Policy purpose
The CVA Critical Need Fund (CNF) provides limited financial assistance to employees and Virtual Assistants experiencing verified, short-term financial hardship due to unforeseen circumstances. Ensures fair decision-making, responsible use of company funds, and timely support for genuine need.
Scope
All CVA employees and all contracted Virtual Assistants who are active and in good standing.
Policy statement
Assistance may be grants (non-repayable) or loans (repayable through payroll or agreed terms). The CNF is a voluntary, employee-supported program, supplemented by company contributions when applicable. All requests must meet eligibility and follow the approval process. Approval is not guaranteed — based on fund availability, severity of need, and supporting documentation.
Clarification: The CNF is not a savings account. It is temporary assistance for verified hardship not for saving or accumulating personal funds.
Employee contributions
Supported by voluntary contributions from U.S. staff and offshore VAs. Contributions are voluntary and non-refundable (no refunds if the contributor leaves CVA).
Options: one-time donations (any amount, no frequency limit); recurring fixed amount per pay cycle (adjustable/cancelable anytime).
Methods: U.S. staff payroll deduction (recurring) or approved one-time payment; Offshore VAs — direct transfer or approved payment method. Use the current company donation link from leadership/HR (do not invent a URL).
Participation in funding does not influence eligibility or approval decisions.
Eligibility
Must be active and in good standing; completed at least 30 days of service; no active disciplinary action (unless exception approved).
Eligible expenses
Medical emergencies (employee or immediate family); housing emergencies (eviction, fire, unsafe conditions); utility shutoff prevention; death of immediate family (funeral/travel); domestic violence or safety-related relocation; critical transportation failure impacting ability to work.
Ineligible expenses
Credit card or personal debt; routine living expenses without a qualifying event; non-essential purchases; financial mismanagement without documented hardship; repeated/excessive requests without sufficient time between submissions.
Assistance limits
Case-by-case based on severity, verified need, and fund balance. Most requests fall within a reasonable support range; higher-value requests may need more documentation.
Frequency: no more than one (1) approved request per rolling 90-day period; generally one per calendar quarter. Additional same-quarter requests may be denied or require heightened/exceptional approval. Total 12-month assistance is monitored for fair distribution. CVA may adjust amounts, limit frequency, or deny based on prior usage.
Funding availability
Balance = employee contributions + company contributions when applicable. CVA may pause approvals, reduce awards, or prioritize high-urgency requests based on available funds.
Request process
Submit via the approved CNF form (JotForm).
Provide: description of hardship; amount requested; supporting documentation; impact on ability to work; urgency level; manager awareness (Yes/No).
Incomplete requests will not be reviewed.
Review and approval
Initial review by CNF Review Team. Standard timeframe: 24–48 hours.
Emergency fast-track: same-day provisional approval possible for urgent situations; must still be reviewed by HR (El) and Javen within 24 hours.
Required routing: all decisions to HR (El) and Javen. Final approval requires confirmation from both before disbursement.
Outcomes: Approved; Denied; Additional information requested.
Evaluation: severity/urgency; impact on ability to work; documentation; prior fund use.
Conflict of interest: reviewers recuse if they are the applicants direct manager or have a personal relationship that may create bias. Decisions are documented and final once approved.
Disbursement
Within 48 hours after final approval via payroll or direct transfer. Loan recipients receive repayment terms separately.
Loan repayment (if applicable)
Terms defined before disbursement; standard method is payroll deduction. On separation: remaining balance may be deducted from final pay where legally permitted, or repaid directly. Failure to repay may impact future eligibility and contract standing.
Tax implications
Assistance may be taxable depending on jurisdiction. CVA does not provide tax advice; recipients are responsible for any required reporting.
Confidentiality
Handled with discretion. Shared only with CNF Review Team, HR (El), Javen, and Finance as required.
Misuse
False information or misuse may result in immediate disqualification, disciplinary action, and termination of employment or contract.
Transparency and reporting
Periodic internal summaries may include total funds distributed and number of team members supported — no personal identifying details.
Policy administration
Managed by CVA Leadership, CNF Review Team, HR (El), and Javen. CVA may modify this policy or approve exceptions when appropriate. Program review recommended quarterly (usage, trends, sustainability, misuse/risk).
Acknowledgment
Participation as contributor or applicant requires acknowledgment of this policy and agreement to its terms.
Source: SweetProcess DOCX export (Drive pack). Migrated to Eniston category Allied. Do not treat as dual source of truth with SweetProcess.