Client FAQs

We know productions move fast. To cut through the noise, we put together this guide to frequently asked questions, including what OOTB manages for you and where we need input from your team to keep everything running smoothly.

EXPLORE

Onboarding Contingent Workers

Payments and Approvals

Safety, Injuries, and Insurance

HR and Compliance

Onboarding Contingent Workers

  • To onboard a new vendor or independent contractor (IC), you will simply add them to an active Project Estimate in the portal. Once they are confirmed for the job, our team will contact them with onboarding instructions. 

    All of OOTB’s communications with vendors and ICs include a reference to the Client and Project, so workers know we are contacting them for a legitimate reason. You are also welcome to make a more formal introduction if you prefer.

    OOTB’s billing team will ask vendors and ICs to provide billing contact details, submit the appropriate tax form (W-9 if US-based or W-8BEN if international), and confirm the method of payment. We chase down and review all of the paperwork so none of the onboarding communication or process lands on your team’s plate.

    Our team will contact you when it’s time to provide final approval on all vendor and IC payments.

  • To onboard a new employee, you will simply add them to an active project estimate in the portal. Once they are confirmed for the job, our team will contact them with onboarding instructions and follow up regularly to ensure they are compliantly onboarded before their first day of work. 

    All of OOTB’s communications with employees include a reference to the Client and Project, so they know we are contacting them for a legitimate reason. You are also welcome to make a more formal introduction if you prefer.

    If you know in advance that an employee will be full-time and you would like them to be eligible for benefits, please let us know. We can make any necessary arrangements and include the appropriate details in their onboarding paperwork.

  • To support a smooth onboarding and payment process, we suggest adding the following note to your call sheets/booking confirmations:

    Out of the Box Solutions (OOTB) is our payroll and billing partner for this project.

    • Employees: If you are new to OOTB, you will receive onboarding instructions from OOTB’s payroll team via admin@ootbsolutions.com. Once you complete your onboarding, you will receive a login for the OOTB Employee Portal, along with instructions for submitting hours. OOTB will also send text message reminders to submit your hours.

    • Vendors: Please keep an eye out for emails from OOTB’s billing team via accounting@ootbsolutions.com with your next steps. If you are new to OOTB, you will receive onboarding instructions. Once you are onboarded and set up to receive payment, you will receive invoicing instructions when the project starts and a reminder five days after your work is estimated to wrap. Please follow the instructions to submit your invoice directly to OOTB once the project wraps.

    For questions, contact OOTB directly:

Payments and Approvals

  • All vendors and independent contractors are paid within net 30 days from receipt of an accurate final invoice to meet California compliance standards, including the California Freelance Worker Protection Act.

    Many of our clients have arranged for special expedited payment terms for certain types of vendors to maximize compliance and vendor satisfaction. OOTB can provide expedited standard terms as short as 10 days. Please check with your OOTB Account Manager for exact net term agreements.

    OOTB can also make arrangements for immediate payment on individual vendor invoices as needed.

  • Timecards are generally ready for approval by Monday afternoon. We ask that producers approve timecards by Tuesday afternoon to ensure timely payroll processing.

  • OOTB processes payroll on a weekly basis to ensure employees are paid quickly. We pay employees every Friday for the previous week's work.

  • Yes. OOTB can reimburse crew for approved production and travel expenses. We will collect receipts from the crew for approval and audit all amounts to ensure accuracy and compliance.

  • OOTB does not process payments to loan-out corporations due to the high risk of worker misclassification, particularly in creative and production industries.  

    Instead, we offer a compliant vendor payment solution that includes an optional Independent Contractor (IC) Vetting Service. This service helps determine whether a worker should be classified as an employee or a true independent contractor based on applicable laws and classification tests.

  • All audited invoices appear in your approvals portal as soon as they are ready for your review. We send email reminders on Monday, Wednesday, and Friday. For rush payments, we send an immediate email notification.

    If paying by ACH or Wire, a secondary text approval is also required. Once you approve the bill, your AM will text you to confirm the amount and payment method.

  • Bula Billing is OOTB’s sister company and our dedicated 1099/vendor payments arm. All vendor and contractor payments are processed through Bula. Bula also handles issuing all 1099/vendor tax documentation.

  • Kit fees compensate crew for using their own equipment or materials on a production. They are not subject to employer taxes or contributions. OOTB processes kit fees in three ways:

    • Dollar-for-Dollar - Non-taxable reimbursement for out-of-pocket expenses. Receipts are required. These reimbursements are paid via W-2 payroll.

    • Replenishable Items - Non-taxable payments made per day/project to cover supplies like makeup, hair products, or PPE. Receipts are recommended. These payments are paid via W-2 payroll.

    • Personal Equipment (EQ) Kit Fee - Taxable payment for using personal gear. These payments are issued as a 1099 payment.

Safety, Injuries, and Insurance

  • For shoots outside of California, it’s important that we have the address and state of the location. This allows us to:

    1. Provide you with the nearest workers’ compensation clinic in case of on-site injuries.

    2. Confirm any local or state-specific compliance rules that may differ from California requirements (such as break and meal period laws).

    3. Ensure the proper insurance coverage is in place for that specific location.

    Sharing this information in advance helps us keep your production compliant and protected.

    • Always call 911 in a life- or limb-threatening emergency.

    • Immediately notify OOTB about any incident involving an OOTB employee, no matter how minor.

    Who to contact:

    Non-emergency medical attention:

    • Information on your nearest workers’ comp clinic is located in your OOTB portal, within your project estimate.

    • OOTB will provide any injured employees with clinic information and the required workers’ compensation forms.

    • If an employee refuses treatment, OOTB will have them sign a Refusal of Medical Treatment form.

  • The Occupational Safety and Health Administration (OSHA) is the federal agency that sets and enforces workplace safety standards. Their goal is to ensure safe working conditions for employees across all industries, including production.

    On set, maintaining safety means:

    • Following basic OSHA rules for a hazard-free workplace (clear walkways, proper lighting, safe equipment use).

    • Conducting a quick safety walk-through before work begins.

    • Ensuring all crew have access to first aid kits and emergency contacts.

    • Providing required meals and rest breaks.

    • Reporting and documenting any injuries immediately.

    • Assigning a safety lead or point of contact on set to oversee compliance.

    By following these practices, you not only stay OSHA-compliant but also create a safer, smoother environment for your entire team. For more information about OSHA requirements, check out our resource page here.

  • Workers’ compensation covers medical expenses and lost wages if an employee is injured or becomes ill while performing their job.

    General liability covers third-party claims for bodily injury, property damage, or accidents that occur as a result of your business operations.

    For more information about insurance, check out our resource page on insurance and best practices to protect your workers and set.

  • No. Independent contractors are responsible for carrying and maintaining their own insurance coverage.

HR and Compliance

  • Being an Employer of Record (EOR) means OOTB becomes the legal employer for your project-based or temporary workers. We handle the employer responsibilities, including payroll, tax withholdings, workers’ compensation, benefits, and compliance with all state and federal labor laws. This ensures you can hire the talent you need with confidence, knowing your productions will remain compliant and your teams fully supported.

  • Still Photography

    • The first meal break must begin before an employee completes 5 hours of work.

      The first meal break can be waived if total work time is under 6 hours.

    • The second meal break must begin before 10 hours are worked (between hours 6-10).

      The second meal break can be waived if total work time is under 12 hours.

    • Minors under 16 cannot waive meal breaks.

    • Meal breaks must be at least 30 minutes. Employees must be off-duty and free to leave the set.

    Video Shoots

    • The first meal break must begin before an employee completes 6 hours of work.

    • The second meal break must begin no later than 6 hours after the first ends.

    • Meal breaks must be at least 30 minutes. Employees must be off-duty and free to leave the set. 

    Rest Breaks (Both Still and Video)

    • 10 minutes every 4 hours (or major fraction thereof).

    • If two are given, one must be taken before the meal break and one after.

    • Rest breaks cannot be waived or combined with meal breaks.

    Penalties

    • If a meal or rest break is missed, one hour of pay is owed (only one penalty per day is allowed). 

  • California law has specific requirements for overtime.  

    Daily Overtime:

    • Over 8 hrs/day → 1.5× pay

    • Over 12 hrs/day → 2× pay

    Weekly Overtime:

    • Over 40 hrs/week → 1.5× pay (unless already paid as daily OT)

    7th Consecutive Day:

    • First 8 hrs → 1.5× pay

    • Over 8 hrs → 2× pay

    At OOTB, we recognize that crews are often booked on 10- or 12-hour day rates. We always make sure that California’s overtime standards are applied correctly, while structuring pay to align with industry expectations so both day rates and OT rules are honored.

  • OOTB offers a competitive, compliant benefits package to support employee health, financial security, and overall well-being.

    Benefits Offered:

    • Health Insurance: Medical, dental, vision, HSA, and FSA.

    • Supplemental: LegalShield, life insurance, short- & long-term disability, pet insurance.

    • Retirement Savings: Access to state-sponsored plans. (Example: CalSavers)

    • Paid Sick Leave: 1 hour accrued for every 30 hours worked. Sick leave time can be used when an employee is unable to work due to illness or other reasons, as required by state law and internal policies.

    Eligibility:

    Clients may choose to designate an employee as full-time from their first day of employment. They will then be eligible for benefits after a 60-day waiting period.

    • Full-time employees are expected to work an average of 30+ hours per week.

    • Benefits must be applied consistently across all full-time employees.

    If employees are not designated as full-time, their benefits eligibility will be based on the requirements of the Affordable Care Act (ACA). Under the ACA, an employee can become eligible in two ways:

    • They work an average of at least 130 hours per month in the first 9 months. Benefits are offered in the 3 months after the measurement period.

    • If the employee did not work an average of 130 hours per month in the first 9 months, their average hours will be reviewed again during the annual review for ongoing eligibility in December. If an employee is eligible, benefits begin in February of the following year.

  • The San Francisco Health Care Security Ordinance (SFHCSO) is a city-mandated program that requires employers to make contributions toward the healthcare costs of employees working within the geographic boundaries of San Francisco. This ordinance applies to employees who meet specific eligibility requirements and is designed to support access to medical reimbursement funds.

    Employer Contributions

    • Under the SFHCSO, employers are required to contribute $4.11 per hour (2026 contribution rate) for each hour an employee works within San Francisco.

    • These contributions are deposited into the employee’s San Francisco Medical Reimbursement Account (SF MRA) on a quarterly basis for eligible employees.

  • All employees begin accruing sick time from their first day of work at a rate of 1 hour for every 30 hours worked, up to 80 hours. Sick pay becomes available for use after 90 days of employment, and unused hours carry over each year. Sick leave may be used for personal illness, medical appointments, or to care for family members, and is paid at the employee’s average hourly rate (up to 8 hours per day). Sick time is separate from vacation/PTO and may only be used for approved purposes.

    In order to use accrued paid sick leave, employees must be unable to report to a scheduled workday due to reasons outlined by the law or internal policy. Sick leave is not a vested benefit, and it is, therefore, not paid out at the time of termination.

    Employees can submit a request to use sick time through their OOTB Employee Portal.