Your payroll services are moving to CAPS Payroll System. Find answers to your questions here.
Q: Why is my payroll provider moving to CAPS?
A: As part of Cast & Crew’s commitment to enhancing your experience, improving security, and streamlining our services, your payroll processing will integrate with our sister company, CAPS.
Q: When will this change go into effect?
A: January 1, 2025
Q: Will my SUTA and FUTA cutoffs be affected?
A: Not at all—we are intentionally timing this migration to fall on the first of the year, when all annual cutoffs reset.
Q: What about my audits & invoices?
A: Audits and invoices will have a new look but with the same details (if you would like a sample, please let us know).
Q: Will TTC staff email addresses change with the move to CAPS?
A: Yes, beginning January 1, 2025, coordinators will begin using new @castandcrew.com email addresses as part of the transition and will begin reaching out to clients from those updated email addresses.
Q: Will employees need to submit an updated W-4 form?
A: All employees who have W-4 forms with records dating back to before 2020 are encouraged to submit a new W-4. Otherwise they will be defaulted to Single for tax calculations.
Q: Will I-9 forms be required of all employees?
A: We will require an I-9 for all new employees.
Q: Are there any changes to direct deposit deadlines?
A: If your payroll audit is approved by the given day’s direct deposit deadline (4 p.m. PT), your crew can see payment in their bank account as early as the next business day.
Q: What about TTC Clients that currently use TTC Online for onboarding and timecards?
A: If you currently use TTC Online to add crew and assign onboarding documents and timecards, you’ll continue using that platform for these tasks.
Q: What about TTC Clients that currently use TTC Online for year-end reporting?
A: If you currently use TTC Online for year-end reporting, you’ll continue using that platform for 2024 year-end reporting.
Q: Will employees still be able to access TTC Online for check stubs and W-2s?
A: Yes. Check stubs and W-2s for 2022-2024 will continue to be available in TTC Online. Beginning in 2025, any payroll processed under the CAPS payroll system will be accessible to employees via MyCast&Crew, a centralized hub for personal profile documents, including direct deposit information, paystubs, and tax documents. MyCast&Crew instructions are available in our Employee FAQs.
Q: How will my day-to-day process change?
- For Live Entertainment and Music Tours Clients:
- Your payroll will be processed under New Payroll Associates LLC, our dedicated Employer of Record entity for Live Entertainment clients.
- If you are currently set up for ACH Debit, be sure to inform your financial institutions that New Payroll Associates LLC will debit your account.
- If you wire funds to pay your invoices, please reference these updated wire instructions.
- Payroll will be submitted via our secure file sharing platform, Studio+. You’ll receive an email in December inviting you to register and walking you through the registration process for Studio+. For more information about Studio+, including how to enable automatic notifications, visit our Live Entertainment Clients Transition Resources Hub.
- When submitting for non-taxable reimbursements, please specify the nature of the reimbursement and include any supporting details.
- Effective January 1, 2025, please include zip codes for all work locations on timecards/ spreadsheets. If employees work in different locations each day, list the zip codes in the comments section of the timecard/spreadsheets.
- Effective January 1, 2025, all payroll submissions will require approval from the client prior to releasing the payroll.
- Be sure your company has a current Certificate of Insurance on file to avoid payroll processing delays.
- For Commercial Clients:
- Your crew payroll will be processed under New CAPS LLC, our dedicated Employer of Record entity for Commercial Crew clients.
- If you are currently set up for ACH Debit, be sure to inform your financial institutions that New CAPS LLC will debit your account.
- If you wire funds to pay your invoices, please reference these updated wire instructions.
- Updated timecards and onboarding forms are available here.
- Payroll submission will be submitted via secure file sharing platform Egnyte. You’ll receive an email in December inviting you to register and walking you through the registration process. Egnyte will be for the exchange of payroll documents not submitted via TTC Online.
- Effective January 1, 2025, please include zip codes for all work locations on timecards/ spreadsheets. If employees work in different locations each day, list the zip codes in the comments section of the timecard/ spreadsheets.
- Effective January 1, 2025, all payroll submissions will require approval from the client prior to releasing the payroll.
- Be sure your company has a current Certificate of Insurance on file to avoid payroll processing delays.
Q: Where can I find additional information?
A: For more detail, visit the following landing pages for comprehensive resources:
- Commercial Clients Transition Resources Hub
- Live Entertainment Clients Transition Resources Hub
- Employee FAQs
Q: Who are my key points of contact?
A: If you have transition-related questions, please reach out to our customer success team at ttcclientsuccess@castandcrew.com. For payroll-related questions, please continue to reach out to your dedicated coordinator.