---
title: "Batch project worker timecards"
slug: "batching-project-worker-timecards-utc"
updated: 2026-07-22T22:00:29Z
published: 2026-07-22T22:00:29Z
canonical: "help.wrapbook.com/batching-project-worker-timecards-utc"
---

> ## 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.

# Batch project worker timecards

> [!NOTE]
> Batching project worker timecards is permission based.
> 
> To batch project worker timecards, 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/Timecards - Full access, or Create and manage*

## Overview

**Batching is required before running payroll. Items in a batch must be approved before processing.**

- A *batch* is a grouped set of timecards and their allowances that will be reviewed together and then processed as one payroll
- *Batching* is the act of creating and managing those groups. This includes naming a batch, adding or removing timecards, keeping items organized by department or union, and preparing the batch for payroll.
- Batches are limited to a single Production Entity and cannot mix escrow and non‑escrow items

## How to access a project’s Payroll batches dashboard

The *Payroll batches* dashboard gives you a clear, centralized view of all timecard batches in one place. On the dashboard you can see batch statuses, totals, and any items that need attention so you can finalize approvals and stay payroll‑ready.

The *Payroll batches* dashboard is accessible at the project level via:

- The left-side navigation, when a project has been selected from the dropdown menu
- The project dashboard, in the *Payroll* section

### From the left-side navigation

To access the *Payroll batches* dashboard from the left-side navigation:

1. Click the dropdown menu to select the project
2. In the left-side navigation, click to expand the **Payroll** menu, and then click **Payroll batches**

### From the project dashboard

To access *Payroll batches* from a project’s dashboard:

1. Click the dropdown menu to select the project
2. On the project dashboard, in the *Payroll* section, click **View payroll batches**

## Payroll batches dashboard elements

Below is an example of a project’s Payroll batches dashboard.

![Overview of payroll batches with statuses, timecards, and gross totals for review.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-10-23T163118.619.png)

*Example of a project's Payroll batches dashboard*

The following payroll batch dashboard elements help you understand the state of a payroll batch:

### Payroll batch status

In the new timecard experience, payroll batches can have the following status types:

- ***Draft*** — The batch has been created and is still being assembled or edited before any downstream payroll steps begin
- ***Needs review*** — One or more timecards in the batch still require company review or approvals before moving forward
- ***Submitted to paymaster / With paymaster*** — The batch has been sent to the paymaster for wage calculation and validation
- ***Ready for payroll*** — Company approvals are complete and the batch is ready to be turned into a payroll run
- ***Funding*** (aka *Needs funding*) — Payroll has been created and is awaiting funds. Once funding begins, edits are restricted.
- ***Processing*** — Funding confirmed and the payroll run is in progress. Payments are being issued.
- ***Complete*** — Payroll for this batch has finished. Use reports and logs for reconciliation and wrap.

### Payroll batches dashboard tabs

You can click on the payroll batches dashboard tabs to view batches in the following ways:

- ***All*** - Shows every batch, regardless of state
- ***Needs review*** - The batch contains timecards that still require company review or approvals before payroll can proceed. Typical pre‑payroll checks live here.
- ***Ready for payroll*** - All required timecard approvals are complete and the batch is ready to be turned into a payroll run
- ***With paymaster*** - The batch is in the paymaster’s queue for wage calculation/validation and submission prep
- ***Needs funding*** - Payroll has been created and is awaiting funds. No further edits should be made once funding begins.⁠[](https://help.wrapbook.com/docs/payroll-status-and-funding-process)⁠
- ***Processing*** - Funding confirmed and payroll is in progress. Payments are being issued according to the run’s settings.
- ***Complete*** - Payroll processing for the batch has finished. Use reports and logs for reconciliation and wrap[](https://help.wrapbook.com/docs/payroll-log-payroll-level)

### Payroll batch grid headers

The payroll batches grid uses the following column headers:

- ***Batch ID*** - The unique identifier for the batch. Use it to reference or search for a specific batch in reviews and reports.⁠[](https://help.wrapbook.com/docs/payroll-log-payroll-level)⁠​
- ***Batch*** - The batch name chosen when it was created. Often used to indicate episode, department, union, or pay cycle grouping.
- ***Date range*** - The work period covered by the batch, typically the earliest to latest work dates of the timecards included
- ***# of timecards*** - The count of timecards currently included in the batch. This updates as cards are added or removed before processing.
- ***Gross total*** - Sum of all gross wages for the batch before taxes and deductions. Serves as the pre‑tax control total for reconciliation.
- ***Net total*** - Sum of all worker take‑home amounts after taxes, deductions, and employer contributions are applied in the payroll run⁠[](https://help.wrapbook.com/docs/payroll-log-payroll-level)⁠​
- [***Status***](/v1/docs/batching-project-worker-timecards-utc#payroll-batch-status) - The current lifecycle state of the batch, used for filtering and workflow.

### Timecards needing to be batched

Use this section to find timecards that aren’t in a batch yet, so you can select them, group them into a new or existing batch, and move them toward payroll processing.

- If your company has more than one PE, there will be a tab listed for each applicable PE
- You can **search** the list by by name, job title, department
- You can **filter** the list by
  - *Week ending*
  - *Gross*
  - [*Status*](/v1/docs/how-to-create-a-timecard-for-a-project-worker-utc#project-worker-timecard-page-elements-top-section)
  - *Department*
  - *Union*

## Payroll batches dashboard actions

- **Create a timecard to add to the batch** - Click the **+ Create timecard** button to open a drawer where you can search and filter the list project workers. Click the **Create** button next to the worker.
- **Create a new timecards batch for payroll** - Click the **+ Create new batch** button
- **Search payroll batches** - Use the search bar to find payroll batches
- **Filter payroll batches by date** - Click the **Date** button to select a timeframe
- **View the details of a payroll batch** - Click the **View** button next to the batch to go to its *Batch* page

## How to create a batch of timecards for payroll

1. There are three ways that you can begin creating a new batch of timecards:
  - From the project’s [Payroll batches dashboard](/v1/docs/batching-project-worker-timecards-utc#how-to-access-a-projects-payroll-batches-dashboard) - Click the **+ Create new batch** button
  - From a [project worker’s timecards page](/v1/docs/how-to-create-a-timecard-for-a-project-worker-utc#how-to-access-a-project-workers-timecards) - Click **Add to batch**, and then select **Create new batch**
  - From the project’s [Timecards dashboard](/v1/docs/overview-of-the-timecards-dashboard-utc), select timecards using the **checkboxes**, click the **Actions** button at the bottom of the dashboard, then select **Create new batch**
2. In the popup, enter a name for the batch and then click the **Create** button

![Create a new batch for timecard approval and payroll processing in the application.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-10-23T125513.722.png)

*In the popup, enter a name for the batch and then click the* ***Create*** *button*

## Overview of a Batch page

Once a batch of timecards is created, it will have its own *Batch* page. The *Batch* page shows one payroll batch, letting you review included timecards, track status, approve gross after paymaster calculations, and move the batch through funding to run payroll end to end.

### How to access a Batch page

- You can access a *Batch* page from a project’s [Payroll batches dashboard](/v1/docs/batching-project-worker-timecards-utc#how-to-access-a-projects-payroll-batches-dashboard)
- To open the *Batch* page, click the *Batch* name, or the **View** button next to it

![Overview of payroll batches with details on status, dates, and gross totals.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-10-23T131200.343.png)

*On the Payroll batches page, you can click either the Batch name or the View button next to a specific batch*

### Batch page elements

Below is an example of a *Batch* page:

![Summary of batch with gross total and timecard details for review.](https://cdn.us.document360.io/67f3ef76-1568-46b4-8047-4792fc3a99ce/Images/Documentation/Untitled - 2025-10-23T130135.844.png)

On every *Batch* page, you’ll find the following:

#### Batch details

- ***Batch name*** - To edit the name of the batch, click the edit icon
- ***Batch ID*** - This number is automatically generated by Wrapbook
- ***Created*** - Date the batch was created
- ***Last edited*** - Date the batch was last updated

#### **Batch summary**

- ***Gross total*** - This is the total gross wages for all timecards currently in the batch. It’s the amount paymasters calculate and company users ultimately approve as *gross wages* prior to funding payroll.
- [***Batch status***](/v1/docs/batching-project-worker-timecards-utc#payroll-batch-status) - The current state of the batch

#### **Batch list headers**

The list on a *Batch* page uses the following column headers:

- ***Worker*** - The worker’s name on the timecard included in the batch⁠​
- ***Week ending*** - The workweek the timecard covers, shown by its week‑ending date
- ***Days / Hours*** - A quick tally of worked days and total hours captured on the timecard for that week⁠[](https://www.notion.so/Timecards-Index-240fdd08fcdc80578a8ac4db069f38c5?pvs=53)
- ***Allowances*** - Count and/or total of additional items added to the timecard (for example, per diem, mileage, kit). These are separated from wages.
- ***Gross*** - The total gross wages for that timecard as calculated prior to employee deductions and employer taxes
- [**Timecard status**](/v1/docs/how-to-create-a-timecard-for-a-project-worker-utc#project-worker-timecard-page-elements-top-section) **-** The current state of the timecard submission
- ***Department*** - The department associated with the project worker or timecard
- ***Job title / Union*** - The worker’s job title and union/local shown for context and reconciliation
- ***Created on*** - The timestamp when the timecard submission was created

## **Batch page actions**

From a *Batch* page, you can take the following actions:

- **Edit batch name** - Next to the batch name, click the edit icon to make your changes. Click the **Update** button when you’re done.
- **Delete batch** - In the top-right corner of the page, click **Delete batch**. In the confirmation, click **OK**
- **Export a batch** - In the top-right corner of the page, click the **Export all to pdf** button and then select either:
  - *Timecards only*
  - *All payables*
  - *All paystubs*
  - *Direct deposit paystubs*
- **Submit batch for review -** Once all items in your payroll batch are approved, click the button in the top-right corner of the dashboard to submit it
  - If your batch includes union workers, the button will say **Submit to paymaster**
  - If your batch does not include union workers, the button will say **Submit for review**
  - Once you submit a batch for review, the *Delete batch* option on the *Batch* page will be replaced by a *Recall batch* button, that can be used to [cancel the payroll](/v1/docs/cancel-a-payroll-batch) before it’s reviewed by your Paymaster.
- **Search for timecards in the batch** - Use the search bar to find timecards by name, job title, or department. Click the **Date** button to limit your search to a specific timeframe.
- **Remove, move, or export worker timecards** - Click the checkboxes next to the workers you want to select, then click the **Actions** button at the bottom of the page and make your selection
- **See unbatched timecards** - Click **Timecards needing to be batched** to expand the list
- **Add an unbatched timecard to the batch** - Click the checkboxes next to the workers you want to select, then click the **Actions** button at the bottom of the page and select **Add to batch**

## How to update a batch of timecards

You can update a batch of timecards by going to its [Batch page](/v1/docs/batching-project-worker-timecards-utc#how-to-access-a-batch-page).

You can update a batch any time before it’s funded/credited, but what you can change depends on the batch’s status and the kinds of timecards inside it:

- You can edit freely when a batch’s status is *Draft*
- Expect limited but possible adjustments when a batch’s status is *Submitted* or *Ready for Approval*
- Avoid structural edits after *Approved* or *Ready for Payroll* unless you’re prepared to roll back.
- Once the status of the batch is *Credited*, it’s read‑only.

****Click the arrow to see how batch status affects your ability to update a batch****

| **Batch status** | **Rules for updating** |
| --- | --- |
| ***Draft*** | Fully editable |
| ***Submitted (*sent to paymaster for calc.*)*** | Still editable with limits. You can remove a timecard that needs fixes and keep processing the rest. |
| ***Ready for Approval*** | You can return individual timecards if something’s off. If an approver *declines* calculations on a timecard, the timecard reverts to *Ready for Paymaster* and the batch status rolls back to *Submitted* until the paymaster resubmits calculations. |
| ***Approved*** | Minimal changes recommended; structural edits may force a re‑review for affected cards. |
| ***Ready for Payroll*** | Treat as locked unless you roll back status; moving items here will usually push you back to earlier steps. |
| ***Credited*** | Locked. Funding has been released and payments initiated; you can’t edit the batch contents at this point. |

## Add a note to a batch

Once a batch has been submitted to the paymaster, it locks — you can no longer edit timecards or make changes directly. If you need to pass context to your paymaster (a timing request, a correction to expect, or any other information relevant to processing), you can leave a note directly on the batch.

Notes are available until the batch is funded. After funding begins, the option is no longer available.

**To add a note to a batch:**

1. Open the batch from the project’s [*Payroll batches* dashboard](/v1/docs/batching-project-worker-timecards-utc#how-to-access-a-projects-payroll-batches-dashboard)
2. Click **Add note**
3. Type your message — include any requests, context, or instructions your paymaster needs to know
4. Save the note. It stays attached to the batch while it remains in the paymaster's queue.

**Note:** Batch notes are one-way — they are not a back-and-forth conversation. Use notes to pass context to your paymaster; for questions or follow-ups, contact your Wrapbook Paymaster or Customer Success Manager directly.

### What paymasters see

Your paymaster sees the note on the payroll summary, displayed prominently so it's visible immediately when they open the batch.

### Paymaster acknowledgment

Before your paymaster can send the batch back or release it for funding, they must confirm they have seen your latest note. This acknowledgment step is built into the send-back and release-for-funding workflows — your paymaster cannot skip it if a note is present.

This ensures that context you've added to a locked batch is always reviewed before payroll moves forward.

The method of identifying a group of documents input to an accounting system together for data flow control purposes; in data processing, a group of items entered a unique alpha and/or numerical identifier and held until processed. Regarding payroll processing, “batch” often denotes a specific department.

A production entity is a legal entity that has a federal tax ID (FEIN) and bank account(s) that federal tax authorities recognize. It acts as the common law employer of workers on projects and is responsible for recording and handling all project expenses.

Legal document used to record employee's hours worked each week.

Generally refers to the end of a day's shooting or the period required for the completion of work by the shooting crew after principal photography.

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.

The period just prior to filming where planning is completed, sets are built, all necessary props, set dressing, and wardrobe are obtained, etc.

When an error is identified in an account (as in trial balance shows a balance other than zero), the ledger must be reconciled to find and correct the error. Also used in bank reconciliation where the balance shown on the bank statement is reconciled to the balance shown on the project's general ledger.

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.

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