PMTS Help

Index

Understanding your dashboard Explanation of 7 spots.
Client Client invites Employee
Employee User sets up profile
Client i-9 verification
Client set up employee positions & rates
Client sets up Project
Client sets up job
Employee User clocks in
Client can edit Employee times
Client approves & submits timecards

Understanding your dashboard

1. Add & Search — Add a Production Company, Project, Job/Timecard, or search the system.
2. Company Selection — Switch to a specific Production Company.
3. Help — Contact ABS and review tutorials.
4. Your Profile — On-board yourself, and update your info.
5. Main Navigation — View your Home (Jobs you’re working), Projects (Projects associated to the Company. i.e. The Matrix 4), Jobs (Timecard schedules), and Users (Employees that work for the Production Company)
6. Notes — Make notes throughout the system.
7. Export — Admins can export Start Forms into a CSV file, in preparation for importing into the ABS System.

Client invites Employee

1. Start by adding in their email.
2. Next, select from one of the options. Tip: As the “Primary Contact” you will only see one option, “Employee”.
3. Lastly, associate the employee to the company that they will be working for. Tip: If you (Producer) work for multiple companies in ABS: PMTS®, you will see all companies that you are associated to.
   • [Add Email] button, will open up a 2nd line, to add multiple employees at once.
   • [Send Invites] button, will send out invites to each email you’ve typed in.

Client/Employee sets up profile

By clicking the Silhouette (top right), this will take you to your profile page, where you can on-board yourself, including W4 Form, i-9 Form, Direct Deposit information, and standard client information. You can come back here any time, to update your information. This will also update onto your next pay cycle. Please allow 1 pay cycle for update.

Client  i-9 verification

From your Dashboard:

1. You can click on the Employees Button, along the left-hand side
2. Click/highlight the employee you would like to review & verify
3. Click on the i-9 Paper Icon
4. Review i-9 Paperwork by clicking “view”… and approve or deny.

Legal: By Approving; You, as the Primary User/Authorized Representative, attest, under penalty of perjury, that to the best of your knowledge, the employee is authorized to work in the United States, and if the employee presented document(s), the document(s) you have examined appear to be genuine and to relate toe the individual.

Client set up employee positions & rates

From your Dashboard:

1. You can click on the Employees Button, along the left-hand side
2. Click/highlight the employee you would like to review & verify
3. Click on the Office building Icon, and go to the Company the employee will be working for.
4. Click on the pencil to “edit”

The boxes will unlock, allowing you to edit. You can edit the position, hourly rate, or cost code. This information will relay over onto the timecard. If this section is left blank, you will need to edit this on each employee timecard, when setting up your jobs/timecards. Click Save. This data will auto-populate when creating your jobs/timecards.

Client sets up Project

From your Dashboard:

1. You can click on the Projects Button, along the left-hand side
2. On the right side, click “Add PROJECT. The icon just below that is where you will be able to create your “JOB”.

Fill in 1) the project title, 2) who the associated producer is (most likely yourself), and 3) description on the project. Once you fill in the preliminary information, and “save” additional icons become available within the right-hand side box.

By Clicking each Icon, it will let you do a new task.

Tip: You can also access some of these similar icons, along the left-hand pane window.

Client sets up job

Now that you’ve set up your Project Title, and invited your employees, it’s now time to set up your weekly job (batch of timecards), and assign employees to that job.

From your Dashboard:

1. You can click on the Timecards button, along the left-hand side
2. On the right side, click “Create Job”.

We will split these steps into 4 screenshots

Screenshot #1 out of 4:  Setting up dates:

1. This is where you will label your timecards for the work week duration.
2. Associated company will autofill, based on what production company you are already sitting in. But if nothing pulls up, you can type or use the drop-down window, to associate your timecards to the right production company.
3. Your project name will automatically pull in. But if nothing pulls up, you can type or use the drop-down window, to associate your timecards to the correct project name.
4. 4. This is where you will select anywhere from a 1 to 7-day, consecutive employment period. The first day selected, will be the first day of work. You would not want to start on a Sunday, if people are clocking in on a Monday. If you choose to list 7-days, you can deactivate certain days within that period.
5. Select the state in which you are working in. ABS: PMTS®, will automatically compute overtime pay, based on the work state. This is based on non-union state & federal overtime laws.

Screenshot #2 out of 4:  Setting up Shooting locations:

1. Select the date
2. Fill in the worksite address
3. Apply All [Button] Will copy this worksite address to all future working days.

If you are traveling to other worksite locations later on in the week, you can skip over to Friday, and update the address. By listing your worksite location, this will let the employee know where they need to go on their Timecard.  Tip: If you “apply all” to a later worksite location (Friday), it will override your original (previous) days also, so be careful when scheduling out your work site location addresses.

Screenshot #3 out of 4:  Selecting your employees:

1. Light Blue Background = Highlighted, White Background = Not highlighted.
2. You can highlight, and add, or you can highlight all employees, then add.
3. Once you’ve added employees, they will disappear from “All employees” list, and move over to “selected employee”. Click on Selected Employees tab, and move onto scheduling times.

Screenshot #4 out of 4:  Setting up employee times:

1. Using the same mechanic for adding employees, you will now highlight the employees that you want to set up times for. Highlight one, or all employees associated to that batch of timecards that you want to assign specific times for. Sometime you might have different call times for your staff.
2. Next, Select the day/date, and then select the IN time, the OUT lunchtime, the IN time they clock back from lunch, and finally the OUT time they clock out for the day. You can click “ok” to set up each time, and the “double check mark” will solidify/apply. You can also just apply within each boxed window. Continue this for each day, up to 7 days worked.

If you double click the name bar (“Kris King”), it will expand the timecard to show daily detail, cost codes, or allow making of a note for a specific date.

To remove a day from the timecard, 1) click on the day, and 2) click on the strike-out person icon. It will then 3) wipe the hours entirely. Once you have done this, there is no going back.

Once your times are slotted in for the week, click  [Send to employees]

ABS Payroll  TIPS & TRICKS

Structuring of Projects & jobs

Here are a few ways to structure your Projects and the jobs that you create.

• Sample 1 is simply batching all employees on a per week basis
• Sample 2 is batching by department.
• Sample 3 is batching it further down, into departments. This is if you want to focus on processing each department at a time.
• Sample 4 is batching it by background days.

Tip: In all above scenarios, you will not be able to process/complete your payroll until all timecards are submitted and approved, so 1 person could tentatively hold up 30 others waiting to be paid. 

Entertainment Industry

ABS:PMTS ™ system is built to track based on actual hours worked. Traditionally in the production realm, production will utilize a “guaranteed” number of hours per day. The standard guarantee hours are usually a 10-hour day, or a 12-hour day. We will use a 10-hour day below, as our example.

The system is smart enough to back out lunches, but it is not paying attention to the guaranteed number of hours or the meal break that is potentially a paid lunch. This is what makes the entertainment industry unique, and payroll rules unique. So, there are two ways to go about scheduling your crew hours.

Option #1:

Schedule a 10-hour day, with an additional 30min-1 hour, if it’s going to be a paid lunch.

Option #2:

Schedule 10-hour days, and don’t include or worry about lunch times.  So only worry about the top row. You would slot in 8am and a 6pm end. You would ZERO out the In/Out 2 boxes (bottom boxes set to blank).

So your timecard schedule would read like this

Employee User clocks in

Below is the view for the Employee. When employee has been attached to a timecard, the employee can see their timecard on the HOME page when on a laptop. Employee can click on the timecard and review, but will not be able to clock in, until the day of work.

On ABS: PMTS Mobile App, it will pull up the most current day to clock in under.

Client review/edit times

Please note: If the client has a timecard set up for themselves as an employee, they will see this at the home page icon section.

To Review times

1. To access any job, start by clicking on “JOBS” icon on the left-hand side.
2. Next you highlight the job you want to review & approve. It will open up the right-hand side, giving you additional icons along the top right section. You can review information on the job, overview list of employees that shows you who’s i-9 paperwork you’ve verified, or still need to verify, a progress flag, and notes.
3. If you click on the progress flag, you can then double click on each employee, to expand their timecards, and track when they clocked in, clocked out for lunch, and finally clocked out for the day.

• Dark Gray Times, were the originally scheduled times.
• Green times, is showing real time clock in, which is done by the employee.

4. You will not be able to approve times until the work day has completed, or the employee has clocked out for the day.

To Edit Employee times

1. When reviewing the clocked in times, if you want to adjust, click the “pencil/edit” button next to save.
2. Hover over to the GREEN colored time entry you would like to adjust, and click on it.
3. A Box will appear allowing you to alter or insert the time. Remember to “apply” or it will not save.
4. Click on the red “save” button, and that will complete the editing of times for a timecard.

Client approve, review & submit timecards

Approval process is done in (2) two parts:

Part 1 (Approval Times) – Remember to highlight the names first, and then approve times, to push them over to Review/submit process. Once you approve employee times, it will shift employee data over to the “Submit to Payroll” tab. Now you are ready to submit data to payroll house.

Part 2 (Review/Submit) –

Once times are approved, move over to the second tab. Highlight all the employees you’re ready to submit a payroll for, and click review. This will take you to a final overview page, listing out wages, fringes, and totals.

This review page, is essentially your preliminary invoice/estimate. Once you click submit, this gets emailed to pmts@abspayroll.net for processing. Your paymaster will process the timecards, and generate an official invoice.

Please allow 24-48 hours for processing. Processing hours are from 8am to 5pm, Monday through Friday. Any payroll submitted outside the listed hours, will be processed the next business day.

Accounts & Permissions