What's in the packet
A typical US crew start packet from a payroll company:
| Form | What it does |
|---|---|
| Deal memo | Position, rate, guarantee, kit rental, dates |
| Payroll start card | Name, address, SSN, union status, rate, and the production's account codes |
| Form I-9 | Verifies eligibility to work in the US; the employee shows identity documents in person or via an approved alternative procedure |
| Form W-4 | Federal income tax withholding |
| State withholding form | Varies by state; some states have none |
| Direct deposit form | Bank details |
| Loan-out documents | W-9, articles, and state registration if paying a loan-out company |
| Emergency contact | Who to call if something happens on set |
| Policy acknowledgments | Anti-harassment, safety, confidentiality or NDA, social media rules |
| Minor documents | Minor work permit and guardian forms for performers under 18 where required |
Union hires may also need union membership forms or a Taft-Hartley report for performers who aren't members yet.
The I-9 timing rule
Form I-9 is the one with a hard federal deadline. According to USCIS, the employer must complete Section 2 within three business days of the first day of work for pay. A crew member who starts Monday has to have Section 2 done by Thursday. For a job that lasts less than three days, Section 2 is due by the first day of work, which matters for day players who come in once.
How productions handle it
The production coordinator or the payroll company sends start packets as hires are confirmed, often electronically. The office tracks who has finished. On the first day, a coordinator or APOC checks I-9 documents for anyone who hasn't done it remotely. Completed packets go to the payroll company, which sets the person up so their first time card can be processed.
Where things get missed
Day players and last-minute replacements are where gaps show up. The camera operator who replaced someone at 9 PM for a 6 AM call starts work without a packet, and two weeks later there's no check. Other common problems: loan-out paperwork missing the articles of incorporation, a W-4 left unsigned, and a deal memo rate that doesn't match the start card. Put "start paperwork complete" as a column on the crew list during prep.
The crew deal memo template covers the first form in the packet, and how to hire a film crew covers the hiring steps that come before it.