PYE is your production accounting team and we are happy to be part of your crew.
Below you will find the comprehensive accounting manual and forms.
Contact Your Accounting Team
To contact accounting, email 10livescontent@pyemgmt.com. This is the best
way to contact us - this email hits the entire team and we can make sure to handle your
request promptly. If you email us individually (i.e. "name"@pyemgmt.com), there is a
chance your email will get lost in the shuffle.
If you prefer a phone call, our office line is (310) 684-5865 ext 302. If we are
unable to take your call at the moment, please leave a message or we won't be able to
call you back.
You can also text our office line for real time communication.
Startwork is sent out digitally from Extreme Reach (via DocuSign) by production.
If you have not received a start packet via email yet, please reach out to the
production supervisor.
We cannot process your payroll (i.e. we are unable to pay you) until you have
completed and submitted your packet, your I9 documents have been verified, and the
startwork has been approved by the producer.
I9 Verification
The payroll company will not consider your startwork complete until your I9 has been
verified.
Acceptable forms of ID include (must be unexpired):
If you are a loan-out, you must share Articles of Incorporation
when doing your startwork.
If your loan-out company is an LLC, you must also provide IRS form CP261
letter of acceptance indicating that the LLC has opted to be taxed as an S
or C corporation. If the CP261 letter is not provided for the LLC, the payroll
company will not pay the employee as a loan-out.
Startwork issues for Production
Reach out to production for troubleshooting any of the below.
If you are a loan out and you received a packet that does not allow you to enter
any of your loan out info, you will need a new start packet.
If any of your deal points are incorrect (i.e. rate, kit, allowances, etc).
If any of your personal info is not correct (i.e. name, union status, etc).
Startwork issues for LINX support
Reach out direct to LINX support for the issues below. Neither accounting nor
production will be able to help you with tech glitches.
Trouble logging in (i.e. user not found, password resets, etc).
Weird tech glitches (i.e. your name on the form is populated with someone else's
name, system doesn't allow you to finalize/submit, etc).
Turning in a time card is step two to get you paid!
Please submit your time cards in LINX via the link above. Time cards submitted
any other way are not guaranteed to be received or subsequently processed.
Time cards are due by 12pm Saturday or 12pm on the next day of the last day
worked (i.e. if your last day worked is Saturday, your time card would be due Sunday
12pm).
If you are due a kit, mileage or any other allowance/reimbursement, please upload
the proper backup when you submit your timecard in LINX.
If you upload in the LINX system, you would not need to use the above
form. If for any reason LINX is not working for your required kit, mileage,
etc forms, you can use the payroll allowances form above.
Include any kit rental forms, mileage forms, etc or you will be taxed on your
kit/reimbursements. Taxes cannot be recouped.
Your payroll accountant has to turn over your time cards to the payroll company who
process in the order received. Once processed, there are additional levels of approvals
that must happen.
If you send them after the deadline, it may delay your payment. We will do our very
best to process any late time cards but they may not make the Thursday/Friday payday.
We know how important your paycheck is - please help us to get you paid and turn in
your time cards properly and when due.
We strongly advise you to sign up for direct deposit so paychecks can hit
your bank accounts electronically.
If you do not sign up for direct deposit, note that physical, live paychecks will be
mailed directly from the payroll company to the address provided on your startwork.
USPS has been very unreliable with mail coming weeks late or not at all. While we
will handle any lost checks as quickly as possible on our end, please be aware the
process can take up to a week on the payroll company side to stop payment, reissue, and
mail out again.
If your timecard is turned in late and/or production is unable to approve payroll by
the direct deposit deadline, your paycheck may be issued as a live check.
Within 48 hours of completing your startwork, you will receive an email from Extreme
Reach that explains how to sign up for direct deposit.
You will be able to set up deposit of your paycheck to a bank account entirely
online using the ER CREW PORTAL.
Once you provide your account information with Extreme Reach, direct deposit may
require up to 14 calendar days before taking effect. No paper or in-person transaction
is necessary.
Your check stubs and W2 are also available in the crew portal.
Purchase orders are for future costs. Submit PO's for upcoming costs that will need
to be paid out eventually.
For example:
A camera rental package at $12,000, paid out at $3000 a week for four weeks.
You would submit a PO with the camera package estimate for $12,000.
Each week, the vendor will generate a $3000 invoice which you will submit via the
payment request form.
At the end of the four weeks, we will have paid out the entire $12,000 and the PO
will be closed.
WHAT DOESN'T NEED A PURCHASE ORDER?
If you have an invoice with no existing PO and payment is already due, do not turn
in a PO. You can submit the invoice via the payment request form instead.
OPEN A PURCHASE ORDER
Fill out the purchase order form.
Make sure you attach the backup (estimate or quote) for the PO request.
You will receive confirmation of your submission via email. The email will have
an edit link if you need to update any information. Please note any edits will
restart the approval process.
The producer will need to approve all PO's.
When the request is completely approved, a copy will be sent to you.
The PO # must be referenced on the vendor's invoice and any submitted payment
requests.
CHANGE AN EXISTING PURCHASE ORDER
Find your the approved PO in email and reply with your edits.
Make sure you attach a revised quote from your vendor.
The producer will need to approve any changes.
PAYING OUT A COST THAT IS PO'ed
Submit a payment request when an invoice is ready to be paid.
Do not have your vendor send us invoices directly, they will not be processed
unless submitted in the payment request form.
All invoices must be submitted via the payment request form. Accounting will
not process any invoices sent directly to us by vendors. It is the responsibility of
each department to get their vendors paid for orders they placed.
Payments are processed within 48-72 hours of approval.
Requests must be approved by the designated approvers so please plan ahead and
submit your request early enough to be approved in time.
Accounting will send the check copy on the email thread to close out the payment
request.
I NEED A RUSH (SAME DAY) PAYMENT!
Please plan ahead. If a rush payment is needed we will make a best effort to assist
you, but do not abuse goodwill with excessive rush requests.
IMPORTANT - please make sure the producer and producer is aware of the
urgency and ready to approve.
We are able to send rush payments with a check in hand or via wire if the situation
calls for it. Please note there is a bank cutoff time so any same-day wires requests
need to be submitted and approved by 12:00pm PST to allow for timely release.
Accounting also needs to verbally verify bank information via phone for wires.
For rushes give us a head's up - email 10livescontent@pyemgmt.com or text our office
line (310) 684-5865.
To request a p-card for yourself, fill out the form above. Once approved, accounting
will order and let you know expected arrival date. The form also acts as your signed
acknowledgment of the p-card policies that must be followed.
The LP must approve any new p-card orders. Please plan ahead as shipping can take
4-5 business days unless expedited shipping (2 days) for $10 is approved.
All crew must have completed startwork prior to receiving a p-card.
If you have a p-card in your name, you are responsible for all transactions on that
p-card and will be required to reconcile and provide backup for every transaction.
Cardholders will be enrolled into CASHet TextAlert Program to help cut back on
fraudulent charges and prevent delays.
P-card Limits
We set the p-card limits manually, they do not automatically recycle. With a $1000
limit, the crew member is able to spend up to $1000 before the card is declined. You
should request a limit that will be sufficient for a week's spending.
Ask for limits to be recycled BEFORE it becomes a rush or issue. Plan out spending.
Limits do NOT auto-recycle and will not be recycled if expenses have not been
reconciled. If needed, most cardholders request a recycle when turning in their weekly
p-card envelopes. The recycle will need to be approved by the LP as no money will be
released without production approval.
If you would like to know the current available balance on your p-card, send a text
to (424) 242-8535 and enter: BAL and the last 4 digits of your p-card.
Cardholders will receive an email to set up CASHet account.
Envelopes must be reconciled on CASHet.com website. Cardholders are responsible for
logging into CASHet accounts, tracking expenses, and uploading legible receipts.
Department heads will digitally approve their department's envelopes through CASHet
PCE Approval module.
P-cards have an online record of every single transaction and are much easier to
track than petty cash.
If unavoidable, any petty cash will be disbursed as AP check only. Accounting and
production do not keep cash on hand. If by check, cashing at a bank where crew has a
current relationship will not incur an additional fee. If there is a fee, the amount
can be accounted for in the petty cash envelope.
Petty Cash Reconciliation
Whoever fills out the petty cash form is responsible for the entire amount. You
can not reconcile by disbursing petty cash to another crew member, all cash must be
accounted for via receipts.
Additional petty cash will not be disbursed if expenses have not been
reconciled.
You must submit a new petty cash disbursement form and be approved to receive
more money - envelopes do not get “flipped.”
The maximum single item purchase in cash is $200. All individual items exceeding
$200 should be paid by AP check or p-card.
Petty Cash Closeout
Accounting will send a petty cash closeout email at wrap. If there is any cash
remaining from your float you may return it via ACH to production bank account or check
payable to production. No physical cash is accepted.
Do NOT use p-card or petty cash for labor, mileage, box rentals, or per
diem. No exceptions. Production will NOT reimburse any of the above expenses, you
will be responsible for the amount.
Gift cards are not allowed.
No rolls of postage stamps for you or your department. Production will stamp and
send any business‐related mail.
No traffic tickets and parking fines, location fees or municipal fees.
Requires Prior producer Approval
No travel expenses (airfares, car rentals, and hotels) without prior producer
approval.
Gifts, flowers, tobacco, and alcohol are prohibited. Only props is allowed to
purchase these items with prior producer approval.
No loss and damage payments. Equipment repairs need prior producer approval.
No oil changes or car washes for crew vehicles without prior producer
approval.
Additional Policies
Maximum meal reimbursement per person is $15, inclusive of tax and tip.
This means Jane, Bob, and Sam can order lunch and charge $45 on Bob's p-card
for the three meals ($15 x 3) - any amount over should be paid for with your own
cash or card.
Off set meals are for office and off set crew only (i.e. swing, costume
shoppers, runners). On set crew (who have access to catering) or anyone receiving
per diem should not be purchasing meals on p-cards. No prep or wrap
meals.
All restaurant receipts must be itemized.
Tips are not to exceed 20% for dining and no more than 10% for delivery.
Write full names of all attending and reason for meal on paper next to
receipt.
Fuel may only be purchased for production vehicles (directly rented by
production, no personal vehicles).
All fuel receipts must be “FINAL” - NO PREPAID FUEL RECEIPTS -
all receipts must have price and number of gallons printed.
Write vehicle make and model and license plate on paper next to receipt.
For taxis and metrocards list the medallion number in the vendor column (i.e. NYC
TAXI #NY96).
Tips are not to exceed 20%.
Write destination and reason for run on paper next to receipt.
Receipts must be high resolution and provided with all information clearly
legible. Receipts must be itemized with vendor name, address and phone number as well
as totals.
All receipts must be taped (not glued or stapled) to 8.5x11 white paper. Tape
receipts in one direction only and on one side only. Keep all original receipts for
your department's wrap binder. Loose receipts will not be accepted.
Please do not use scrap paper or color paper for taping up receipts.
Order receipts by date (oldest to newest). Circle dates and total with black or
blue pen.
Do not tape over the print on the receipt. Tape causes ink to disappear. Do not
highlight your receipts. Highlighted amounts on computer cash register generated
receipts will black out after a number of weeks.
Do not cut receipts in half or on an angle. Please attach them in a manner that
allows for scanning. If a receipt is longer than the 8.5x11 white paper, bend the
receipt over the edge of the page and tape to the back side of the sheet. Scan or
take pictures of the entire receipt.
If p-card, the credit card slip should be included but does not count as a valid
receipt by itself.
Receipts older than 30 days from submission date are not considered valid.
Expenses are Due every Thursday by Noon
P-cards and petty cash will be blocked and cut off if expenses are not turned
in.
Your producer needs costs to hit their reports to properly track the budget and
manage cash flow so it is essential that anyone spending money reconciles on a weekly
basis.
If you need additional p-card or petty cash funds, expenses MUST be turned
in.
Any single item purchased in excess of $250 will be tagged as an asset and all
departments will be held accountable for them at the conclusion of principal
photography.
Each Department is required to maintain a detailed Asset Log. Departments must
reconcile their Asset Log with the one generated by the Accounting software at the
completion of the show.
No significant asset may be sold or donated without prior approval.
Do not use your own cash, personal credit or debit card for production
expenses
Production expenses should be paid with AP check, p-card, petty cash, or the company
credit card, not your own money.
Although your enthusiasm in wanting to finance the film is appreciated, there are
sufficient monetary channels in place to ensure that the production will be able to
obtain all the various items and services it requires.
Usage of personal money creates unwanted accounting nuisances and puts you in an
awkward position should an expense be unapproved.
Submit within One Week to be Reimbursed
If there was no other alternative than to use personal funds, you must submit a
payment request within one week (7 days) of the expense to be reimbursed. Please note
reimbursements are not considered “RUSH” requests and will be processed
within normal 48-72 hours.