A.  BUDGETING

ALL CREW MEMBERS will need to follow these instructions carefully or risk not being reimbursed the money you have spent.

1.  KNOW YOUR REIMBURSEMENT AMOUNT

Your instructor will tell you how much money your GCC will provide for your show, but you will need to make a budget to ensure the team knows how the money will be spent and so that you don’t overspend.

2.  CREATE A SHOW BUDGET

The producer receives a budget from each department, which helps them create the complete show budget. 

You can find professional budgets online or can use the one here:   Production Budget

Professional Budgets have some line items that are not pertinent for student procuctions.  You can ignore the Above the Line Tab, since it’s mostly for negotiated rates and salaries.

Your budget WILL have a TOP SHEET, which all the other budgets “feed into” to create the entire budget. This would be the total amount of money you will need to make your show.

Look for your department in the Production, Post-Production, or Other tabs.  Go through the items and put in the total amounts for purchases and rentals.

If your team decides to spend money ABOVE THE FTVM ALOCATION, you will need to agree to how much each team member will be responsible for contributing.  You can find the Team Agreement document in the Documents page of the FTVM website.

B.  MANAGING RECEIPTS 

EACH and EVERY team member who spends money in accordance with the budget should provide a PHYSICAL receipt to the producer.  

•YOU MUST PRINT OUT RECEIPTS OF ANY ONLINE PURCHASES  

•YOU MAY NOT SUBMIT SCREEN GRABS

EACH RECEIPT MUST INCLUDE THE FOLLOWING INFORMATION:

WHAT IS NOT ACCEPTABLE for reimbursement:

          •Receipts missing any of the information outlined above

          •Venmo or Zelle Transfers to individuals (for labor or anything else)

          •Labor to pay students or other  (There may be exceptions, talk with the instructor)

If you have questions, be proactive and ask your instructor for clarification or help.

Why do we need to be so detailed?  Granting organizations like the Golden Globe and the GCC Foundation need to ensure that the money they pay you is actually going towards things it is supposed to fund, and not being used inappropriately.  If an audit of the school is done and there is doubt about spending, the institution (GCC) could be in trouble.

SUBMISSION of REIMBURSEMENT MATERIALS

You can submit up to 2 reimbursement packets during the length of the show production- for instance, you can submit a packet directly after production wraps and another after post and festival submissions.  It is up to the producer and team to decide how and when to submit.

2. Fill out the required Expense Reimbursement Form. Find the form HERE

TYPE!  Do not handwrite!  You can use Fill and Sign in Adobe Acrobat to do so.

  •Under Employee Name, list your full name as you want the check to be issued. 

  •List receipts in the order that you will embed them in a pdf. 

  • Description is the name of the vendor/service on receipt/invoice

  •Category examples are: Prop, Food, Parking, Costume

   •Add up the totals

3.) Leave all other fields BLANK (or keep them filled out as we have done for you)

4.) Sign and date the form. This must be YOUR SIGNATURE (form example below)

3. Scan each receipt so that it is clear and legible. 

 •Put the Expense Reimbursement form FIRST.  

 •Add each receipt IN THE ORDER it is listed on Reimbursement form.

5. Fill out the W9.  Find it HERE:

Include full legal name. AND the address to mail the check to.

 Then add each receipt IN THE ORDER as it is listed on the Reimbursement form.

7. Producers show the documents to the team to ensure all receipts have been submitted and that each crew member is clear about what they will be reimbursed.

8. Create a combined .pdf with all docuements in the following order:

      1. Request for Production Budget Reimbursement  

      2. W9

      3. Expense Reimbursement Form

      4. Receipts in order by Date

9. Keep a physical copy and a digital copy for yourself. 

10. Send all these materials to your instructor 

who will check it and then send it forward to Prof. Geri Ulrey, who will administer your paperwork.

When the check is ready, Prof. Ulrey will notify you. 

Please note that reimbursements may take up to a month to process.