Allowances and expenses are additional payments you can receive for production-related costs. These may include kit/box fees, mileage claims, and per diem.
Access your Allowances & Expenses
Your allowance and expense options are on your Timecard & Allowances dashboard:
In the left-side navigation, click All projects
On your All projects dashboard, click the View Project button next to the project that you want to add an allowance or expense to
In the left-side navigation, click Timecard
On the Timecards & Allowances dashboard, scroll to the Expenses & Reimbursements section
Click All projects, then click View project
Example of a worker’s Timecard & Allowances dashboard
Types of Allowances & Expenses
The types of allowances and expenses that you can submit are based on what your production’s administrators have enabled for your account. If you don’t see an expense/allowance type when making a submission, it may not be enabled. In this case, contact your production administrators.
Click the arrow to see the full list of allowances and expenses that can be enabled in Wrapbook
Allowance & Expense types
Kit/Box Fee
A Kit/Box Fee is a payment for the approved and authorized use of a worker's "kit," which may include reusable equipment or expendables. Examples could include tape, camera, computer, sound equipment, gels, etc.
In the Add Kit/Box Fee popup, you can either List Kit Items manually by typing them into the box, or you can Select a file from your computer that contains the list of kit items
Kit/Box fee payments are taxable as rental income and reported on a worker's 1099 if more than $600 in rental payments have been made in the calendar year. No tax withholding will be applied at the time of payment.
Mileage
A mileage expense is payment for miles driven in a worker's personal vehicle for production needs.
In the Add Mileage popup, enter the Number of miles. The reimbursement amount will be automatically calculated according to the standard IRS per-mile reimbursement rate.
In the Mileage log box, click Select a file to upload a mileage log file that’s saved to your computer. The mileage log is an IRS-required record of odometer readings that includes:
The odometer reading at the start of the trip
An odometer reading for each time the driver stopped
The odometer reading at the end of the trip
Mileage claims must match the numbers provided in your mileage log
Per Diem
Per diem is a daily allowance that a company provides to workers to cover production-related expenses while traveling.
Use the Per Diem popup to add individual per diem expenses for each day you were granted per diem. If you submit multiple days of per-diem on a single per-diem expense, it will most likely exceed the daily non-taxable limit.
You can learn more about the daily non-taxable limits on US General Services Administration’s website page, M&IE breakdowns
Wardrobe
Wardrobe expenses are treated as wages and may be taxed based on their type.
In the Add Wardrobe popup you can add two types of wardrobe expenses:
Allowance (taxable) - Select this option when you’ve supplied your own wardrobe at the request of the producer. This allowance is treated as a wage and will be taxed. Pensioning is for SAG Music Video only.
Cleaning (reimbursement) - Select this option when the producer pays for cleaning, repairs, and any other necessary maintenance of wardrobe assets
Wardrobe expenses are paid in flat sums to workers
Buyouts & Usage Fees
Buyouts and usage fees are flat sum payments made to workers that are considered wages and may be taxed. A buyout is typically used when paying a flat fee to an employee rather than paying them repeatedly over time.
In the Add buyout popup, select the Buyout type: Residuals (Pensionable) or Other
Buyouts are flat sums paid to the worker
Buyouts are considered wages and may be taxed
Car, Cell phone, Computer, Living, and Meal allowances
Car, cell phone, computer, living, and meal allowances are reimbursements provided to workers for using their personal resources or covering basic needs during production
In the popup, you can add Notes about these types of expenses and Select a file on your computer to attach any associated documentation
Other
In the Add other wages/reimbursements popup you can add the following types of expenses:
Reimbursement (non-taxable)
Wages (taxable) - When adding a taxable wage item, you’ll be prompted to select the applicable Work type, and the Wage type. Wage types include Meal Penalty, Standard Time, Overtime, Agent Fees, Forced Calls, Travel Allowance, Vacation Pay, Unworked Holiday Pay, Consecutive Pay, Other Wage, Bonus, and Stipend.
Invoice - Invoices are for non-employees only. When you add an invoice expense, you must include the total number of hours worked. This is required to accurately report to tax agencies for state unemployment insurance. You can enter this information manually in the Notes box, or Select a file on your computer to upload as an attachment.
Allowances & Expenses help articles
This section contains the following help articles:
Allowances & Expenses FAQ
To help you understand Allowances & Expenses in Wrapbook, we’ve put together this list of frequently-asked questions.
Click the arrow next to a question to see the answer.
What kinds of allowances and expenses can I submit?
Your production company will determine the kinds of allowances and expenses that you’re allowed to submit.
The allowances and expenses that they allow you to submit will display when you click the Add allowance/expense dropdown menu on your timecard dashboard.
Do I need to submit receipts for my production expenses?
Yes, you should save receipts for your expenses in Wrapbook. When submitting expenses, you'll need to upload supporting documentation by clicking the Select a file button to attach documentation from your computer.
This includes:
Mileage claims (must include a mileage log)
Kit/Box fees
Wardrobe expenses
Other allowances and reimbursements
Having clear documentation and receipts helps ensure your expenses get approved correctly and you get paid on schedule. To learn more, see How to document allowances and expenses.
How can I tell if the expenses that I’ve created have been submitted or approved?
To verify your submissions and review approval status:
In the left-side navigation, click All projects
On your All projects dashboard, click the View Project button next to the project that you want to review allowances and expenses for
In the left-side navigation, click Timecard
On the Timecards & Allowances dashboard, scroll down to the Submissions list
All of the allowances and expenses that you’ve created will be listed in Submissions, along with their status
The status of your submission will indicate whether it has been Approved or is still In Review.