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's where you check each union's numbers, enter any hours a union bills by the hour, and, if you choose to, mark each union reviewed before you submit. A run with nothing union on it, at a company with no union contract, doesn't have this step: it goes from Payroll Summary to Submit Payroll.
What This Step Shows
You need the Admin or Payroll role to open this step, enter hours, change routing, or mark a union reviewed. If your role is Approver, its step-bar tab is disabled and opening the step takes you to Payroll Summary. You approve the payroll from Submit Payroll after a Payroll or Admin teammate has entered any missing hours.
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 but your company has a union contract, the step is still there and says "No union payees on this run — continue to submit." At a company with no union contract, a run like that has no Union Reports step, and a link to it opens Submit Payroll instead.
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.
A payee on a benefits-only week appears on their union's report with a Benefits only badge: their weekly employer contributions are on the report, with no wages.
A payee whose fee installment is paid on this run carries a Fee installment: [milestone] label on their row, on screen and on the printed report.
On AEA's report, a payee is filed under Stage Management when their job title or department names stage management, including "1st ASM" and "2nd ASM"; the Payroll Summary groups them the same way.
Funds owed once per production
A few funds are owed once per production for each performance week, not once per person. The IATSE Training Trust Fund is the one in service today. When the run recorded such a fund per person, a Production contribution correction notice above the report shows the Register, Correction and Report figures for it: the report is corrected, and the recorded payroll stays as it was.
Reviewing Each Union
Each union's report carries a Mark union reviewed checkbox at its foot (for example, Mark AEA reviewed), and its header reads Reviewed or Needs review. Ticking the box records who reviewed the union and when. Reviewing is optional, and nothing waits for it: the Submit Payroll tab in the step bar opens without it, Continue: Submit Payroll at the bottom of this step takes you there, and the footer says so: "Union review is optional. You can continue without marking every union as reviewed." The Submit step then lists each union, with not marked reviewed beside any you skipped. 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.
What does hold up Submit is a union report missing the hours worked it bills on.
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 reviewed straight away: its header reads Needs review again, its tab dot and the reviewed count drop it, and the Submit step lists it as hours worked missing. The missing hours also lock the Submit Payroll tab again (see Hours worked). The checkbox stays ticked (un-ticking has to remain possible) with the names still owing hours 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.
Four 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. A payee on a benefits-only week needs no hours.
- Unlike the review, the hours are required. While any are blank, the step bar keeps the Submit Payroll tab locked (its hint reads "Enter hours worked on the union reports first"), and this step's footer says "Enter hours worked on every union report before you submit. Until then this payroll can't be submitted." On the Submit step that union reads hours worked missing and the submit button is disabled, and approving or submitting is refused ("This payroll can't be approved yet — hours worked are outstanding on …"). The printed report won't print either: it opens on "This report isn't ready to print", naming the union.
- 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. Each week's payment comes out only after everything else on the payee's check, and never takes more than the check can still cover; a reduced payment shows under Installments reduced on Payroll Summary, and the rest stays owed (see Payroll Adjustments). 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? |
|---|---|---|
| 1 check required (or 2 checks required, and so on) | You send the fund a check. Greenroom gives it a number from your company's check sequence when you submit, and the printed union report shows that number and where to send it. An amendment's checks get no numbers | 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 check — an SDC run carrying Associates cuts six checks against three funds.
The "N checks required" count, on the fund's tile and on the printed document, counts the actual checks, 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 check 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 check, as it always did.
The Total checks this week tile counts only funds paid by check. The line beneath it names any .045 or paid-directly amounts ("[amount] via .045 · [amount] paid directly"), and reads All via payroll check when there are none. Reconciling against that headline number alone will understate what has to clear your account by whatever is paid directly.
Employer-paid contributions other than health and welfare (pension, annuity, 401(k) and similar) are the ones that can be toggled toward .045, where the agreement allows it. Health and welfare funds are paid by check, and withheld money (dues taken from a payee's pay) never shows a toggle. 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 paid by check. 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.
Greenroom staff keep these rows in Union Studio; see Union Setup. Your own Union Studio is a read-only reference of your production's contracts and their rates, and doesn't show destinations, so if a fund's mailing line is missing or wrong, contact Greenroom.
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 the buttons at the top of the step: Export union PDF for the tab you're on (for example, Export AEA PDF) and Export all. Where the run cut checks for a second union's obligations, that union's document is included in the printed remittance too. A report still missing hours worked doesn't print; see Hours worked.
Once the run is submitted, its printed union report also offers Fund report PDF and Fund report CSV for each union: a per-payee fund report you can send on, the same files the Union remittance report gives you on the Reports page.
Best Practices
- Review each union's numbers before marking it reviewed. Marking is optional and nothing waits for it, but it records who checked the report and when
- Fill in hours worked wherever the column appears; a blank field blocks the sign-off, the printed report and the submit, 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.