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 Payee detail by union & module 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 a payee count and a running gross and net for that group.
AEA's card additionally splits into Performers — Principal, Chorus, Swing and Stage Management, based on each payee's department.
Note: "Department" is a per-payee field, not its own breakdown section here — 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 · Employee taxes & deductions · Employer taxes & fringe |
| Loan-outs | Wages & reimbursements · Deductions |
| Vendors & contractors | Wages & reimbursements only |
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.
Two toggles above the union/module cards change what each line shows:
- Show GL coding adds each line's accounting code next to its name.
- Show variance vs last payroll 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).
Payroll provider warnings
If Check 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; a provider warning comes from Check itself.
Editing from here
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). Save & recalculate re-estimates that payee's taxes immediately for W-2 employees; loan-outs and 1099 payees skip tax recalculation entirely.
A pre-tax line on a loan-out is refused here, with the reason and the remedy — see Role & Pay.
Payment method and check numbers
Each payee's expanded panel shows whether they're paid by Direct deposit or Check. Check numbers aren't assigned until you submit the payroll — before that, this area is blank.
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.