A Producing Organization sometimes does not have the ability or expertise to efficiently handle the complications of hiring employees onto payroll. A paymaster serves as an administrative extension of your organization under the ACA FEIN...serving as an Employer of Record.

• As the CALPAYARTS paymaster, we facilitate the administration of the Producing Organization's defined payroll needs serving as an intermediary between the Producing Organization, any union entities as required, unemployment agencies, worker's compensation insurance companies, and the IRS.
• As an AEA paymaster, we facilitate the execution of your AEA contracts/agreements payroll needs serving as an intermediary between the Producing Organization, Actors' Equity Association (AEA), Equity League Pension and Health, unemployment agencies, workers' compensation insurance companies, and the IRS.

By using a paymaster, the details of employee payroll and associated requirements (e.g., report submissions, pension & health payments, etc.) are managed by ACA on behalf of the Producing Organization.

Each organization and/or production is unique and ACA paymaster fees will vary depending on the type of engagement and the specifics the Producing Organization has negotiated with AEA or other unions. This will include any applicable riders, etc. that may be required/implemented. Our estimated costs will be based on the information provided. Your invoice may vary if that information changes.

Your Invoice

• We will invoice the Producing Organization for the amount needed to cover salary, payroll taxes, workman's compensation, unemployment, health (as applicable), pension (as applicable), and any additional costs as defined by the Producing Organization.
• Paymaster fee is 100% comprehensive so the calculated fee will never vary no matter what is needed by your organization. The fee is calculated as a percentage of the complete and final cost to run payroll for your engagement(s):
  • CALPAYART program: 5%
  • Standard AEA paymaster engagements: 8%
• All charges will be fully broken down and identified in all invoices for your reference.
• There is a nominal one-time organization set up fee for new customers.
  • CALPAYART program: Participants will be invited by your paymaster associate to pay this during your registration, during the onboarding process. Onboarding fees for the first 250 eligible California organizations to enroll will be covered by funding from the California Arts Council by a grant to Californians for the Arts.
  • Standard AEA paymaster engagements: Fee included on the engagement invoice.

CALPAYART Program

1. Use the CALPAYART button above to complete a quick intake form that will provide fundamental information for your paymaster associate.

Your designated paymaster associate will walk you through the onboarding process to not only learn who you are but also work with you to define your needs, get you set up with access to your tools, and help get your employees set up in our systems.

AEA Paymaster

1. Get the ball rolling to hire an AEA actor, stage manager, or assistant stage manager, by downloading and completing the AEA application found at http://www.actorsequity.org.
   
   
2. Please make note that ACA is a separate entity from AEA that can assist producers with payroll and reporting services for hiring AEA employees. Your organization will need to provide the information below about ACA in your AEA application.

   Paymaster Name: Austin Creative Alliance
   Paymaster Address: 81 San Marcos Street Suite C1 Austin, TX 78702
   Paymaster Phone: 512-247-2531
   Federal ID #: 74-2140348
   Workers’ Compensation Carrier : Tri-State Insurance Company of Minnesota #WCA 7500257-17
   Unemployment Insurance Registration Number: Texas Workforce Commission # 99-994052-8

   * For non-Texas located clients, please find a short list of UI numbers below. If you do not see your state listed, that does not mean that we are unable to provide services. ACA has or is currently providing services in 27 states across the US. Your state may not have issued a UI number quite yet. We do not turn away those seeking our services and will continue to provide services across the US as needed.
   
      Unemployment Alabama Employment Development Department: #0798204224
      Unemployment California Employment Development Department: #910-36731
      Unemployment Georgia Employment Development Department: #431067-08
      Unemployment New Mexico Department of Workforce Solutions: #10020055
      Unemployment New York Employment Development Department: #5386282
      Unemployment Ohio Employment Development Department: #1782333-00-3

3. ACA Paymaster Services will proceed once the AEA Letter of Engagement (LOE) or contract rider (including key dates: first rehearsal, opening, closing) has been provided by AEA or the Producing Organization.
   
   
4. Once the AEA LOE/rider has been received, ACA will send you, the Producing Organization, an invoice to cover all costs associated with the hire of your AEA personnel. This invoice must be paid in full upon receipt to ensure AEA's release of your contracts.*

   * ALL PAYMENT MUST BE MADE IN FULL BEFORE CONTRACTS WILL BE ISSUED FROM ACTORS' EQUITY. Austin Creative Alliance accepts direct bank transfers (preferred), checks, and credit cards** as payment. Checks should be made out to Austin Creative Alliance.
   ** If a credit card payment option is needed, a requisite 2.5% fee will be added to your invoice upon your approval.

ACA has engaged Paycor as our payroll provider to facilitate speed and accuracy in the onboarding process. Producing Organizations will be able to access this platform to perform certain managerial duties. The appropriate duties for each organization will be determined in consultation with your paymaster associate.

The Producing Organization will need to provide the paymaster associate with a valid personal email address for those to be issued payroll. Employees will receive an email from Paycor inviting them to begin the onboarding process. ACA highly recommends that everyone on payroll utilize direct deposit for their payment method. With direct deposit, employees will have 24/7 access to their paystubs, personal information, and W-2’s.

Requests for alternative payment methods will be managed on a case-by-case basis with your paymaster associate.

If you have an employee that is experiencing issues with this process they should contact your dedicated paymaster associate wherein we will work along with the Producing Organization to get those individuals onboarded alternatively. Required documentation can be provided one of two ways:

ELECTRONICALLY

The required documentation (W-4, I-9, and direct deposit form) can be securely completed by your employee securely via Adobe Sign with the provided personal email address for your employee(s). Proof of identity as required by the I-9 form will need to be uploaded during this process.

MANUALLY

The list of required payroll documentation is as follows:

1. W4 (US Employee’s Withholding Certificate),
2. I-9 (US Employment Eligibility Verification),
3. A signed ACA direct deposit agreement form, and
4. A copy of current, valid passport OR driver's license and social security card (proof of identity as required by the I-9 form)

Download the required federal forms listed above. Please not that if your AEA employees reside in a state that has a state income tax, they should supply a completes state withholding form for their state along with the federal forms.

All completed documentation MUST be uploaded to the secure ACA portal at:https://form.jotform.com/ATXCreativeAlliance/secure-paymaster-portal. In order to ensure privacy and security, never email this information/documentation.

1. Your paymaster associate is your dedicated one-stop resource for all things related to your working with ACA. They are your partner and should always be kept in the loop on all payroll matters related to your engagement.
   
   
2. If you are interested in engaging ACA for your paymaster needs, please use the buttons above to complete one of our brief paymaster intake forms to help us better understand your needs and where you may be in the process.
   
   
3. ACA will issue invoice(s) to cover all costs associated with the execution of your payroll.
   
   
4. AEA SPECIFIC NOTE: AEA contracts are released to the Producing Organization by AEA once the paymaster invoice payment has been paid in full unless other arrangements have previously been discussed and agreed upon by both ACA and the Producing Organization.
   
   
5. Feel free to email or call us with any additional questions:

Paymaster Services
Austin Creative Alliance
(512) 247-2531
paymaster@austincreativealliance.org