Union Reports
Reviewing union-specific payroll data as part of running payroll, and exporting it
This is a step inside running payroll, not a separate destination
Union Reports isn't a report library you visit on its own — it's step 4 of the payroll run itself (Employees & Loan-outs → Vendors & Contractors → Payroll Summary → Union Reports → Submit Payroll). It shows up automatically for any run that includes union payees, and every union on the run has to be reviewed before the Submit Payroll step unlocks.
What This Step Shows
For every union your included payees belong to, Greenroom builds a report module: the union's payees for this run, their pay and union-specific calculations (dues, benefits, pension), and fund-routing information. If a run has no union payees at all, this step is skipped straight through.
If you're working an Amendment run, this step shows a "Correction report" banner noting that every row is a correction against the original run being amended.
Reviewing Each Union
Each union on the run has a Reviewed / Needs review toggle. Marking a union reviewed records who reviewed it and when. This is what unlocks the rest of the run: Submit Payroll stays locked in the step bar until every union on the run is marked reviewed. It gates advancing to that step rather than the submit button itself — see Processing Payroll for what that distinction means if you ever reach Submit another way. The step header shows your progress, like "2 of 3 unions reviewed," and each union's tab carries its own reviewed/pending dot so you can see at a glance which ones still need a look.
This is an internal sign-off, not a submission to the union itself — reviewing here doesn't send anything anywhere. It confirms someone on your team has checked the numbers before the run is finalized.
A sign-off is about the report as it stood
If a report later goes back to missing something it requires — a new payee joins the run who needs hours entered, say — that union stops counting as signed off straight away, and the Submit step locks again. The checkbox stays ticked (un-ticking has to remain possible) with the outstanding rows shown next to it. Nobody has to clear anything: Greenroom works the answer out fresh each time from the stamp and the report's current state.
Hours worked
Some union benefits are billed per hour, not per week — Local 764's Child Actor Guardian welfare component is the one in service today, at $1 per hour up to a $40 ceiling, on top of the 9.5%-of-gross half.
When a report has a payee whose job title carries a per-hour fringe, an hours worked column appears on that report, and the affected rows get a required number field. The field's maximum comes from the rule's own money cap divided by its hourly rate — so a renegotiated cap moves the ceiling automatically rather than leaving a stale number behind.
Three things worth knowing:
- Blank and zero are different answers.
0is a real answer and unblocks the report; leaving it empty is the unanswered state and blocks it. - You can't mark the union reviewed until every affected row has a figure. The checkbox is disabled with the message "Enter hours worked for [names] first." Un-ticking is never blocked.
- The hours are an input, not a proration. A Guardian who worked 26 hours owes $26, whatever fraction of the week their performances came to. The weekly flat figure is displaced by the hourly one the moment an hour count exists — it isn't divided.
Local 764's Wardrobe and Guardian populations share one report rather than being split into two, at the client's request. The hours column only appears when a row on that report actually needs it.
Adding Initiation Dues
The one thing you add manually from this step, rather than it being derived from the run's entries, is initiation dues — a new union member's one-time joining fee. Enter it as a lump sum; it amortizes over time, meaning the balance follows the payee into future runs until it's fully collected. Initiation dues can't be started on an Amendment run — add them on the payee's next regular run instead.
Fund Routing
Each fund on the run shows how it settles, directly on its tile:
| Tile says | What it means | Money leaves your bank? |
|---|---|---|
| check required | Greenroom prints and mails the remittance check | Yes |
| paid directly — no check required | You pay the fund yourself, by wire or ACH | Yes |
| .045 — no check required | Reported against the union's box-office settlement | No |
'Paid directly' still has to be funded
Two of the three tiles say "no check required" and they are not equivalent. A .045 fund takes money off what you owe this week — nothing moves through Greenroom at all. A paid directly fund does not: the cash still has to be in the account, you are simply the one sending it. It stays inside your run's funding total for exactly that reason.
One fund can need more than one check
An SDC production running both principals and Associates owes each fund at two different rates, and the union wants those settled separately. So a single fund on the report can produce more than one cheque — an SDC run carrying Associates cuts six cheques against three funds.
The "N checks required" count on the printed document counts the actual cheques, not the funds, for exactly that reason: it's read by a person counting paper into an envelope. A face carrying no money is dropped rather than cut for $0 — a zero-dollar cheque burns a number from your sequence and gives the fund something to reconcile for nothing.
A production with no classified engagements is unaffected: every fund yields exactly one cheque, as it always did.
The Total checks this week tile counts only funds Greenroom is actually cutting a check for. Any Direct or .045 amounts appear as separate lines beneath it. Reconciling against that headline number alone will understate what has to clear your account by whatever is routed Direct.
Employer-paid contributions (health, pension, and similar) are the ones that can be toggled toward .045; withheld money — dues taken from a payee's pay — is never eligible and shows no toggle at all. Whether a given fund is eligible in the first place is configured per union agreement, and the routing decision is frozen when the run is submitted.
Where a check actually goes
Greenroom keeps a registry of, per union and agreement, which fund-name spellings mean the same fund and what legal payee name and mailing address a check for it should carry. That's what stops one fund appearing twice under two spellings and turning into two checks. Addresses are effective-dated and carry a verification status, so you can tell a confirmed lockbox from one still awaiting confirmation — and the address a report prints follows the work week, not the print date, which is what let Local 802's September 2026 move to a PO Box land without touching any earlier week's documents. A fund with no recorded mailing address simply prints nothing about mailing rather than an empty address block.
The destination is shown on the fund tile itself, not left until print time — the legal payee name and address, on any fund Greenroom is actually cutting a check for. Two lines you may see under it:
- "No address on file — confirm before mailing." Nobody knows where this check goes. Better to find out now than with the envelopes already open.
- "Not confirmed with the fund." There is an address, taken from your production's own directions-of-payment sheet, but Greenroom hasn't confirmed it with the fund. It's an address, just not a verified one — most rows are in this state today.
A .045 or paid-directly fund shows no mailing line at all, because no check is being cut. That's asked through the same predicate the submit path uses, so a fund's disposition line and its mailing line can never disagree.
You can read and (as Greenroom staff) edit these rows in Union Studio → Destinations — see Union Setup.
Once a run is paid, its obligations are frozen — adding a fund alias later never retroactively merges what an already-paid run remitted.
Payees in two unions
A payee carrying both AEA and Local 802 memberships shows up on both tabs. On AEA they're filed by their Actor/Musician sub-type — a Swing under Chorus & Swings, an Actor or Understudy under Principals. Their Local 802 row bills against the Local 802 reportable wage, prorated by the musician-track performance count entered on the Employees & Loan-outs step, not against their AEA salary. See Actor/Musicians.
Exporting Reports
Each union's report can be exported as a PDF individually, or you can export all unions on the run at once, from download buttons at the top of the step. Where the run cut checks for a second union's obligations, that union's document is included in the printed remittance too.
Best Practices
- Review each union's numbers before marking it reviewed — it's what unlocks Submit Payroll in the step bar
- Fill in hours worked wherever the column appears; a blank field blocks the sign-off and a zero is a real answer
- Check each fund tile's mailing line before you submit — an unaddressed check is far cheaper to fix now than at print time
- Export a PDF copy of each union's report for your records before submitting
- Add initiation dues here as soon as a new member needs to start paying in, since it can't be done on an amendment later
- On an amendment run, check the "Correction report" banner to confirm you're looking at the right original run
Next Steps
After reviewing union reports, continue to Processing Payroll to submit the payroll, or see Payroll Success for post-processing information.