Payroll & Timesheets

This SOP defines the procedures for collecting, reviewing, approving, and submitting payroll and contractor payments for Maryland Productions (MP) and Event Revolution (RV). Accurate payroll is essential for legal compliance, financial integrity, and maintaining trust with employees and freelancers.

Payroll processing relies on accurate time reporting from the field and consistent administrative review.

Purpose

  • Ensure all labor is paid accurately and on time.

  • Standardize how hours are reported, reviewed, and approved.

  • Maintain compliance with wage, overtime, and tax regulations.

  • Prevent payroll errors and disputes.

  • Create a clear audit trail for labor costs tied to jobs.

Who This SOP Is For

  • Administrative staff processing payroll

  • Project Managers approving labor

  • Warehouse managers approving shop hours

  • Technicians and freelancers submitting time

  • Leadership reviewing labor costs

Anyone reporting, approving, or processing time must follow this SOP.

Systems Used

Payroll System

Used for processing employee payroll, taxes, and direct deposits.

QuickBooks

Used for labor cost tracking and job costing.

Current RMS (MP)

Source for job schedules, labor assignments, and job references.

Flex (RV)

Source for rental job associations and labor tracking.

Google Workspace

Used for timesheets, approvals, and record storage.

Payroll Workflow Overview

Payroll follows a standardized cycle:

  1. Time Collection

  2. Review & Verification

  3. Approval

  4. Payroll Submission

  5. Payment & Records

Each step must be completed before the next.

1. Time Collection

Employees

  • Employees must submit hours according to the payroll schedule.

  • Hours must include: - Job or project reference - Date - Start and end times - Breaks (if applicable) - Role or department

  • Incomplete or unclear submissions may be rejected.

Freelancers & Contractors

  • Freelancers must submit invoices or timesheets as required.

  • Submissions must include: - Approved rate - Hours worked - Job reference - Dates of service

  • Contractor submissions must align with agreed terms.

No undocumented hours will be paid.

2. Review & Verification

Administrative Review

Admin staff must:

  • Verify hours align with schedules.

  • Confirm job references are correct.

  • Check rates against agreements.

  • Identify missing or questionable entries.

Project Manager Review

PMs must:

  • Confirm hours worked match job records.

  • Verify overtime eligibility.

  • Confirm role assignments.

  • Resolve discrepancies promptly.

Discrepancies must be corrected before approval.

3. Approval

  • All time entries require approval.

  • Approval must be documented.

  • Unapproved hours will not be processed.

  • Changes after approval must be documented and re-approved.

Approval confirms accuracy and authorization.

4. Overtime & Special Pay

  • Overtime must comply with applicable labor laws.

  • Overtime eligibility must be verified.

  • Premium pay, travel pay, or special rates must be documented.

  • Unauthorized overtime may be subject to review.

Overtime disputes must be escalated before payroll submission.

5. Payroll Submission

  • Payroll must be submitted by the internal deadline.

  • Late submissions may delay payment.

  • Payroll entries must match approved hours exactly.

  • Admin staff must review totals before final submission.

Final review is required before processing.

6. Payment & Distribution

Employees

  • Paid via direct deposit or approved method.

  • Pay stubs must be available for review.

  • Errors must be reported immediately.

Freelancers & Contractors

  • Paid according to contract terms.

  • Payments may be processed through AP.

  • Invoices must be on file.

Payment confirmation must be recorded.

Corrections & Adjustments

  • Payroll errors must be corrected promptly.

  • Adjustments must be documented.

  • Retroactive payments require approval.

  • Repeated errors must be reviewed for process improvement.

Accuracy is critical.

Recordkeeping

  • Payroll records must be retained per the Record Retention Policy.

  • Timesheets, approvals, and adjustments must be stored securely.

  • Records must be accessible for audits or reviews.

Incomplete records are a compliance risk.

Responsibilities

Technicians & Staff

  • Submit accurate and timely time entries.

  • Report discrepancies promptly.

Project Managers

  • Review and approve labor.

  • Verify overtime and role assignments.

Administrative Staff

  • Process payroll accurately.

  • Maintain records.

  • Communicate deadlines and requirements.

Leadership

  • Oversee payroll compliance.

  • Approve exceptions.

Quality Control

  • No payroll without approved time.

  • No undocumented rate changes.

  • Overtime reviewed consistently.

  • Deadlines enforced uniformly.

Payroll accuracy protects everyone.