---
title: "Managing Timecards FAQ"
slug: "timecards-new-experience-faq"
updated: 2026-07-28T01:06:04Z
published: 2026-07-28T01:06:04Z
canonical: "help.wrapbook.com/timecards-new-experience-faq"
---

> ## 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.

# Managing Timecards FAQ

## Overview

To help you understand how to manage timecards as an admin in Wrapbook, we’ve put together this list of frequently-asked questions.

You can scroll through the sections below, and click the arrow next to any question to see the answer.

## **General Questions**

#### Why does the admin view of worker timecards in Wrapbook look different?

Wrapbook has [redesigned the timecard interface](/v1/docs/the-admin-view-of-a-project-workers-timecard) to offer a more intuitive, streamlined experience for managing timecards. It features improved organization, clearer navigation, and a familiar format that makes timecard management faster and easier.

#### What are the benefits of the redesigned admin view of worker timecards in Wrapbook?

- **Ultimate batching flexibility:** In the redesigned experience, [batching](/v1/docs/batching-project-worker-timecards-utc) is built into the workflow. Batches become your payroll batches, and you can create as many as you need, either upfront or as you go. [Add timecards to existing batches](/v1/docs/batching-project-worker-timecards-utc#timecards-needing-to-be-batched), or [create new batches](/v1/docs/batching-project-worker-timecards-utc#how-to-create-a-batch-of-timecards-for-payroll) on the fly, then [review](/v1/docs/timecard-and-payroll-approval-workflow-utc#how-to-review-and-approve-project-worker-timecards) and manage timecards directly within those batches.
- **Streamlined workflow**: Everything you need on one page, no more clicking around
- **Familiar format**: We made the timecard similar to what’s used in the paper-world, making it easier to read, add, edit, and review all in one page
- **Better visibility**: Your timecard has what you need - approvals, notes, and worker info - all in one view

#### Are there any features from the legacy timecard that work differently?

Some differences include:

- Daily totals now include *DGA* [*Unworked Holiday*](/v1/docs/add-an-unworked-holiday-to-a-project-workers-timecard) and *Vacation pay* (previously excluded)
- Notes from legacy timecards don't automatically migrate to the new view for historical timecards
- The visual indicator for [blended overtime](/v1/docs/clone-dual-pay-rates-and-blended-overtime) is less prominent (though calculations remain accurate)
- [Batch names](/v1/docs/batching-project-worker-timecards-utc#how-to-create-a-batch-of-timecards-for-payroll) are for internal use and don't appear on invoices

Click here to see [how to identify which version of the Timecards Experience you're using.](/v1/docs/timecards#how-to-identify-which-version-of-the-timecards-experience-new-or-legacy-youre-using)

#### Why am I receiving notifications even though I turned them off?

If you're receiving notifications that should be turned off (such as timecard submission notifications), [check your notification settings](/v1/docs/user-menu-admin#notification-settings) in your profile.

#### Why can't I access the old timecard view anymore?

The legacy timecard view has been replaced by Wrapbook's redesigned timecard experience. The new design consolidates wages, expenses, and approvals onto a single page, mirroring the format of a traditional paper timecard. This eliminates the need to toggle between views and makes the approval workflow more intuitive for both crew and accounting.

To get started, go to [About timecards](/v1/docs/about-timecards-utc).

## **Timecards & Submissions**

#### How do I approve timecards?

A timecard can be [approved](/v1/docs/timecard-and-payroll-approval-workflow-utc#how-to-review-and-approve-project-worker-timecards) directly on the timecard page and on the project’s [Timecards dashboard](/v1/docs/overview-of-the-timecards-dashboard-utc#timecard-tabs) when:

- Your project has an [approval workflow](/v1/docs/approval-workflows#timecard-approval-workflows), that allows you to review and approve timecards
- The timecard has been [submitted](/v1/docs/overview-of-the-timecards-dashboard-utc#timecard-status)

#### Can I decline or reject an approved timecard back to a worker?

If changes are needed after a timecard has been approved, the worker can no longer edit it. A production administrator can make [updates](/v1/docs/how-to-update-a-project-workers-timecard-utc), but doing so will return the timecard to [Draft](/v1/docs/overview-of-the-timecards-dashboard-utc#timecard-status), and you will need to resubmit it and restart the approval process.

#### Can I delete a submitted timecard?

Yes, you can [delete timecards](/v1/docs/how-to-delete-a-project-workers-timecard-utc). The delete option is available in the *Actions* menu. Note that deleted timecards may briefly appear as *Draft* with *$0.00* before fully clearing from the system.

#### How do I handle prorated workweeks?

For weekly workers who work less than their full weekly amount, you can use [Wage adjustment](/v1/docs/how-to-update-a-project-workers-timecard-utc#how-to-add-a-wage-adjustment) tool with a negative amount to adjust the pay.

#### Why am I receiving notifications about approving timecards?

The redesigned admin view of Wrapbook timecards requires the use of at least one [timecard approval workflow](/v1/docs/approval-workflows). To make this easy, Wrapbook sets one up for your company by default.

If you’re part of that approval workflow, you may receive notifications about timecards waiting on your approval.

If you want to remain part of the approval workflow, but don’t want to receive the notifications, you can [disable](/v1/docs/user-menu-admin#notification-settings) them.

If you don’t want to be part of the timecard approval workflow, an [authorized](/v1/docs/roles-permissions) company team member can remove you from the workflow as long as there is at least one other company team member [assigned](/v1/docs/approval-workflows#update-or-delete-an-approval-group) to it.

#### Does a worker get notified when their timecard is approved?

Yes, workers receive notifications throughout the timecard process. Here's what triggers a notification:

- **Timecard approved** – The worker is notified once their timecard has been approved
- **Timecard declined** – The worker receives a notification with the reason for the decline so they can make corrections and resubmit
- **Hours edited** – If an approver modifies the worker's hours (increase or decrease), the worker is notified and must re-approve the updated timecard before it can be processed for payroll

**Note:** Workers can manage their notification preferences at any time, including switching from immediate notifications to a daily or weekly digest.

#### What is a meal grace period?

A **meal grace period** (also called "calling grace") is a short, contractually permitted window that allows production to briefly extend a shift before a scheduled meal break — without triggering a meal penalty.

Under most union agreements, workers are entitled to a meal break after a set number of hours on shift. If that deadline approaches while production is mid-shot, a director can "call grace" — invoking the agreement's grace window to buy a few extra minutes before the meal break must officially begin. As long as the meal starts within the grace window, no penalty applies.

**How grace periods appear on timecards**

On union timecards in Wrapbook, you may see up to two grace checkboxes per day:

| Field | Description |
| --- | --- |
| **Meal 1 Grace** | Applies to the first scheduled meal break of the shift |
| **Meal 2 Grace** | Applies to the second scheduled meal break (where applicable under the agreement) |

Both are **checkbox fields**. When checked, they record that grace was formally called for that meal period.

⚠️ **Important**: Checking the grace box does not automatically prevent a meal penalty. If the meal break still did not begin within the grace window, a meal penalty will still be calculated. The grace checkbox records that grace was called — the actual *Meal In* timestamp determines whether a penalty applies.

**Grace period duration**

Grace window lengths are defined by the union agreement — they are not a per-project setting that can be changed in Wrapbook.

For most IATSE agreements, the standard grace window is **up to 12 minutes**.

Grace durations vary by agreement. If you're unsure of the grace window for a specific union local or CBA, refer to the applicable Collective Bargaining Agreement or contact your paymaster.

**Union agreements only**

Meal grace periods are a **union-specific provision**. They apply to workers employed under a collective bargaining agreement (CBA) that includes meal penalty rules.

Non-union workers are not entitled to meal grace periods. Although Wrapbook's system may allow certain grace-related settings to appear on non-union timecards, applying a meal penalty grace period to non-union workers is not a legitimate or compliant use of the feature. If you see a grace period configured on a non-union project, contact your paymaster or [Wrapbook support](/v1/docs/how-to-get-help-using-wrapbook) to review the project's calculation settings.

**When a Meal Grace checkbox doesn't appear on a timecard**

If a union worker's timecard does not display a Meal 1 Grace or Meal 2 Grace checkbox, this is typically because:

1. **The union agreement for this worker does not include a meal grace provision**, or
2. **The timecard template for this agreement is not configured to show the grace field**

If you believe the grace field is missing in error, [contact Wrapbook support](/v1/docs/how-to-get-help-using-wrapbook) with the project and worker details.

#### What is an NDB?

**NDB (Non-Deductible Breakfast)**

The **NDB** column may appear in the Wages grid on a project worker's timecard, depending on the worker's union agreement and project configuration.

NDB stands for **Non-Deductible Breakfast** — a hot meal served to crew on set, typically before the general crew call. When an NDB is given, the meal time is **not deducted from the worker's hours**; they remain on the clock while eating. NDB provisions appear most commonly in union agreements, including the IA Basic Agreement, Teamsters Blackbook, and the IATSE Videotape Agreement.

**Why is NDB used?**

Productions often have crew arriving in waves. Hair, makeup, and other prep-heavy departments may be called hours before the main crew. Without an NDB, those early-call workers would be due a meal break on a different schedule from the rest of the crew — which complicates meal compliance across departments. An NDB feeds those workers on set before their shift fully begins and resets their meal clock, bringing everyone into alignment.

**How NDB affects payroll calculations**

When NDB is marked on a timecard, Wrapbook adjusts meal penalty calculations according to the applicable union agreement. There are two common behaviors:

- **Align with crew** — The system treats the worker's first meal as having been taken at the same time as the general crew. No first-meal penalties are applied for that day.
- **Reset the clock** — The 6-hour meal timer restarts from the time of the NDB (if a timestamp is entered) or from a contractually defined maximum NDB time. Meal penalties are calculated from that reset point, not from the worker's original call time.

The specific behavior depends on the worker's union agreement. If you're unsure which applies to a given worker, contact your Paymaster or Customer Success Manager.

**How to mark an NDB on a worker's timecard**

1. Open the worker's timecard from the project's [**Timecards dashboard**](/v1/docs/overview-of-the-timecards-dashboard-utc) or from their [**worker profile**](/v1/docs/about-worker-profiles#quick-access-to-worker-profiles)
2. In the **Wages grid**, locate the **NDB** column for the day in question
3. Check the **NDB** checkbox for that day
4. If an NDB time field appears, enter the time the breakfast was served
5. Click **Save and recalculate** to update the timecard totals

**Important:** NDB is not a substitute for a worker's regular meal break. A worker who receives an NDB must still take — and record — a standard meal break on their timecard. If NDB is checked but no meal break is entered, the NDB checkbox should be disregarded and any applicable meal penalties will apply.

**NDB and non-union workers**

The NDB column typically appears on union timecards only. If you're working with a non-union production and need to apply an NDB, contact your Customer Success Manager or reach out to [Wrapbook Support](/v1/docs/how-to-get-help-using-wrapbook) — non-union NDB handling may require additional project configuration.

#### Do loan-out workers submit timecards?

A **loan-out worker** provides services to production through their own personal services corporation (PSC) — commonly called a loan-out company. The production engages the PSC, which "loans" the worker's services. This structure affects how the worker is paid and what fees apply.

How a loan-out worker gets paid in Wrapbook depends on their union status:

| Worker type | Payment method in Wrapbook |
| --- | --- |
| **Union loan-out** | **Timecards required** — union agreements mandate timecard-based pay |
| **Non-union loan-out** | **Timecard or invoice-based payment** — set by the admin at project worker setup |

---

**Fees on loan-out timecard payments**

- **Workers' compensation** - Workers' compensation insurance applies to loan-out payments. Rates vary by state. To estimate the workers' comp rate for a specific work location, use the [Payroll Estimator](https://www.wrapbook.com/estimate-your-entertainment-payroll) on the Wrapbook website — select the state and enter estimated wages to see the workers' comp percentage alongside a full cost breakdown.
- **No income tax withholding** - Loan-out wages are **not subject to income tax withholding**, regardless of whether the worker is paid via timecard or invoice. Tax treatment is determined by worker type (loan-out), not the type of payable used.

**Union loan-out fringes**

For union loan-out workers, fringe contributions (pension, health, vacation/holiday accruals) may apply based on the collective bargaining agreement (CBA). Fringe rates for union loan-outs can vary by:

- Union local
- Hire location and work location
- Scale rate
- Time of year (for agreements with tiered accrual schedules)

Contact your Customer Success Manager or paymaster for the applicable fringe rates for a specific worker and CBA.

**New Mexico exception**

Loan-out workers on **New Mexico** **tax incentive** **projects** are subject to additional fees beyond workers' comp:

- **Super Loan-Out (SLO) usage fee**: 1.5% of gross wages paid to qualifying loan-out workers
- **Gross Receipts Tax (GRT)**: Rate varies by New Mexico address

Contact your Customer Success Manager or [Wrapbook Support](/v1/docs/how-to-get-help-using-wrapbook) for details on New Mexico SLO project setup.

**Non-union loan-outs: Invoice-based payment**

Non-union loan-out workers can be set up for **invoice-based payment** instead of timecards. In this setup, the worker submits an invoice for their services rather than completing a timecard.

If a non-union loan-out worker is seeing a timecard interface but should be on invoice-based payment, the payment method is set when adding the worker to the project. See [Adding Deal details](/v1/docs/adding-job-dates-pay-to-an-invitation#loanout-workers1) for instructions. To update the setting on an existing worker, open their profile, go to the deal's **Job & pay** section, and click **Edit**.

If you need to submit an invoice **on behalf of** a non-union loan-out worker as an admin, you can add it directly from the project's Timecards dashboard — select **Other → Invoice** as the allowance type. See [Add an allowance to a project worker's timecard](/v1/docs/add-an-allowance-to-a-project-workers-timecard) for step-by-step instructions.

**Related FAQs**

***My loan-out worker has a timecard prompt but they were set up for invoice-based payment. What should I do?*** Check the [project worker’s profile](/v1/docs/about-worker-profiles#worker-profile-details) to confirm their payment type. If the setting shows "Invoice" but timecards still appear, contact [Wrapbook Support](/v1/docs/how-to-get-help-using-wrapbook).

***Will my loan-out worker receive a W-2 at year end?*** No. Loan-out wages are paid to the worker's company entity. The worker's PSC may receive a 1099 or other tax documentation. Consult a tax professional for guidance specific to your situation.

## Paymaster calculations

#### When will a payroll batch require paymaster calculations?

When a payroll scenario needs extra expertise, Wrapbook Paymasters calculate gross and you approve it in-app with full visibility.

#### Does Wrapbook automatically send timecards to a Paymaster for review, or is this something that I need to request as a production administrator?

When Wrapbook detects a job classification that cannot be calculated automatically, Wrapbook will prompt you to confirm that your *Manual timecards* [approval workflow](/v1/docs/approval-workflows) is set up. You may have already reviewed this with your Customer Success Manager.

Once you confirm the approval workflow is in place, the timecards will automatically route to a Paymaster for breakage.

#### What do Wrapbook Paymasters do?

Wrapbook Paymasters step in early to calculate gross when timecards are complex, then route the results back to you for a clear, in-app approval—so payroll stays fast, accurate, and predictable.

#### How do I know my Paymaster knows what they’re doing?

[Wrapbook Paymasters](https://www.wrapbook.com/service/eor-payroll) are production payroll experts focused on getting it right. They apply deep industry knowledge to calculate accurately, follow compliance-first practices, and double-check details so your payroll stays correct and audit-ready.

#### How will I know if my Paymaster has made an adjustment to a payroll?

*TBD* will show next to *gross totals* or *hours worked* until your Paymaster has calculated the breakage. When you get the timecards back from the paymaster, you should no longer see TBD for the gross total. That means that the paymaster is done their work!

#### What’s breakage?

*Breakage* (or *breaking a timecard*) is the work of taking what’s on a timecard and figuring out the actual gross pay.

In practice, it means doing the math and applying the rules so the timecard is priced correctly, like:

- Which time is straight time vs overtime (and double time, if applicable)
- Any required premiums or penalties based on the job classification or deal terms

#### How will I know when my Paymaster has completed the calculations?

After your Paymaster is done with a [payroll batch](/v1/docs/batching-project-worker-timecards-utc), it will show up on [the project's Payroll batches dashboard](/v1/docs/batching-project-worker-timecards-utc#how-to-access-a-projects-payroll-batches-dashboard).

#### Why am I seeing *TBD* on my timecard?

When you see a *TBD* for *gross totals* or *hours worked, it* means that the timecard will need to go to your Paymaster to be calculated. When Paymaster calculations are finished, the *TBD*s will be replaced with real totals, and you continue with your [timecard approval workflow](/v1/docs/timecard-and-payroll-approval-workflow-utc).

#### What can I do if a project worker disagrees with the calculations on their timecard?

If a worker raises a concern about their pay, review it with them. If you believe a correction may be needed, reach out to the Wrapbook Union Payroll team at unionpaymaster@wrapbook.com for assistance.

#### What can I do if I have a question about a Paymaster adjustment - can I talk to the Wrapbook Paymaster?

Yes! If a Wrapbook Paymaster is assigned to your project, you should already have a direct line of communication with them. You can bring any questions or concerns about the calculations directly to them.

If no specific Paymaster has been assigned, you can reach the Wrapbook Union Payroll team at unionpaymaster@wrapbook.com and someone will assist you.

#### How long does it typically take for my Paymaster to complete calculations for timecards and payroll batches?

When Paymaster calculations are required, the Paymaster will typically have a 48-hour turnaround target from the time the [batch is submitted](/v1/docs/batching-project-worker-timecards-utc#batch-page-actions) to the paymaster team.

That timing can shift depending on when it comes in, how big the batch is, and how complex the timecards are, so some batches may turn faster and others may take a bit longer.

## **Batches & Payroll**

#### Why does the batch say "Needs Review" when everything appears approved?

This can happen if:

- One or more timecards in the [batch](/v1/docs/batching-project-worker-timecards-utc) haven't been fully approved yet
- There are validation issues that need to be addressed
- [Filter settings](/v1/docs/batching-project-worker-timecards-utc#payroll-batches-dashboard-elements) are hiding items that still need attention

Try filtering by *Needs review* to see if any items are still pending. If everything truly appears approved but the batch still shows "Needs Review," [contact support](/v1/docs/about-timecards-utc#how-to-get-additional-help-using-the-new-timecards-experience).

#### Why is the batch showing a submitted status while still in "Draft" state?

This is a known issue where the batch display [status](/v1/docs/batching-project-worker-timecards-utc#payroll-batch-status) doesn't match its actual state. The workaround is to manage the batch through [alternative views](/v1/docs/batching-project-worker-timecards-utc#overview-of-a-batch-page) or [contact support](/v1/docs/about-timecards-utc#how-to-get-additional-help-using-the-new-timecards-experience) if you're unable to make changes.

#### Why is the "Submit for Review" button greyed out on my approved batch?

This usually means there's still a required action or validation that hasn't been completed. Check that:

- All timecards in the batch are [approved](/v1/docs/overview-of-the-timecards-dashboard-utc#timecard-status)
- All required reviewers have completed their [approvals](/v1/docs/timecard-and-payroll-approval-workflow-utc)
- There are no error flags on [individual timecards](/v1/docs/the-admin-view-of-a-project-workers-timecard)

#### How do I finalize a payroll batch?

Once all timecards in a [batch](/v1/docs/batching-project-worker-timecards-utc) are approved and any issues are resolved, you should see a [Submit for Review](/v1/docs/batching-project-worker-timecards-utc#batch-page-actions) option. After submitting, the batch will go through final processing before you can finalize it.

#### Can I remove a timecard from a batch after submitting the batch for review?

Once a [batch](/v1/docs/batching-project-worker-timecards-utc#batch-page-actions) has been submitted for review and linked to a payroll, timecards cannot be removed from the batch. You would need to [contact support](/v1/docs/about-timecards-workers#timecards-help-articles) for help cancelling the payroll run first to make changes.

#### Why don't I see batch names on invoices?

Currently, custom [batch names](/v1/docs/batching-project-worker-timecards-utc#how-to-create-a-batch-of-timecards-for-payroll) you create are for internal organization and aren't reflected on the final invoice. This is expected behavior.

## **DGA & Union Calculations**

#### How are DGA rates calculated?

The DGA calculator works the same way as before, automatically calculating rates, holiday pay, vacation pay, and other DGA-specific calculations.

#### Why do daily totals include amounts from Unworked Holiday and Vacation pay?

In the new system, daily totals include DGA automatically-paid Unworked Holiday and Vacation pay. While this differs from the previous view, the total compensation is calculated correctly.

#### Do timecards show when blended overtime rates are being used?

The system correctly calculates [blended overtime](/v1/docs/clone-dual-pay-rates-and-blended-overtime), but the visual indicator that previously showed "Blended OT in effect" is not as prominent. The calculations are accurate even if the callout isn't as visible.

#### How do I handle DGA weekly rates when errors appear?

If you're seeing errors for DGA weekly rates asking you to fill in days the worker didn't work, this may be a validation issue specific to your setup. [Reach out to support](/v1/docs/about-timecards-utc#how-to-get-additional-help-using-the-new-timecards-experience) for assistance with DGA-specific configurations.

#### How do I add holiday payments for non-union projects?

For non-union projects, you can add holiday payments through [Other Wages](/v1/docs/the-admin-view-of-a-project-workers-timecard#other-wages) in the *Actions* menu.

## **Allowances & Expenses**

#### How do I add a per diem or cell phone allowance?

Allowances can be added:

- [By workers](/v1/docs/how-to-add-allowances-and-expenses) through their timecard submission
- By admins on [directly on the worker’s timecard](/v1/docs/add-an-allowance-to-a-project-workers-timecard)
- By admins through the project’s [Timecards dashboard](/v1/docs/overview-of-the-timecards-dashboard-utc#timecards-dashboard-actions) (when you use this option, you can add allowances in bulk)

#### Can I update work locations on allowances after they've been submitted?

Work location updates on allowances may be limited once submitted. If you need to make corrections, [contact support](/v1/docs/about-timecards-utc#how-to-get-additional-help-using-the-new-timecards-experience) for assistance with editing location information.

#### Can I add additional per diems to dates that already have per diem payments?

If [per diem](/v1/docs/add-an-allowance-to-a-project-workers-timecard#how-to-add-an-allowance) payments have already been made for specific dates (especially after reversals), the system may block you from adding additional per diems for those same dates. This prevents duplicate payments.

#### Can I keep a worker's wages and allowances on separate timecards?

Yes. While the redesigned admin view of worker timecards displays wages and allowances together on a single timecard by default, you can create two timecards for the same worker for the same workweek — one for wages and one for allowances only.

- On the wages timecard, enter the worker's time worked as usual
- On the second timecard, leave the wages grid blank and add only the worker's allowances
- Both timecards will appear on the project's Timecards dashboard and will need to be submitted and approved separately
- Only [authorized company team members](/v1/docs/roles-permissions) can create multiple timecards for a worker in the same workweek. Project workers cannot create more than one timecard per workweek.

#### What's the difference between a Kit/Box Fee and a non-taxable reimbursement?

Use this as a guide when deciding which allowance type to choose:

- **Kit/Box Fee** — Use this when compensating a worker for the use of their owned equipment or gear (for example, a camera operator's lens kit or a grip's tool package). Kit/Box Fees are always taxable and classified as rental income. Unlike labor wages, no tax withholding is applied to Kit/Box Fee payouts. If total Kit/Box Fee payments to a worker from the same production company (controlling employer) reach $2,000 or more in a calendar year, those earnings will be reported on a 1099-MISC.
- **Reimbursement (non-taxable)** — Use this (found under **Other → Reimbursement**) when a worker paid for a production expense out of pocket and needs to be paid back (for example, they purchased supplies or rented equipment on behalf of the production). This allowance type is coded as non-taxable and will not trigger 1099 reporting.

**In short:** Kit/Box Fee = rental income (taxable, no withholding, 1099-MISC if ≥ $2,000/year per production company). Reimbursement (non-taxable) = expense payback (non-taxable). If you're unsure which applies to your situation, contact [Wrapbook Support](/v1/docs/how-to-get-help-using-wrapbook).

## **Other Wages & Adjustments**

#### Where did the Wage Adjustment tool go?

The *Wage Adjustment* tool is available in the [*Actions* menu](/v1/docs/the-admin-view-of-a-project-workers-timecard#project-worker-timecards-page-actions-top-section) in the top of the timecard.

#### How do I add a negative wage adjustment to prorate a weekly rate?

Use wage adjustment with a negative amount:

1. Go to [*Actions* menu](/v1/docs/the-admin-view-of-a-project-workers-timecard#project-worker-timecards-page-actions-top-section)
2. Select **Add wage adjustment**
3. Choose the appropriate work location (if multiple work locations are available)
4. Enter a negative amount to reduce the total

#### Can I add a SAG Session Fee as an allowance type?

Currently, SAG Session Fees need to be added as [Other Wages - Taxable](/v1/docs/add-an-allowance-to-a-project-workers-timecard#how-to-add-an-allowance). There isn't a dedicated Session Fee allowance type at this time.

#### Can I use the account number field for memos if I don't have a chart of accounts imported?

The account number field is specifically designed for account codes from imported [charts of accounts](/v1/docs/chart-of-accounts-coa). If you need to add notes or memos, use the [notes](/v1/docs/the-admin-view-of-a-project-workers-timecard#add-a-note) or description fields available elsewhere in the timecard.

#### Where’s the *Other wages* option?

You can find the *Other wages* option in three places:

**From a project worker’s timecard:**

1. In the left-side navigation, click the dropdown menu and select the project
2. In the left-side navigation, expand the **Payroll** menu and then click **Timecards**
3. On the *Timecards* dashboard, find the project’s worker’s timecard that you want to update and then click on its **workweek end date** to open the timecard
4. Near the top, right-side of the timecard page, click **Actions** and then select **Add other item**
5. In the *Other wages* grid, click on a cell in the *Type* column and select either *Reimbursement (non-taxable)* or *Wages (taxable)*
6. Once you select the type, the cells that apply to that entry become active. Click **any active cell** in the row to enter the details for the *Other wages* item, such as the *Rate*, *Date*, and *Notes*.
7. When you’re finished, be sure to click the **Save and recalculate** button at the top of the timecard

**From the project’s *Allowances* dashboard:**

1. In the left-side navigation, click the dropdown menu and select the project
2. In the left-side navigation, expand the **Payroll** menu and then click **Allowances**
3. At the top of the *Allowances* dashboard, click the **+ Add allowance** button
4. In the *Add an allowance* popup, click the **Search** bar, and then select **Other wages** from the dropdown menu

**Bulk add an *Other wages* entry to project worker timecards**

You can add an *Other wages* entry to more than one project worker, from the project’s Timecard’s dashboard:

1. In the left-side navigation, click the dropdown menu and select the project
2. In the left-side navigation, expand the **Payroll** menu and then click **Timecards**
3. At the top of the *Timecards* dashboard, click the **+ Add allowance** button
4. In the *Add an allowance* popup, click the dropdown menu under *Select an allowance or expense* and select either:
  1. *Other wages* - for taxable wages
  2. *Other* - from here, you can select either for *Reimbursement (non-taxable) or Invoice*
5. In the popup, you’ll be guided to enter the amount, date, attachments and notes, then select the workers

## **Batch Management & Filters**

#### How do I filter and organize the timecards?

The admin view of worker timecards includes [customizable view tabs](/v1/docs/batching-project-worker-timecards-utc#payroll-batches-dashboard-elements) that allow you to save and bookmark your own filter preferences. This replaces the previous filter tabs and gives you more flexibility in organizing your view.

#### Can I group allowances when reviewing?

Yes! You can group allowances together when [reviewing submissions](/v1/docs/timecard-and-payroll-approval-workflow-utc), making it easier to process multiple per diems or cell phone allowances at once.

#### Why can't I see the "Create Batch" option on some timecards?

The *Create Batch* option is only available for [timecards that aren't already in a batch](/v1/docs/batching-project-worker-timecards-utc#timecards-needing-to-be-batched). If a timecard is already batched, you won't see this option. You can [remove it from the current batch](/v1/docs/batching-project-worker-timecards-utc#batch-page-actions) first if needed.

## **Navigation & Interface**

#### The screen requires horizontal scrolling. Can I reduce this?

Yes! You can [collapse the left navigation menu](/v1/docs/left-side-navigation-admin#collapse-and-expand-the-leftside-navigation) to create more horizontal space.

#### How do I access previous payroll invoice reports?

Invoice reports are still available. Navigate to the [batch](/v1/docs/batching-project-worker-timecards-utc#batch-page-actions) or [payroll](/v1/docs/payroll-reports) page where you'll find export and reporting options.

#### Why don't I see the “Day Count” section on the timecards?

The *Day Count* display was adjusted in recent updates. While the information is still tracked in the system, the prominent display was has been removed. The data remains accurate for all calculations.

## **Account Coding & Exports**

#### How do I add or edit account coding on timecards?

You can add or edit [account coding](/v1/docs/how-to-update-a-project-workers-timecard-utc) directly on the timecard. Note that you'll need to save your changes for the coding to be applied.

#### Can I download timecards in bulk?

Yes! You can download multiple timecards at once. Use the selection tools to choose the timecards you need, then access the [export options](/v1/docs/how-to-export-timecard-information-utc). Note that downloads are currently limited to the timecards visible on your current page.

#### Where can I find audit logs and CSV exports?

Export options including audit logs, CSV, and PDF downloads are available from the project’s [Timecards dashboard](/v1/docs/how-to-export-timecard-information-utc) and individual [project worker timecard](/v1/docs/the-admin-view-of-a-project-workers-timecard#export).

## **Work Locations & Worker Details**

#### Why is the Hire Location showing an incorrect location?

The *Hire Location* displays the location that was set when the worker was hired onto the project. If it's incorrect, you'll need to [update the hire location in the worker's project profile](/v1/docs/update-job-details-and-pay-rates). Note that the *Work Location* is what affects calculations and [tax withholding](/v1/docs/how-state-and-local-tax-withholdings-affect-your-project-workers).

#### Why does the timecard show a location that's not in my project?

The *Hire Location* comes from the [worker's profile](/v1/docs/about-worker-profiles) and may reflect their hire location rather than where they're currently working. The *Work Location* is what determines tax calculations and should reflect where the work is actually being performed.

## **Invoice-Based Payment**

#### How do I submit an invoice for invoice-based payment workers?

[Invoice-based payment workers](/v1/docs/worker-classification#loan-out-company) can submit invoices using *Other Wages*:

1. [The worker creates an *Other Wages* entry](/v1/docs/about-allowances-expenses-workers#types-of-allowances-expenses) for their invoice amount
2. This creates a [Draft](/v1/docs/overview-of-the-timecards-dashboard-utc#timecard-status) submission
3. Production administrators can find and approve the submission from the project’s [Payroll batches](/v1/docs/batching-project-worker-timecards-utc#batch-list-headers)

## **Keyboard Shortcuts**

#### What keyboard shortcuts are available?

Wrapbook supports the following keyboard shortcut for managing worker timecards:

- **Cmd+D** (or Ctrl+D): Duplicate the current line to the next day

When using *Cmd+D*, make sure your cursor is positioned in the field you want to duplicate for the shortcut to work correctly.

## **Tips & Best Practices**

#### How can I make the most of managing worker timecards in Wrapbook?

- **Build your** [**batches**](/v1/docs/batching-project-worker-timecards-utc#how-to-create-a-batch-of-timecards-for-payroll) **first!** Batched timecards can be churned through quickly using the shortcuts for Option+← and Option+→ for previous and next timecards.
- [**Collapse the left navigation**](/v1/docs/left-side-navigation-admin#collapse-and-expand-the-leftside-navigation) for more screen space when working on timecards
- **Use the** [**timecard tabs**](/v1/docs/overview-of-the-timecards-dashboard-utc#timecard-tabs) to save your most common filter combinations
- **Leverage keyboard shortcuts** like Cmd+D to speed up data entry

Union guidelines require a film company to break for a hot, sit-down meal after a designated time (typically within 6 hours from call time). If the meal is not provided, a meal penalty violation is paid and incrementally increases every half-hour until a meal is served or crew is dismissed.

(International Alliance of Theatrical and Stage Employees) A union which includes separate locals for most below-the-line employees (crew).

(Collective Bargaining Agreement) refers to agreements between unions and employers that cover workers' terms and conditions.

(CBA) refers to agreements between unions and employers that cover workers' terms and conditions.

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 time the official shoot day begins and at which all crew are to be on-set ready to work. Individual crew members may have earlier or different call times, but by crew call, the entire shoot team will have reported for work.

Labor union that represents drivers, dispatchers, mechanics, location managers, animal handlers and trainers, and casting directors.

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

(Workers' Compensation) Medical expense and loss of income benefits paid to employees who become ill or are injured in the course of their employment, paid under a government-supervised insurance system contributed to by employers.

The additional employer's cost of hiring labor over and above salary; includes statutory charges such as payroll taxes as well as benefits negotiated under a collective bargaining agreement.

Usually refers to a regular payment, not wages, made to a person who has fulfilled certain conditions of services reached a certain age. A specific retirement plan related to union or guild of the entertainment industry.

Tax benefits offered by states (or foreign countries) to encourage films and television projects to shoot in their jurisdiction. These incentives can be in the form of a tax credit for that state, or a rebate paid directly to the production company once all requirements have been fulfilled.

Professional review of the ledger and transactions of a project to ensure compliance with laws & procedures. May be conducted by Federal or State agencies, labor union representatives, Studio or Financier representatives, or to review compliance with tax incentive guidelines.

Period of time between each work day that is free from work. For most entertainment unions, the employee must have either 9 or 10 hours rest between the time they are dismissed one day until the their call time the next day.SAGAFTRA performers must receive 12 hours rest between dismissal and call.

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).

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.

A withholding is an amount deducted from a paycheck that is held for payment to another entity. Common examples of withholdings include federal and state taxes, and union dues.

An IRS form by which specific income (such as non-employee compensation, royalties, etc.) is reported to the federal government. Equivalent to a W-2 for independent contractors where remuneration is not being paid by the employer.