> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/payroll/setup.md).
# Set up payroll
Fill in a production's payroll settings on Payroll > Setup, and see which tabs each role can use there.
Use the Setup page to set up RollCredits payroll for a production, and to manage its work locations, documents, employees and startwork documents afterwards. Open it from **Payroll > Setup** in the sidebar, which shows it to Owners, Super Admins, Managers and Department Heads.
{% hint style="info" %}
**Payroll** appears in the sidebar only if RollCredits payroll is turned on for your production.
{% endhint %}
The note at the top of the Setup page is a reminder that you pay contractors by uploading their invoice on the Transactions page. See [Add receipts, invoices and estimates](/transactions/transactions/add-transactions.md).
## What each role sees
| Tab | Who sees it |
| ------------------ | --------------------------------------------------- |
| **Setup Payroll** | Owners and Super Admins |
| **Documents** | Owners, Super Admins and Managers |
| **Work Locations** | Owners, Super Admins and Managers |
| **Employees** | Owners, Super Admins, Managers and Department Heads |
| **Startwork** | Owners, Super Admins and Managers |
Until an Owner or Super Admin saves the settings on **Setup Payroll**:
* The other tabs are greyed out. Pointing at the question mark next to a tab shows "Complete payroll setup to access this section".
* Managers and Department Heads see "Payroll setup is not complete for this production. Please contact your project super admin to complete setup." instead of the tabs.
* **Review Payroll Runs** (**Review Timecards** for Department Heads), **Assigned Employees** and **My Timesheet** show "Finish setting up payroll" to Owners and Super Admins. Select **Complete Payroll Setup** to open the **Setup Payroll** tab. Everyone else sees "Payroll setup isn't complete" and is asked to contact their supervisor.
Once the settings are saved, the Setup page opens on the **Employees** tab.
## Before you fill in the form
The **Setup Payroll** tab can show these first:
* **Bank Account Required.** If your company needs a linked bank account for payroll and hasn't linked one, this card replaces the form. Select **Link Bank Account** to open **Company > Bank Account**, link the account, then come back. See [Link your company bank account](/company/bank-account.md).
* **Payroll Deposit Balance.** If your company uses payroll deposits, this card shows the funds available for payroll. See [Add funds to payroll deposits](/payroll/setup/payroll-deposits.md).
Owners, Super Admins and Managers also see a **Certificate of Insurance (COI) - Required** banner at the top of the page until a COI is uploaded on the **Documents** tab. It comes back as "COI was rejected. Please upload a corrected COI" if RollCredits rejects it. See [Upload payroll documents](/payroll/setup/production-documents.md).
## Fill in the payroll settings
1. Open **Payroll > Setup** and select the **Setup Payroll** tab.
2. In **Project Estimates**, enter the **Estimated payroll budget**, **Number of employees**, **Start Date**, **Principal Photography Start** and **Wrap Date**.
3. In **Production Type**, choose the **Project Type**, tick each union under **Unions enabled**, and set the options below them.
4. For each union you ticked, fill in its union card.
5. In **Production Crew Types**, answer its questions.
6. In **Payroll Notifications**, choose the roles in **Notification recipients by role**.
7. Select **Save Settings**.
You see "Payroll setup updated successfully." If a field has a problem, it shows an error and nothing is saved until you fix it. While you fill in the form the first time, **Project Estimates** shows how many of its fields are done.
### Project Estimates
* The budget must be more than $0.
* **Number of employees** is a whole number from 1 to 1000. For a larger team, contact RollCredits support.
* All three dates are required. **Start Date** must be on or before **Principal Photography Start**, which must be on or before **Wrap Date**.
### Production Type
* **Project Type** is the type of project being produced. Union agreements are limited to it, and non-union work is reported under it.
* Under **Unions enabled**, tick each union the production works with. You can't tick a union that has no agreements for the project type. If no unions are listed, contact RollCredits support at the address shown.
* **Default to paid lunches for all timesheets** makes new timesheets default to paid lunch breaks. Employees can still change it on each timesheet.
* **State Tax Incentive** applies loanout withholding automatically for this production.
* **Show RollCredits name first on timesheets** leads with each person's RollCredits name instead of their legal name. The example under it shows how timesheets will look.
* **Week Ending Day** is the last day of each timesheet week. It starts as Saturday. Choosing Wednesday, for example, makes each week run Thursday through Wednesday.
### Union cards
Each union you tick gets its own card, titled with the union's name followed by **Information**.
1. Fill in the union's **Number of employees**, **Agreement Type** and **Tier**, where the card shows them. The tier sets rates and conditions. The agreements offered depend on the project type. Some unions choose their agreement for you.
2. If the card shows **Selected Unions**, tick each one you're using and enter its **Number of employees**, **Agreement Type** and **Tier**. **Total number of employees** adds them up.
3. For SAG-AFTRA, enter the **Production # (SAG ID)** the union assigned and the **Signatory ID (Plan Code)** it gave you for your agreement.
4. Enter the signatory: the company or person that signed the union agreement, which may not be the production company. Choose **Signatory Type** (**Company** or **Individual**), then enter **Signatory Name**, **EIN** (companies only), **Address**, **City**, **State** and **ZIP Code**. **Contact Phone**, **Contact Email** and **Address Line 2** are optional. **Address** suggests US addresses, and choosing one fills in the rest.
5. For SAG-AFTRA, answer the optional **SAG Bond & Provider Confirmation** questions: whether you've confirmed Roll Credits as your payroll provider with SAG, the bond amount your SAG rep gave you, and whether you've funded the bond.
### Production Crew Types
* Ticking **Does the production have stunts?** lists the documents needed for stunt coverage. Select **Add Stunts Documents** to upload them on the **Documents** tab. It works only once the settings are saved and you have no unsaved changes.
* **Does the production have minors?** Minors are onboarded separately from your other employees. Contact RollCredits support at the address shown to start.
* **Does the production have extras?** RollCredits generally doesn't support extras. Contact RollCredits support at the address shown if you have them.
### Payroll Notifications
You can choose Owner, Super Admin, Manager and Department Head. Everyone on the production with a chosen role gets an email when:
* An employee submits their I-9 for review.
* An employee's loanout documents can't be verified automatically and need review.
* A timecard is submitted for review.
* An employee asks for a different employment type, if your company gets employment type change emails.
Nobody is emailed about their own I-9, documents or timecard.
{% hint style="warning" %}
The field is optional, but if you leave it empty, nobody gets these review emails.
{% endhint %}
## Change your settings later
1. On the **Setup Payroll** tab, change what you need. Most cards show **Modified** once you change them.
2. Select **Save Settings**. It stays greyed out until you change something.
Some settings lock once the production is using them:
* **Week Ending Day** can't be changed after timesheets have been created. Contact RollCredits support if you need to change it.
* You can't untick a union, or change its **Agreement Type** or **Tier**, while it has employees. Pointing at it shows how many. Reassign them first.
* If you change the **Project Type**, any agreement it doesn't offer is cleared. A ticked union with no agreements for the new project type is highlighted, and you can't save until you choose another project type or untick it.
{% hint style="warning" %}
Changing **Default to paid lunches for all timesheets** also changes the lunch setting on every day of timesheets that aren't approved, submitted for payroll, paid or marked as payment failed. Choices employees made on those days are replaced.
{% endhint %}
## In this section
* [Add funds to payroll deposits](/payroll/setup/payroll-deposits.md): check the payroll deposit balance and add funds.
* [Manage work locations](/payroll/setup/work-locations.md): add the places employees work. You need one before you can add employees.
* [Upload payroll documents](/payroll/setup/production-documents.md): upload the COI and other documents on the **Documents** tab.
* [Add and edit payroll employees](/payroll/setup/employees.md): add employees and edit their details on the **Employees** tab.
* [Track employee onboarding](/payroll/setup/employee-onboarding.md): follow each employee's onboarding status.
* [Create startwork templates](/payroll/setup/startwork-templates.md): build startwork documents under **Configuration** on the **Startwork** tab. For its **Status** view, see [Countersign startwork documents](/payroll/countersign-startwork.md).
---
# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.
## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation by asking a question.
Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters:
```
GET https://knowledge.rollcredits.io/payroll/setup.md?ask=&goal=
```
`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.
Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.
