Payroll Breakdown and Details
How the payee-by-payee detail on Payroll Summary is organized, and how to read one payee's numbers
On Payroll Summary, every payee's number is a rollup. The Payments by union and payment type section is where you drill into what actually makes it up.
Grouped by union, not department
Payees are grouped into cards by union — AEA, ATPAM, IATSE, Local 764, Local 798, Local 802, SDC, and USA 829 — using whichever unions your production actually has payees in. Everyone without a union code falls into one of three remaining groups: Production — Non-Union (non-union employees and loan-outs), Creative & Production Services (contractors), or Accounts Payable (vendors). Each card's header shows how many payees it holds, and a collapsed card's header also shows the group's gross and net (on a screen wider than a phone). Open, a card lists its payees under Gross, Deductions and Net columns and ends on a totals row for the group; a card with a single payee ends on that payee's own row instead.
AEA's card additionally splits into Performers — Principal, Chorus, Swing and Stage Management. A payee goes under Stage Management when their job title or their department names stage management ("Stage Manager", or SM, PSM or ASM, including "1st ASM" and "2nd ASM"); the AEA union report files them the same way.
Note: "Department" is a per-payee field, not its own breakdown section here — together with the job title, it's what separates AEA's Performers from its Stage Management. It doesn't drive a standalone department totals view on this screen, and it isn't the source of the QuickBooks package's "class" — that comes from the operating week instead.
AEA, ATPAM, and SDC cards start open by default; the rest start collapsed. Use Expand all sections to open every union/module card at once, and Expand all payees inside a card to open every payee row within it.
Expanding a payee row
Click a payee's name to expand their detail panel. What you see depends on their payee type:
| Payee type | Columns shown |
|---|---|
| W-2 employees | Wages & reimbursements · Pre-tax deductions, Withholdings, and Post-tax deductions · Employer taxes, with fringe when the run has union information or a nonzero fringe amount |
| Loan-outs | Wages & reimbursements · Pre-tax deductions and Post-tax deductions |
| Vendors & contractors | Wages & reimbursements only |
The middle column stacks up to three blocks, each with its own total, and shows only the blocks that have a line this week: Pre-tax deductions, then Withholdings (federal, state and city income tax, Social Security, Medicare), then Post-tax deductions (union dues, New York Paid Family Leave and disability, representative commission, and any other post-tax deduction). A payee with none of these shows a single empty block.
The third column on a W-2 employee's panel — employer taxes and fringe — is money the production owes, not money withheld from that payee. It's labeled "not deducted from payee" on screen, and it never reduces their check. A Benefits only payee of any type shows this column too, since employer benefits are all they're getting that week.
Two toggles above the union/module cards change what each line shows:
- Coding adds each line's accounting code next to its name.
- Variance flags how each number changed from that payee's prior run, with a short explanation of what moved (only available once there's a previous run to compare against; until then it's greyed out with "No previous payroll to compare").
Warnings from our tax partner
If our tax partner flags something about a specific payee's pay — a withholding or funding issue caught in its own preview of the run — it shows as a warning banner directly on that payee's row, right below their name. These are visible even with the row collapsed, so a flagged payee is never hiding behind a click. They're distinct from the automatic warnings on Payroll Calculations, which are Greenroom's own checks; these come from our tax partner itself.
A Deductions warning can sit on a row the same way: it means the payee's record carries a manual deduction that duplicates one their union agreement already takes ("Name is already deducted automatically under the agreement agreement. Remove this row."). Remove the duplicate on the payee's record; see Payroll Adjustments.
Editing from here
The edit pencil is available to Admin and Payroll teammates while the run is editable. Approver teammates can expand the same payment details, but have no edit pencil.
The pencil icon on a payee's row opens the same edit drawer described in Reviewing Payroll — hours (for hourly payees), and grouped fields for wages & earnings, reimbursements & allowances, and deductions. A deduction added here carries a Pre-tax / Post-tax picker; it has no benefit type, so a standing election on the payee's own record is the right place for an HSA or a 401(k). A one-time reimbursement added here can carry its receipt (see Adding Employees). With a chart of accounts, each allowance, reimbursement, taxable payment and contract pay line has a GL code picker. Save & recalculate re-estimates that payee's taxes immediately for W-2 employees; loan-outs and 1099 payees skip tax recalculation entirely. Either way, saving resets the run's approval, as the drawer's note says. A Benefits only row has no pencil: there are no wages to edit that week. Two kinds of line show in the drawer but can't be edited there: a Fee installment (it pays the payee's contract; take it off with Remove from this run on the Employees & Loan-outs or Vendors & Contractors step) and a Tech week line marked Paid once (remove it from This week's activity on the Employees & Loan-outs step).
A pre-tax line on a loan-out is refused here, with the reason and the remedy — see Role & Pay.
If any of the payee's reimbursements carry a receipt, the expanded panel lists them under Reimbursement receipts, each with a Receipt link.
Payment method and numbers
Each payee's expanded panel shows whether they're paid by Direct deposit or Check (or "No wage payment this week" for a Benefits only payee), with their net pay. The same panels appear on the run's detail page in History once it has been submitted, and there a direct deposit's payment number is added beside it, as Direct deposit · #E000001 (see Payment numbers). Payroll Summary never shows one, because it opens only while the run is Draft or In review, before submit assigns the numbers.
A paper check's number is added the same way, as Check · #1234, once one has been assigned. That happens after our tax partner approves the payroll, when an Admin or Payroll teammate chooses Print checks or Mail checks on the run's Paper checks card; see Physical Checks. Before then, there's no number.
Next steps
See Payroll Totals for how these payee-level numbers roll up into the run's headline figures, or Payroll Calculations for how each line is actually computed.
Benefits-Only Weeks
Remitting a union payee's weekly employer benefits for a week with no wages, as on a term deal. How a week becomes benefits only, what the run shows, and how it is submitted and reported
Understanding Payroll Calculations
How Greenroom calculates base pay, proration, net pay, and tax withholding