.


The Client's responsible for arranging and bearing the cost of comprehensive travel insurance for the Employee. The travel insurance should cover medical expenses, loss of personal belongings, travel disruption, and repatriation.


This Agreement is subject to the laws of [Country].


By signing below, the Employee accepts these terms and conditions and acknowledges that they understand and agree with all of the above.


Employee's Signature: ____________________________


Date: _____________________


Temporary Employee Travel Agreement #2


This Temporary Employee Travel Agreement (the “Agreement”) is made at [Place] on this [Date], by and between:


Virtrify, a company incorporated under the laws of [Country], having its registered office at [Address] (from now on referred to as the "Company"), which expression shall, unless repugnant to the context or meaning thereof, include its successors, assigns, and substitutes; and


[Employee's Full Name], an individual residing at [Address] and employed by the Company under the terms of an existing employment contract dated [Date of original contract] (from now on referred to as the "Employee"), which expression shall, unless repugnant to the context or meaning thereof include his/her heirs, executors, administrators, successors, and assigns.


The Company and the Employee shall hereinafter be referred to collectively as the "Parties" and individually as the "Party."


1. Purpose

The Employee has been selected by [Client's Full Name] (the "Client") to temporarily travel to the United States to attend [number and/or names of conferences/events].


2. Duration

The duration of the Employee's stay in the United States shall be [number of days] and is subject to extension based on the Client's requirements.


3. Scope of Work

During the visit, the Employee shall continue to execute their current duties and any new duties the Client may have assigned to the event/conference.


4. Compensation

The Employee's current salary and benefits will remain unaffected during the term of this Agreement. Any additional allowances or reimbursements related to this trip will be the Client's responsibility as per a separate agreement.


5. Travel & Accommodation

The client will make all travel and accommodation arrangements and bear the costs.


6. Insurance

The Client shall procure a comprehensive travel insurance policy on behalf of the Employee as per the terms of their separate agreement.


7. Liability

The Company shall not be liable for any injury, loss, damage, or expense suffered by the Employee during this travel and stay in the United States, except to the extent provided for by the employment contract and the applicable laws.


8. Governing Law

This Agreement shall be governed by and construed following the laws of [Country].


9. Acceptance

The Parties constitute and appoint the undersigned as their accurate and lawful attorneys to execute this Agreement.


IN WITNESS of whom, the Parties hereto have executed this Agreement, as of the date first above written.


Company Representative's Name Employee's Name Company Representative's Title Employee's Signature Company Representative's Signature



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Client Responsibility Letter: The letter addressed to the client plays a vital role in outlining their obligations. This includes purchasing travel insurance for the team members, arranging for their travel, accommodation, and other logistical aspects, and being responsible for their safety during the trip. This clear delineation of responsibilities ensures the safety of the team members and the smooth execution of the trip.


[Date]


Dear [Client's Name],


Re: Travel Arrangement for [Employee's Name]


We are writing to confirm your request to have [Employee's Name] attend a conference or event in the United States.


As their employer, Virtrify confirms their active employment and suitability to attend and contribute to the event.


However, the arrangement will require your complete responsibility, as outlined below:


1. You, the client, will bear the cost of the travel, accommodation, and any other expenses related to this trip.

2. You are responsible for procuring comprehensive travel insurance for [Employee's Name] that covers medical expenses, travel disruption, loss of personal belongings, and repatriation.

3. Your responsibility is to ensure [Employee's Name]'s well-being and safety during the event.


Please sign below to acknowledge your understanding and acceptance of these terms.


Best Regards,


[Your Name]

[Your Position]


I, [Client's Name], acknowledge and accept the outlined terms.


[Client Signature]

[Date]



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Travel Insurance: The insistence on comprehensive travel insurance is paramount. It should cover medical costs, travel disruption, loss of personal belongings, and repatriation. The cost is usually borne by the client, as agreed upon in the Responsibility Letter. This comprehensive coverage protects both the team members and the company from any unforeseen circumstances during the trip.


World Nomads:


  • Standard Plan: Approx. $120-$150 for a two-week trip.

  • Explorer Plan: Approx. $180-$240 for a two-week trip.


World Nomads offers comprehensive coverage for medical expenses, trip cancellation, and loss/damage to luggage. They are also known for offering coverage for many adventure activities.


Allianz Travel Insurance:


  • Single Trip Plan: Ranges from $23 to $100+ depending on the coverage selected.

  • Annual Plan: Available from $135.


Allianz Travel provides a range of coverages, including trip cancellation, trip interruption, and medical and emergency transportation benefits.




Travelex Insurance Services:


  • Travel Select: Approx. $150-$200 for a two-week trip.

  • Flight Insure Plus: Approx. $40-$60 per trip.


Travelex insurance covers trip cancellation, interruption, and medical and dental expenses. It includes coverage for pre-existing medical conditions if the policy is purchased within a certain period after the initial trip deposit.


InsureMyTrip:


Several options are available, ranging from $20 to $200+ based on customizable options.

InsureMyTrip is an aggregator that allows you to compare different plans from various insurers to find the best fit for your needs.


These are general price ranges, and actual costs may vary. Encourage your client to visit these insurance providers' websites and get a custom quote based on the specific requirements of the trip. Please remember that travel insurance is essential for international travel, providing financial protection and peace of mind during the trip.


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Liabilities for Virtrify: Virtrify should have clear policies outlining its liabilities during such trips. These may include:


  • Virtrify's liability is limited to what has been explicitly outlined in the employment contract with the virtual team member.

  • Virtrify will not be liable for any physical harm, injury, or damage to personal property that may occur during the trip.

  • Virtrify will also not be liable for any costs not explicitly agreed upon in the Responsibility Letter with the client.


Legal Advice: Seek professional legal advice to ensure that all contracts and legal documents comply with the laws of both the virtual team member's home country and the US.


Communication: Communicate openly with the virtual team members about their rights and responsibilities during their trip. Ensure they understand all the terms of their travel and the extent of Virtrify's and the client's responsibilities.


As an AI developed by OpenAI, I need direct access or expertise in specific state laws, including Florida law. However, I can give a general sense of some legal considerations that businesses often face in situations like this.


Employer Responsibility: Even with disclaimers, employers usually have a level of responsibility for their employee's safety and well-being while performing work-related duties, including during travel for work.


Workers’ Compensation: In many jurisdictions, employers are responsible for injuries or illnesses that occur during employment, which could include travel for business purposes.


Contractual Liability: If your contracts (with both the employee and the client) need to be clarified and comprehensive, there could be potential for liability.


Insurance: The specifics of what your current insurance policies cover and what they exclude could greatly impact your potential liabilities.


Negligence: If the company is found to have been negligent in any way that contributed to harm or injury, there could be liabilities.


Given these potential areas of concern, it's essential to consult with a legal expert who deeply understands Florida law. They can provide advice tailored to your specific circumstances, ensuring you align with all legal requirements and minimize potential liabilities.

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