# Start paperwork

Source: https://storiara.com/glossary/start-paperwork
Last updated: 2026-09-14
Author: Spencer Kaufman, Storiara

> Start paperwork is the set of employment forms each cast and crew member completes when hired so payroll can pay them legally. In the US it usually includes a signed deal memo, Form I-9, federal and state tax withholding forms, the payroll company's start card, direct deposit details, and acknowledgments of production policies, plus loan-out or minor documents when they apply.

## What's in the packet

A typical US crew start packet from a payroll company:

| Form | What it does |
|---|---|
| [Deal memo](https://storiara.com/glossary/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](https://storiara.com/glossary/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](https://storiara.com/glossary/minor-work-permit) and guardian forms for performers under 18 where required |

Union hires may also need union membership forms or a [Taft-Hartley](https://storiara.com/glossary/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](https://www.uscis.gov/i-9-central/completing-form-i-9/completing-section-2-employer-review-and-attestation), 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](https://storiara.com/roles/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](https://storiara.com/glossary/payroll-company), which sets the person up so their first [time card](https://storiara.com/glossary/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](https://storiara.com/glossary/crew-list) during prep.

The [crew deal memo template](https://storiara.com/templates/crew-deal-memo) covers the first form in the packet, and [how to hire a film crew](https://storiara.com/blog/how-to-hire-a-film-crew) covers the hiring steps that come before it.

## Frequently asked questions

### When do I have to finish start paperwork?

Before or on your first day. For Form I-9, federal rules require the employee to complete Section 1 no later than the first day of work for pay, and the employer to complete Section 2 within three business days of that date.

### Can I work on a film without doing start paperwork?

You can show up, but you usually can't be paid. Payroll companies won't process a time card without a completed start packet, and productions that let people work without an I-9 are breaking federal employment rules.

### What's different for a loan-out company?

The loan-out's paperwork replaces some personal forms. Payroll typically asks for the company's W-9, articles of incorporation or organization, and a state registration or good standing document, along with the I-9 for the individual.

## Sources

- [USCIS: Completing Section 2, Employer Review and Attestation](https://www.uscis.gov/i-9-central/completing-form-i-9/completing-section-2-employer-review-and-attestation)
- [USCIS: Completing Section 1, Employee Information and Attestation](https://www.uscis.gov/i-9-central/completing-form-i-9/completing-section-1-employee-information-and-attestation)