---
title: "Add an allowance to a project worker's timecard"
slug: "add-an-allowance-to-a-project-workers-timecard"
updated: 2026-07-23T19:57:10Z
published: 2026-07-23T19:57:10Z
canonical: "help.wrapbook.com/add-an-allowance-to-a-project-workers-timecard"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Add an allowance to a project worker's timecard

> [!NOTE]
> Adding an allowance to a project worker's timecard is permission based.
> 
> To add an allowance to a project worker's timecard, your account must have one of the following [roles](/v1/docs/roles-permissions) enabled:
> 
> - **Role:** *Company Admin, Company Manager, or assigned Project Coordinator*
> - **Custom role with:** *Projects, People & Approvals/Project management* - *Full access, or Manage; Payroll & Financials/Allowances - Full access, or Create and manage*

## Overview

In the New Timecards Experience, [authorized](/v1/docs/roles-permissions) production administrators can add allowances directly from a project's [Timecards dashboard](/v1/docs/overview-of-the-timecards-dashboard-utc). Allowances cover additional compensation items such as per diem, mileage, kit fees (also called kit rentals or box rentals), and more. Once added, allowance amounts are reflected in the worker's timecard totals.

## How to add an allowance

1. At the top of the project's *Timecards* dashboard, click the **+ Add allowance** button
2. In the *Add an allowance* popup, click the search bar and then click to select the [allowance type](/v1/docs/add-an-allowance-to-a-project-workers-timecard#allowance-types) that you want to add
  - Note that there are now two options for per diem: *Per diem Non-Taxable* appears at the top of the list, and *Per diem Taxable* appears at the bottom of the list
3. Under *Details:*
  - To add the allowance to more than one day, click the toggle next to *Enable multi-date selection*
  - Enter the required and optional information. The details that you're prompted to add depends on the type of allowance selected. Details that are required are marked with an asterisk (*).
4. 
  - When entering the allowance details, you'll have the option to add:
    - *Work* location
    - *Notes*
    - *Attachments -* Click the **Select a file** button to add a file that's saved to your computer
    - *Account codes*
5. For *Workers*, click to select the workers that get the allowance, and then click the **Continue** button
  - You can enter names and titles into the search bar to find specific workers
  - If you don't see the worker listed, make sure that they have been [invited](/v1/docs/how-to-invite-workers-to-a-project) to the project first.
6. For *Review*, verify that the details added are correct. When you're ready, click the **Continue** button and the allowance will be added.

![Timecard overview displaying worker details, allowances, and payment statuses for payroll processing.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-03-13T120149.243.png)

*To add an allowance, you can click the* ***+ Add allowance*** *button directly on the project's Timecards dashboard*

![Selecting meal allowance reimbursement from the expense options in the allowance menu.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-03-13T102452.494.png)

*In the Add an allowance popup, click the search bar and then select the allowance type*

![Form for adding meal allowance with fields for date, amount, and work location.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-03-13T102859.990.png)

*In the popup, enter the required and optional details. To add the allowance to more than one day, click the* ***Enable multi-date selection*** *toggle. To apply worker default account codes, click the checkbox at the bottom of the popup. When you're ready, click the* ***Continue*** *button.*

![Meal allowance selection for workers including various roles and total amount displayed.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-03-13T120601.732.png)

Enter a name or title into the search bar and/or click to choose the project workers that received the allowance, then click the **Continue** button.

![Form for adding meal allowance with details, amount, and submission button highlighted.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-03-13T120814.565.png)

*Review the details and then click the* ***Submit*** *button*

![Timecard overview displaying worker details, hours, allowances, and payment information for review.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2026-03-13T121050.895.png)

*The allowances will be listed on the Timecards dashboard*

## Allowance types

****Click the arrow to see the types of allowances that can be added****

| **Allowance type** | **Classification** | **Details needed** |
| --- | --- | --- |
| #### Per diem | Non-Taxable | Per diem type Date of expense Daily amount * Units * |
| #### Kit/box fee Also called: kit rental, box rental, equipment rental fee | Taxable | Date of expense Daily amount * Units * You'll be able to download Wrapbook's inventory template or upload your own inventory file. |
| #### Mileage | Non-Taxable | Number of miles * Standard mileage rate - will be automatically calculated Date of expense Total amount * You'll be able to download Wrapbook's mileage template or upload your own mileage file |
| #### Wardrobe allowance | Taxable | Date of expense Amount * Units * |
| #### Wardrobe cleaning | Reimbursement | Date of expense Amount * Units * |
| #### Buyout - Other | Taxable | Date of expense Amount * Units * |
| #### Buyout residuals | Pensionable` | Date of expense Amount * Units * |
| #### Other wages | Taxable | Date of expense Work location Worker(s) Rate(s) Notes * |
| #### Advance | Taxable | Hours worked * Date of expense Net amount * Units * |
| #### Car allowance | Reimbursement | Date of expense Amount * Units * |
| #### Cell phone allowance | Reimbursement | Date of expense Amount * Units * |
| #### Computer allowance | Reimbursement | Date of expense Amount * Units * |
| #### Living allowance | Reimbursement | Date of expense Amount * Units * |
| #### Meal allowance | Reimbursement | Date of expense Amount * Units * |
| #### Other |  | Select type of expense: - *Reimbursement (non-taxable)*- Use for legitimate expense reimbursements not subject to tax - *Invoice* **-** For contractor workers only. Do not select *Invoice* for W-2 employees or loan-out workers. |
| #### Per diem | Taxable | Date of expense Amount * Units * |

### About Other wages

When adding *Other wages*, a **Notes** field is required — use it to briefly explain what the payment is for (for example, "Agent fee" or "Bonus for shoot day"). This note is visible to your paymaster and creates a clear record.

*Other wages* can only be added by [authorized company team members](/v1/docs/roles-permissions). Project workers cannot add *Other wages* to their own timecards.

#### Other wages vs Other

- *Other wages* — Use this when you need to add a taxable supplemental wage such as a *Meal Penalty, Bonus, Agent Fee*, or any other *taxable* payment.
- *Other* — Choose between *Reimbursement (non-taxable)* for non-taxable expense reimbursements, or *Invoice* for contractor workers only. Do not use this for W-2 employees or loan-out workers.

#### Wage types to add

When entering *Other wages*, you'll select a *Wage type* from the following options:

| Wage type | Use this for |
| --- | --- |
| **Meal Penalty** | Compensation owed when a worker is not provided a meal break within the required timeframe. Typically a fixed amount per missed meal period. |
| **Straight Time** | Additional straight-time wages not captured in the timecard grid — for example, extra days or hours worked at the regular rate. |
| **Overtime** | Additional overtime pay not automatically calculated on the timecard. |
| **Agent Fees** | Covers the worker's agent commission (typically 10% of their earnings). |
| **Forced Call** | A premium owed when a worker is called back before the minimum required rest period between shifts has elapsed. |
| **Travel Allowance** | Compensation for required travel time or travel-related expenses. |
| **Vacation Payout** | Accrued vacation pay per union agreement or company policy. |
| **Unworked Holiday Payout** | Pay for a recognized holiday that falls within the worker's work period when they did not work that day. |
| **Holiday Not Worked Straight Time** | Straight-time rate pay for a recognized holiday not worked, per the applicable agreement. |
| **Holiday Not Worked Overtime** | Overtime rate pay for a recognized holiday not worked, per the applicable agreement. |
| **Consecutive Pay** | A premium for working beyond the maximum number of consecutive days without a day off. |
| **Program Fee** | A fee paid per the applicable agreement for work on a specific program or production. |
| **Bonus** | A one-time supplemental payment for performance, project completion, or other criteria outside of regular wages. |
| **Stipend** | A fixed supplemental payment, often for specific ongoing responsibilities or expenses. |
| **Session** | A fee paid for a specific recording or performance session, per the applicable agreement. |
| **Other Wage** | A catch-all for payments that don't fit any of the named types above — for example, hazard pay or other one-off agreement-specific payments. Use this when none of the other options apply. |

## Using a separate timecard for allowances only

By default, a project worker's allowances and wages appear together on a single timecard in the *New Timecards Experience*. If your company prefers to keep wages and allowances separate, you can create a dedicated timecard for a worker that contains only their allowances.

To do this:

- Create a second timecard for the worker for the same workweek (in addition to their wages timecard)
- In the second timecard, leave the wages grid blank, and add all of the worker's allowances to that timecard. To learn how to create an additional timecard, see [Create a timecard for a project worker](/docs/how-to-create-a-timecard-for-a-project-worker-utc).

**Notes:**

- Only [authorized](/v1/docs/roles-permissions) company [team members](/v1/docs/members) can create multiple timecards for a worker in the same workweek. Project workers cannot create more than one timecard per workweek.
- Both timecards will appear on the project's [Timecards dashboard](/v1/docs/overview-of-the-timecards-dashboard-utc) and will need to be submitted and approved separately
- If you delete an allowance submission, it will remove all the allowances added to it

Payment of anticipated daily living expenses to Cast and Crew on location.

Places or properties used on a project (as opposed to a stage or backlot). If using the inside of the structure, this is called an Interior (Int). If filming outside, this is called Exterior (Ext).

Additional compensation equivalent to an author's royalty paid to actors, directors, writers, etc., according to union contract. These fees are typically union-negotiated and are in addition to an employee’s salary that is paid when a show is re-aired beyond its original premier (DVD release, syndicated airing, streaming events, etc.).

A loan-out company is a corporate entity, typically an S Corporation or C Corporation, that "loans out" the services of an individual (usually an entertainment industry professional) to other companies. The individual is an employee of their loan-out company, which in turn contracts with production companies or other businesses.

Person responsible for processing payroll data to produce employee paychecks and reports; an individual who calculates inputs and processes payroll and is knowledgeable about the various union and guild requirements in their respective jurisdictions.

Union agreements or state laws dictate how many hours an employee must be allowed to rest between work shifts. If the employer calls their crew back to work before they have received the clotted rest, the crew members receive compensation for either the invaded time or until they receive the appropriate rest.This is called a rest period violation, turnaround violation or forced call.

Under the US Department of Labor, Fair Labor Standards Act, a fixed and recurring period of 168 hours — 7 consecutive 24-hour periods. All hours worked during that fixed period are tallied to determine if the employee has exceeded 40 hours.

By default, Wrapbook establishes a worker's workweek as starting on their first day of employment on the project. This is called a dynamic workweek because not all project workers will necessarily have the same workweek configuration.