P-CARD POLICIES AND PURCHASE GUIDELINES
ACKNOWLEDGEMENT
The producer must approve any new p-card orders. Please plan ahead as shipping can take 4-5 business days unless expedited shipping (2 days) for $10 is approved.
All crew must have completed startwork prior to receiving a p-card.
If you have a p-card in your name, you are responsible for all transactions on that p-card and will be required to reconcile and provide backup for every transaction.
Cardholders will be enrolled into CASHet TextAlert Program to help cut back on fraudulent charges and prevent delays.
P-card Billing Address
15821 VENTURA BLVD #370 ENCINO CA 91436
P-card Limits
We set the p-card limits manually, they do not automatically recycle. With a $1000 limit, the crew member is able to spend up to $1000 before the card is declined. You should request a limit that will be sufficient for a week's spending.
Ask for limits to be recycled BEFORE it becomes a rush or issue. Plan out spending. Limits do NOT auto-recycle and will not be recycled if expenses have not been reconciled. If needed, most cardholders request a recycle when turning in their weekly p-card envelopes. The recycle will need to be approved by the UPM/LP as no money will be released without production approval.
P-card Limits
We set the p-card limits manually, they do not automatically recycle. With a $1000 limit, the crew member is able to spend up to $1000 before the card is declined. You should request a limit that will be sufficient for a week's spending.
Ask for limits to be recycled BEFORE it becomes a rush or issue. Plan out spending. Limits do NOT auto-recycle and will not be recycled if expenses have not been reconciled. If needed, most cardholders request a recycle when turning in their weekly p-card envelopes. The recycle will need to be approved by the UPM/LP as no money will be released without production approval.
If you would like to know the current available balance on your p-card, download the CASHet mobile app or check online.
P-card Reconciliation
Cardholders will receive an email to set up CASHet account.
Envelopes must be reconciled on CASHet.com website. Cardholders are responsible for logging into CASHet accounts, tracking expenses, and uploading legible receipts.
Department heads will digitally approve their department's envelopes through CASHet PCE Approval module.
Textalerts Program
Opt-in to CASHet TEXTALERTS - it will help you when your card gets flagged for fraud while you're standing at the cash register. You will be able to verify the charge in real time vs having to wait for CASHet to unlock your card.
You will receive an email from CASHet instructing you to opt-in to the program by texting "In" to 57911 from your enrolled cell phone to complete the enrollment process. Card holders enrolled in this program will get a text asking them to verify any suspicious transactions. They reply to the text with either an "accept" or "decline" and the charge is either processed or blocked. It's a quick, one-step process.
Production Assets
- Any single item purchased in excess of $250 will be tagged as a major asset and all departments will be held accountable for them at the conclusion of principal photography.
- Each Department is required to maintain a detailed Asset Log. Departments must reconcile their Asset Log with the one generated by the Accounting software at the completion of the show.
- No significant asset may be sold or donated without prior approval.
Prohibited Purchases
- Do NOT use p-card for labor, mileage, box rentals, or per diem. No exceptions. Production will NOT reimburse any of the above expenses, you will be responsible for the amount.
- Gift cards are not allowed.
- No rolls of postage stamps for you or your department. Production will stamp and send any business‐related mail.
- No traffic tickets and parking fines, location fees or municipal fees.
Requires Prior Producer Approval
- No travel expenses (airfares, car rentals, and hotels) without prior producer approval.
- Gifts, flowers, tobacco, and alcohol are prohibited. Only props is allowed to purchase these items with prior producer approval.
- No loss and damage payments. Equipment repairs need prior producer approval.
- No oil changes or car washes for crew vehicles without prior producer approval.
Meal Policies
- Business meals should remain within reasonable limits. As a general guideline, per-person approximate amounts are below, inclusive of drinks but exclude tax and tip.
- Breakfast: $15 - $25
- Lunch: $35
- Dinner: $50
- For executive-level client hosting, please use discretion when applying dinner limits. These amounts serve as general guidelines and may be exceeded when warranted by the business purpose or occasion.
- Receipts must have attendee names and the business purpose for every meal, per IRS guidelines. Write full names and reason on paper next to receipt.
- All restaurant receipts must be itemized.
- Tips are not to exceed 20% for dining and no more than 10% for delivery.
You must have pre-approval from your manager to expense group business meals (you + more than 2 guests). Please keep in mind, the most senior individual present is to pay for and submit all expenses. When traveling, business-related meals are reimbursable. There may be exceptions when you are traveling on production and your expenses (and per diem) are set and covered outside of Higher Ground. Generally, the individual who initiates a business meal—such as an agent, studio executive, or other external partner—is expected to pay the bill. This standard applies especially when that person is the most senior individual present or is acting as the “host” of the meeting.
- The meal is considered a business expense of the hosting company, and therefore should not result in any out-of-pocket costs for the employee. Employees should not submit expenses for meals where an external party is the host and is expected to cover the bill.
- If you are meeting with or inviting a writer, director or talent with the intention of building our creative roster, you would be considered the host and cover the cost of the meal. Please use discretion when spending, and seek prior approval for any significant expenses.
Transportation Policies
- Fuel may only be purchased for production vehicles (directly rented by production, no personal vehicles).
- All fuel receipts must be “FINAL” - NO PREPAID FUEL RECEIPTS - all receipts must have price and number of gallons printed.
- Write vehicle make and model and license plate on paper next to receipt.
- The most cost-effective ground transportation should be used – for apps like Uber and Lyft, the black car options are to be avoided. Taxis and town cars can be reimbursed with receipts.
- For taxis and metrocards list the medallion number in the vendor column (i.e. NYC TAXI #NY96).
- Tips are not to exceed 20%.
- Write destination and reason for run on paper next to receipt.
CASHet Tutorials
Contact CASHet support
help@cashet.com
Monday to Friday, 9am-5:30pm PST call: (310) 275-5033
After hours text: (424) 242-8535
All transactions will be recorded online in CASHet and must be cleared by approved expense reports. Crew must settle any outstanding transactions when assignment is complete. Failure to do so may result in withholding or deduction of any compensation that may be due to you.
I AUTHORIZE ANY UNSETTLED BALANCE TO BE DEDUCTED FROM ANY OR ALL COMPENSATION DUE TO ME. I AGREE TO OPT-IN FOR TEXTALERTS. I ACKNOWLEDGE I HAVE RECEIVED AND WILL ABIDE BY THE P-CARD POLICIES AND PROCEDURES.