Overview
After inviting a worker to a project, you can view, add, update, and track their allowances directly from their project worker profile. Allowances such as kit rentals, mileage, per diems, and car allowances can be managed at any time, even after the invitation has been sent.
Key things to know before you start:
Allowances listed on a worker's profile are informational — they let the worker know which allowances they're eligible to submit, and at what amount. Adding or updating them does not automatically create payments or populate timecards.
Workers must still submit their allowances on their timecards. Wrapbook does not disburse allowance payments automatically.
Allowance caps let you set limits on how much a worker can receive for a given allowance type, either per week or for the full project. Caps are visible to production but are not currently enforced at the timecard level — your team will need to monitor submissions to ensure caps are not exceeded.
View a worker's allowances
To view a worker’s assigned allowances:
In the left-side navigation, click the dropdown menu and select the name of the project
In the left-side navigation, click People
On the project's People dashboard, find the worker and click the View button
At the top of the worker's profile, click the Manage allowances button
This will open the Manage allowances drawer on the worker's profile where you'll see all of the allowances that have been assigned to the project worker.
Add a new allowance
Use these steps to assign a new allowance type to a project worker:
In the left-side navigation, click the dropdown menu and select the name of the project
In the left-side navigation, click People
On the project's People dashboard, find the worker and click the View button
From the worker's profile, click Edit next to Job & pay
Scroll down to the Allowances section
Under Add new allowance, click the dropdown menu and select the allowance type (for example, kit rental, mileage, per diem, car allowance, wardrobe, meal allowance)
Enter the Amount and select the Frequency (daily, weekly, monthly, lump sum, or shoot days only)
Optionally, add a Note to provide the worker with additional context — this will appear on their startwork
Click the Save button when finished
Track allowance spending against caps
Once caps have been set, you can view a spending summary for each capped allowance type from the Manage allowances drawer which is available on the worker's profile and on the admin view of a project worker's timecard.
The allowance tracker shows:
Paid — amounts that have been fully processed and paid
In process — amounts on timecards that are pending approval or payment
Remaining — how much is left before the cap is reached
Overage — any amounts submitted that exceed the cap
Note: Caps are not automatically enforced in the timecard. If a worker submits an amount that would exceed their cap, the timecard will still go through for review. Your production team is responsible for monitoring and managing submissions against the cap.
Update caps on an existing allowance
Allowance caps let you define the maximum amount a worker should receive for a given allowance type, either on a weekly basis or across the entire project.
Weekly cap
A weekly cap is the maximum amount the worker should receive in a single week for that allowance type
It applies across all of the worker's deals
You can leave this blank if there is no weekly limit
Project cap
A project cap is the total maximum amount for that allowance type for the duration of the entire project, across all deals
How to update an allowance cap
Use these steps to update a project worker’s allowance caps:
In the left-side navigation, click the dropdown menu and select the name of the project
In the left-side navigation, click People
On the project's People dashboard, find the worker and click the View button
At the top of the worker's profile, click the Manage allowances button
In the Manage allowances drawer, click the pencil icon to edit the cap amounts for an allowance type
In the popup, click the fields to make your changes
When you're ready, click the Save button
Note: If you are lowering a cap that was previously communicated to the worker, make sure to notify them directly. Wrapbook will not automatically alert the worker of cap changes.