You will be notified via email to approve a shoot Budget Reconciliation twice online - first when the Rec is initially created based on the SISOs and contracts, showing the expected amounts that are to be paid to the talent. At this stage, no payments to talent will have been made. You may either approve these amounts or advise whether there are additional costs you have agreed to pay, such as expense reimbursements, or flag costs you believe may be incorrect, such as travel days that were not used.
A notification will then be sent to talent or their agents to review and approve their costs. If they request certain changes, the Talentpay producer will contact you to request offline approval of the change.
Once all costs have been accepted by all talent/agents, you will be asked to provide final approval of the budget rec with any changes from the initial that have been approved by yourself or confirmed by Talentpay/casting/etc. as correct along the way. Note: Whilst the rec is in ‘Awaiting Update’ state it is still live, and you can return to view it at any time to see latest costs.
If the job will require background extra upgrades, holding fees, or the like, you may delay giving final approval until these costs have been confirmed and added. This will not impact payment turnaround for any talent/agent whose costs have already received initial approval.
Talentpay will notify you by email once a Budget Rec is ready for initial or final approval. To approve or request changes to the Budget Rec, please follow the steps outlined below:
- Click on the “Budget Reconciliation” button in the email. You will be taken to the Talentpay portal, you may be asked to login with your Talentpay username and password.
- Once you are in your Talentpay account this will take you straight to the Budget Rec screen. See image below.
- Review all the costs and if you approve, please click the green ''Approve button'' in the top left corner.
Note: If you would like to view the job details again click the link icon in the top left corner. You can also export this budget rec as a pdf by clicking the PDF icon in the middle.
- On clicking approve, you’ll see this message, click approve again.
- Once approved the status bar will now change as shown below in the status “Awaiting update” in line with the message displayed above.
- If you’d like to request any changes, please click the blue “Request Changes” button, and enter your change request in the dialogue shown below. Ensure to specify the talent name(s) and the column you are requesting a change in.
- Once done, click the “Request Changes” button. The budget rec status will change as shown below. This means that Talentpay staff are working on modifications and will contact you to process your request accordingly.
- This status panel at the top can be used to view where the approval status is currently up to. You can also click on the “View History” link, in the top right corner above the status panel, to see a record of the approval events to date, example shown below:
- Once the Budget Rec is “initially approved” by you, Talentpay will commence gaining agent/freelance talent approval of their costs.
- Once all costs have been accepted by all talent/agents, you will be sent an email to provide final approval of the budget rec (online) with any changes from the initial that have been approved by yourself or confirmed by Talentpay/casting/etc. as correct along the way.
- The final approval process is the same as the steps given above except the term “Initial” is replaced with “Final”.
- You can also monitor your budget rec approvals from the new Cost Approval Monitoring screen accessible from the top navigation menu bar. Clicking this will open the screen below:
From this screen, you can filter via the filters across the top; i.e. job number, date range, pending approvals or show all, show my jobs or show all jobs for my agency.
Note: this screen only displays jobs that have not been closed off yet.
You can also filter on the columns via the context menus on the column headers.