Accounts Payable

Last Update:
August 11, 2022

Accounts Payable is where you can view all requested items in your project and allows you to add invoices and expenses.

View all requested items in your project, including the name of the worker, how much the request was for, and where it stands in the approval process. To make an edit, click View.

  • Search for requests by name or job title.
  • Sort by Date, Amount, Type, Line Number, Status, Union, and Payment.
  • For bulk approvals, select the checkbox next to each of the items you are approving and then click Approved Checked. Or, if you wish to approve everything, click on the checkbox in the header, next to the date column, to check all items on the list.

Approving prepares the requests to be run when you choose to process. You can edit or remove requests once they have been approved but not yet processed/paid. 

Add Expense

There are 4 types of expenses that can be paid through Wrapbook: Kit Rental, Mileage, COVID Stipend and Other Expense.

KIT/BOX RENTAL

Kit Rentals will never carry a tax obligation for the production company and will never be taxed upfront for the worker. However, if the worker earns $600 or more in kit rentals across all companies they work for within Wrapbook, they will receive a 1099 for Rents which, when reported, is taxed at a lower rate than wages.

  1. Click Accounts Payable > + Add Item > Kit/Box Rental
  2. Select the Date of the Expense and enter the Amount.
  3. If your project has multiple locations, select the Work Location where the expense  was incurred.
  4. Enter a detailed, itemized list of the kit items specific to this expense (ex: Canon EOS C300 Mark 11 - $500.00) and upload any Attachments.
  5. If the project is enabled for AICP Line Numbers, enter a line number to actualize what was spent on a project and to track against your estimated production budget.
  6. Click Continue to select Workers. Using the checkboxes, Select All to bulk select all workers or individually select workers from the project list.  Use the search option to quickly find workers by name or title. 
  7. As you select workers, the Total Amount will track the total expense amount. To clear all selections, click Clear Selection. 
  8. Click Review.
  9. If all the information is correct, click Submit. If you need to edit, select Workers or Details at the top of the window to navigate back to those sections to make changes. If you need to remove the entry completely, click Cancel.

MILEAGE

The IRS requires mileage logs and the log must show  the odometer at the start and end of the day, during each top, and at the end of the day. Mileage expenses are taxable. Mileage expenses are taxable.

  1. Click Accounts Payable > + Add Item > Mileage 
  2. Select the Date of the Expense.
  3. Enter the number of miles. With miles entered, the total amount of reimbursement will be calculated using the IRS rate.The standard mileage rate cannot be changed. Wrapbook will automatically pay the IRS compliant requirement.
  4. If your project has multiple work locations, select the work location where the expense was incurred.
  5. While Wrapbook does not include a dedicated mileage log, a log is required in accordance with IRS regulations and can be attached . The file can be recorded via a digital document or spreadsheet. They can also be as simple as a written record on paper. Each log must include the starting odometer reading, readings during any stops over the course of the work day, and the final reading at the day’s end. 
  6. If the project is enabled for AICP Line Numbers, enter a line number to actualize what was spent on a project and to track against your estimated production budget.
  7. Click Continue to select Workers.
  8. Using the checkboxes, Select All to bulk select all workers or individually select workers from the project list.  Use the search option too quickly find workers by name or title. As you select workers, the Total Amount will track the total expense amount. To clear all selections, click Clear Selection. 
  9. Click Review.
  10. If all the information is correct, click Submit. If you need to edit, select Workers or Details at the top of the window to navigate back to those sections to make changes. If you need to remove the entry completely, click Cancel.

COVID STIPEND

A COVID Stipend is pay for time spent to take a COVID 19 test or get vaccinated. COVID Stipend expenses are taxable. If you’re needing a non-taxable reimbursement request for an expense related to COVID, please submit Other Expense.

  1. On Accounts Payable, within a project, select + Add Item > COVID Stipend.
  2. Select the date the expense was incurred.
  3. Enter the amount of the stipend.
  4. If the project has multiple work locations, select the location where the expense was incurred. 
  5. If the project is enabled for AICP Line Numbers, enter a line number to actualize what was spent on a project and to track against your estimated production budget.
  6. Enter any descriptive notes about the expense (optional).
  7. Click Continue. Next, select Workers.
  8. Using the checkboxes, Select All to bulk select all workers or individually select workers this COVID Stipend applies to from the project list.  Use the search option too quickly find workers by name or title. 
  9. As you select workers, Total Amount will track the total expense amount. To clear all selections, click Clear Selection. 
  10. Click Review. If all the information is correct, click Submit. If you need to edit, select Workers or Details at the top of the window to navigate back to those sections to make changes. If you need to remove the entry completely, click Cancel.

OTHER EXPENSES

A catchall area for reimbursements and expenses (coffee, pizza, parking, etc.). If a worker incurs several expenses through the whole week, they can submit it as one collective expense. Other Expenses are not taxable.

  1. Click Accounts Payable > + Add Item > Other Expense
  2. Select the Date of the Expense.
  3. Enter the Amount of the Expense.
  4. Add a Note (optional) to provide more details about this expense. 
  5. Attach a receipt.
  6. If the project is enabled for AICP Line Numbers, enter a line number to actualize what was spent on a project and to track against your estimated production budget.
  7. Click Continue.
  8. Select Workers. Using the checkboxes, Select All to bulk select all workers or individually select workers from the project list.  Use the search option too quickly find workers by name or title. 
  9. As you select workers, Total Amount will track the total expense amount. To clear all selections, click Clear Selection. 
  10. Click Review. If all the information is correct, click Submit. If you need to edit, select Workers or Details at the top of the window to navigate back to those sections to make changes. If you need to remove the entry completely, click Cancel.

Add Invoice

  1. Click Accounts Payable > + Add Item > Invoice.
  2. If this is an invoice for hours worked, leave this box checked. This checked box will require entry of the total number of hours worked. If paying a usage fee or kill fee, uncheck this box.
  3. Select the Date Work was Performed and enter Hours Worked.
  4. Enter the Amount for the payment. The amount will be taxable income. 
  5. Utilize Notes to enter the date range the payment represents. Providing the date range can be particularly helpful for a workers compensation claim or an unemployment request. 
  6. If the project is enabled for AICP Line Numbers, enter a line number to actualize what was spent on a project and to track against your estimated production budget.
  7. Click Continue and select Workers.
  8. Using the checkboxes, Select All to bulk select all workers or individually select workers from the project list.  Use the search option to quickly find workers by name or title. As you select workers, Total Amount will track the total expense amount. To clear all selections, click Clear Selection
  9. Click Review. If all the information is correct, click Submit. If you need to edit, select Workers or Details at the top of the window to navigate back to those sections to make changes. If you need to remove the entry completely, click Cancel.

Remember, anything entered here will be taxable income. Taxation is dependent on the type of worker, not the type of payment.

Note: Utilize notes for the date range that the payment represents. The date range is helpful in the case of a workers compensation case as it establishes when the worker was working. It also can be useful if the worker decided to file for unemployment.