Managing Timecards FAQ

Wrapbook has redesigned the timecard interface 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.

• Ultimate batching flexibility: In the redesigned experience, batching 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, or create new batches on the fly, then review 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

Some differences include:

• Daily totals now include DGA Unworked Holiday 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 is less prominent (though calculations remain accurate)

• Batch names 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.

If you're receiving notifications that should be turned off (such as timecard submission notifications), check your notification settings in your profile.

The legacy timecard view has been replaced by Wrapbook's redesigned timecard experience.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.

A timecard can be approved directly on the timecard page and on the project’s Timecards dashboard when:

• Your project has an approval workflow, that allows you to review and approve timecards

• The timecard has been submitted

If changes are needed after a timecard has been approved, the worker can no longer edit it. A production administrator can make updates, but doing so will return the timecard to Draft, and you will need to resubmit it and restart the approval process.

Yes, you can delete timecards. 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.

For weekly workers who work less than their full weekly amount, you can use Wage adjustment tool with a negative amount to adjust the pay.

The redesigned admin view of Wrapbook timecards requires the use of at least one timecard approval workflow.  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 them.

If you don’t want to be part of the timecard approval workflow, an authorized company team member can remove you from the workflow as long as there is at least one other company team member assigned to it.

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.

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:

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 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 with the project and worker details.

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 or from their worker profile

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 — non-union NDB handling may require additional project configuration.

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:

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 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 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 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 a non-union loan-out is configured for invoice-based payment, the payment method is managed at the project-worker or deal level. Admins should not select Other → Invoice for a loan-out unless Wrapbook Support or Payroll Ops directs them to do so. If the worker’s payment method appears incorrect, contact Wrapbook Support.

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 to confirm their payment type. If the setting shows "Invoice" but timecards still appear, contact Wrapbook Support.

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.

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

When Wrapbook detects a job classification that cannot be calculated automatically, Wrapbook will prompt you to confirm that your Manual timecards approval workflow 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.

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.

Wrapbook Paymasters 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.

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!

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

After your Paymaster is done with a payroll batch, it will show up on  the project's Payroll batches dashboard.

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 TBDs will be replaced with real totals, and you continue with your timecard approval workflow.

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.

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.

When Paymaster calculations are required, the Paymaster will typically have a 48-hour turnaround target from the time the batch is submitted 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.

This can happen if:

• One or more timecards in the batch haven't been fully approved yet

• There are validation issues that need to be addressed

• Filter settings 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.

This is a known issue where the batch display status doesn't match its actual state. The workaround is to manage the batch through alternative views or contact support if you're unable to make changes.

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

• All required reviewers have completed their approvals

• There are no error flags on individual timecards

Once all timecards in a batch are approved and any issues are resolved, you should see a Submit for Review option. After submitting, the batch will go through final processing before you can finalize it.

Once a batch has been submitted for review and linked to a payroll, timecards cannot be removed from the batch. You would need to contact support for help cancelling the payroll run first to make changes.

Currently, custom batch names you create are for internal organization and aren't reflected on the final invoice. This is expected behavior.

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

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.

The system correctly calculates 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.

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 for assistance with DGA-specific configurations.

For non-union projects, you can add holiday payments through Other Wages in the Actions menu.

Allowances can be added:

• By workers through their timecard submission

• By admins on directly on the worker’s timecard

• By admins through the project’s Timecards dashboard (when you use this option, you can add allowances in bulk)

Work location updates on allowances may be limited once submitted. If you need to make corrections, contact support for assistance with editing location information.

If per diem 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.

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 can create multiple timecards for a worker in the same workweek. Project workers cannot create more than one timecard per workweek.

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.

The Wage Adjustment tool is available in the Actions menu in the top of the timecard.

Use wage adjustment with a negative amount:

1. Go to Actions menu

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

Currently, SAG Session Fees need to be added as Other Wages - Taxable. There isn't a dedicated Session Fee allowance type at this time.

The account number field is specifically designed for account codes from imported charts of accounts. If you need to add notes or memos, use the notes or description fields available elsewhere in the timecard.

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:

   • Other wages — Use this to add a payment classified as taxable wages or income. The Taxable label does not specify a withholding rate or guarantee that taxes will be withheld.

   • Other — Choose Reimbursement (non-taxable) for legitimate non-taxable reimbursements. Choose Invoice for contractor workers who are paid by invoice. For a loan-out, do not select Other → Invoice unless Wrapbook Support or Payroll Ops directs you to do so.

5. In the popup, you’ll be guided to enter the amount, date, attachments and notes, then select the workers

For information about how dated entries can affect withholding and how Other wages may appear on a paystub, see Using the admin view of a project worker’s timecard.

Taxable identifies the payment as taxable wages or income rather than a non-taxable reimbursement. It does not specify a withholding rate, and a taxable entry does not necessarily mean taxes will be withheld when payroll runs.

Actual withholding can vary by worker type, tax, jurisdiction, and wage base.

For the withholding method, dated-entry recommendation, and paystub display, see Using the admin view of a project worker’s timecard.

The admin view of worker timecards includes customizable view tabs 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.

Yes! You can group allowances together when reviewing submissions, making it easier to process multiple per diems or cell phone allowances at once.

The Create Batch option is only available for timecards that aren't already in a batch. If a timecard is already batched, you won't see this option. You can remove it from the current batch first if needed.

Yes! You can collapse the left navigation menu to create more horizontal space.

Invoice reports are still available. Navigate to the batch or payroll page where you'll find export and reporting options.

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.

You can add or edit account coding directly on the timecard. Note that you'll need to save your changes for the coding to be applied.

Yes! You can download multiple timecards at once. Use the selection tools to choose the timecards you need, then access the export options. Note that downloads are currently limited to the timecards visible on your current page.

Export options including audit logs, CSV, and PDF downloads are available from the project’s Timecards dashboard and individual project worker timecard.

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. Note that the Work Location is what affects calculations and tax withholding.

The Hire Location comes from the worker's profile 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 workers can submit invoices using Other Wages.

• This worker-submitted invoice workflow is separate from production administrator selecting Other → Invoice as an allowance type.

• For loan-out workers, do not use the admin Other → Invoice path unless your Wrapbook Customer Success Manager or Paymaster directs you to do so.

When this flow is used:

1. The worker creates an Other Wages entry for their invoice amount

2. This creates a Draft submission

3. Production administrators can find and approve the submission from the project’s Payroll batches

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.

• Build your batches first! Batched timecards can be churned through quickly using the shortcuts for  Option+← and Option+→ for previous and next timecards.

• Collapse the left navigation for more screen space when working on timecards

• Use the timecard tabs to save your most common filter combinations

• Leverage keyboard shortcuts like Cmd+D to speed up data entry