STV Welcome Pack

STV Welcome Pack
Production Manager

Contents Page

 Section 1 – Introduction Page1
 Section 2 – Hiring Crew/Talent Pages 2-15
 Section 3 – Petty Cash Pages 16-19
 Section 4 – Supplier Purchase Orders & Payments Pages 20-23
 Section 5 – Other Payments Pages 24-28
 Section 6 – Travel, Accommodation & Vehicle Hire Pages 29-30
 Section 7 – Other Key Areas Page 31
 Section 8 – Key Contacts Page 32
 Section 9 – General Notes Pages 33-35

This booklet aims to introduce you to the templates and procedures currently used and in
place for STV Productions. This is in addition to the Production Manager’s Handbook.

We’ve included images of the templates as well as guidance on when to use them and
where to submit them to.

Blank copies of each template will be set up in your PM Folder (or emailed to you) for further
use..

Linda Robinson, the Production Accounts Assistant, will also be in touch with regards to
various set ups & applications e.g. purchase order system, production credit card.

A production accountant will be assigned to your production. One of the first things they will
do is pass you the approval signature template shown below for you to sign & return to them.

Approval signature

Hi and welcome to STV.

You’ll be required to approve various documents, invoices, contracts, requests, etc during
your employment period of 01.01.16 to 31.12.16 . To ensure the relevant departments have
note of your signature, please
print this document, sign the hard copy in the area below and scan it back to me please.

From this scan, please copy this signature and save it as your electronic signature (or set up
an auto signature) for future use.

Your signature will only be distributed to the departments related to your role.

Thank you

Your Name:

Position: Production Manager

Your Signature:



This is what you need to complete for any crew you hire, working for 7 days or more.
You must save this file when you open it for the first time, perhaps under the employee’s name.
You’ll complete the template then email it to TV Contracts ([email protected]) by pressing the
Ready To Submit button. Please cc in your production accountant.

The requisition is then approved by Rebecca Porter (HoP) and Faiza Mahmood (Finance), before it
heads to our Contracts team for issue of the actual contract to the employee.

All fields marked in red are mandatory.

The daily pay rate agreed is exclusive of holiday pay.

The holiday allowance will be automatically calculated & displayed once the mandatory fields have
been completed.

If there is a split in a contract then there is a facility to accommodate separate periods of
employment – just select Yes from the Contract Split / Breaks dropdown list and input the dates.

Select 5 working days per week for full time employees.
For those working less than 5 days per week or working an agreed number of days over a set period,
then enter the relevant number of working days per week.
E.g. 10 days to be worked over 4 weeks

2.5 days entered as Working days per week

As the Production Manager, you are responsible for ensuring schedule E staff have the right to
work in the United Kingdom. You should do this by viewing the employee’s passport (or right to
work documents), copying this and forwarding the copy to our TV Contracts team at
[email protected]

Payroll will not be able to process the employee’s contract & payments without this
documentation.

4|P a g e

Contract extension form
Should you wish to extend the contract term of any of your crew, please complete the Extension
Form worksheet.

Location
This form is included in the Contract Requisition Template spreadsheet.

Completion
The data input to the Contract Requisition worksheet will have filtered through to the Extension Form. You only have to
input the extension start and end dates, as well as inserting your electronic signature before saving and submitting this form.
Please cc in your production accountant.

Approval
Like the original contract requisition, the extension will be signed by HoP & Finance before the contract extension
paperwork is issued to the crew member.

Further extensions
Should you require a further extension, follow the same process as above using Extension Form 2.



Contract Leavers Form
A leavers form is to be completed for each contracted crew member.

Location
This form is included in the Contract Requisition Template spreadsheet. Please complete the Leavers Sheet and
email this to your production accountant once you’ve signed it.

Payment
They will check over any additional pay / deductions you have marked in before signing this off and forwarding
to our Contracts team for processing.
For staff on the monthly payroll, failure to submit a Leavers Sheet by the monthly payroll deadline will result in
any additional / holiday pay being deferred.



For any schedule E staff working for a maximum of 5 days over a 7 day period on your production, please complete
one of these forms and forward to your production accountant.
7 day payment forms submitted for consecutive weeks for the same employee will be rejected – a contract will be
required for hires of 7 days or more.

Expenses
If any expenses were incurred by the employee, you can add the details here and attach the receipts to the
form.

Holiday pay
For short term hires under schedule E, 0.5 of a day is due for hires of two to five days. No holiday is accrued for
one day’s hire.

Payment
Your production accountant will check and sign the form before submitting it to Payroll. These forms are usually
entered onto the weekly payroll.

Documentation
You must view their passport & a copy of this must be scanned to TV Contracts (see page 4).
The employee must check their details on this form and sign it to confirm the information is correct.
(Note: for any schedule D staff working less than 7 days, see next section.)



Freelance invoices

If you are hiring schedule D crew (or those registered as a limited company) for less than 7 days, then you are

not required to contract them. *

* There are exceptions to this rule e.g. for those on screen or creative roles e.g. writer, then it is advisable to

contract them no matter the term of their employment.

Services requested

You may agree fees, etc with them via email (for your records) and they should then invoice you for the

services provided.

Invoice requirements

As per HMRC Legislation, all freelance invoices must include the following information: Name

Address Contact Number Email Address Full Bank Details

Date Of Birth N.I Number Invoice Number

Job Description Own equipment used or not Work completed on/off premises

Payroll cannot make payment without all of this information.

Expenses

If any expenses are being paid, then receipts must be attached to the invoice or these will not be cleared.

If mileage is being claimed, then details of this are required i.e. destinations.

Approval

You will sign the invoice to approve it, along with penning the cost code it is to be attributed to before passing

the invoice to your production accountant.

Payment

These invoices are usually entered onto the weekly payroll.



Prior to engaging in any talent negotiations, please consult Carron Munro first.
Email: [email protected]
Ext: 3131
Artiste Booking Sheet
For any talent bookings, please complete this sheet and email it to TV Contracts ([email protected]).
Please cc in your production accountant.

Approval
The Booking Sheet will be signed by HoP & Finance before the paperwork is issued to the relevant party or their
representative.

Payment
An agent will usually submit an invoice for payment. You should sign this to approve and cost code it before passing
it to your production accountant. The VAT number of the artiste is required if they are VAT registered.
Although we may have the invoice, payment will be withheld if the artiste / agent hasn’t signed & returned
their contract.

Artiste Booking Sheet Buy Out
Equity
Programme Name PACT
Type
Nature of Services
Contract required
(tick box applicable)

Artiste Name and Details:

Production Date

TX Date and Channel

Rights required:
e.g WW all media perpetuity
Details of Engagement:

Fee:
Has Fee Previously been agreed
Cost Codes:

Name And Signature of person
requesting booking:

Contracts Sign off:

Contract Issued:

Petty Cash Request Memo
This is the standard form used to request production floats.

Limit
You may approve float requests of up to £5,000. Should there be circumstances that require a float of more than
this value, then please speak to your production accountant.

Approval
Once you’ve signed the memo to approve the request, please forward a copy of this to the Production Accounts
Assistant, Linda Robinson.

Collection
Whoever is to receive the petty cash can then submit the memo to our cashier, Kirsten Barr, and sign for the cash.

Cost Coding
The cash will be allocated to activity L006 on your cost monitor while it remains outstanding.

Currency
Only Sterling is distributed from our cash office. For any floats requiring a foreign currency, please speak to your
production accountant.

Memo From:
Date:
To: Cash Office
c.c:
Issue: Float for One Morning In March
Action: Issue cash
Timing: Immediate

I would be obliged if you would raise a float to the sum of £xxx.xx for shoot expenses relating to One Morning
In March.

The cash should be posted as follows please:

Account Cat1 Cat2 Cat3 Cat4 Cat5 Cat6 Company Amount £
Code 1301 EE86341 L006 Float1 102 xxx.xx

50150

Thanks

AUTHORISED ……………………………………………………

Production Manager

Tel:
Email:

Petty cash reconciliation form
This form is completed by the recipient of a production float once they have completed their spending.
Cost coding
The activity code (schedule) as to where the costs are to be posted should be entered in column I.
Sub-totals of the activity codes will be calculated on the table to the right of the form.
Receipts
Full receipts (VAT receipts where applicable) must be enclosed with this form, with the receipts referenced with the
line number it is listed under on the reconciliation form.
Approval
The recipient and Production Manager must both sign the form to confirm the spend and any remaining cash to be
returned.
Cash to be returned
If there is any cash to be returned, then this should be returned direct to the cashier, Kirsten Barr, and signed
over to them.
Form & receipts submission
The signed reconciliation form and receipts should then be passed to your production accountant or the
Production Accounts Assistant, Linda Robinson.
Petty cash – facility suspended
Finance will suspend this facility if

 floats remain outstanding for an unacceptable length of time;
 items purchased via petty cash should have been invoiced by a supplier;
 irregular items have been purchased;
 full receipts are not submitted.



Supplier Purchase Orders & Payments
Purchase Orders (PO) are raised through the Agresso Invoice Manager software that you will be able to access
through your PC.
The links are : Internal http://pqagwb01.stv.int/agresso External https://agresso.stvplc.tv/
Team access
If you wish any of your team to be set up to raise POs, then let your production accountant know.
The PM / Line producer will still require access to the system as they will have to approve the POs.
Requisition > PO
A requisition screen is completed and then submitted to the PM for approval before a PO is generated.
Monetary values should be exclusive of VAT.
When to raise a PO
A PO should be raised for most general purchases e.g. vehicle hire, equipment hire, studio costs,
post production costs (external), etc.
When a PO is not required
Certain items will not require a PO e.g. taxis, couriers.
Supplier Invoicing
Your supplier should quote our PO number on their invoice. These invoices are then processed by our Accounts
Payable department.
Payment
General payment terms are 30 days.
A PO must be GRN’d i.e. goods receipted, before an invoice will be scheduled for payment.
If an invoice exceeds the PO value, you will be forwarded this invoice on Agresso to check & provide final
approval/rejection.
Training
Your production accountant will arrange a brief training session for you and any of your team members who will
be raising POs.



New Supplier Form
If a supplier doesn’t exist on our database, then a New Supplier Form should be completed and submitted to
[email protected]
They will input the new supplier and provide you with the supplier ID for raising a PO.

Supplier accounts
Also, some new suppliers request credit references. Please contact your production accountant if you receive
any such requests.

NEW SUPPLIER REQUEST FORM (POP)
SUPPLIERS NAME:
SUPPLIERS ADDRESS
ADDRESS:
ADDRESS:
ADDRESS:
POST CODE:
TELEPHONE NUMBER:
FAX NUMBER:
E-MAIL ADDRESS:
COMPANY REG. NUMBER:
VAT REG. NUMBER:
SORT CODE:
ACCOUNT NUMBER:
ACCOUNT NAME:

ACCOUNTS PAYABLE USE ONLY
DATE REQUESTED:
DATE OPENED:
SUPPLIER ID NUMBER:

Production Credit Card
You’ll be asked to complete a brief application sheet for a production credit card.
Card distribution
Once the application has been submitted, you should receive your production credit card within 7 to 10 working days.
You will also receive a PIN, but this will follow separately.
Card usage
The card should be used for emergencies only and any on-line purchases that are required.
Fees
A set up charge (£8) & annual fee (£32) will be attributed to the production.
Limit
The Head of Productions will set the monthly limit for your card.
Card rejection
Should your card be rejected at any time, please contact your production accountant.
Monthly statement
A monthly statement detailing your spend will be posted to you direct from Barclaycard, although you will also be
emailed a copy of this by the Production Accounts Assistant.
Any credit card purchases should be recorded on this template.

A full example shown overleaf.



Monthly statement
Once your monthly statement has arrived, you should check it against your records on this template.
Cost coding
The activity code (schedule) as to where the costs are to be posted should be entered in column D.

Receipts
Full receipts (VAT receipts where applicable) must be enclosed with this form, with the receipts referenced with the
line number it is listed under on the reconciliation form.
Approval
The Production Manager must sign the form to confirm the spend.
Form & receipts submission
The signed reconciliation form, monthly statement & receipts should then be passed to your production

accountant or the Production Accounts Assistant, Linda Robinson.
Please also email a copy of the reconciliation template to Linda.
Credit card – facility suspended
Finance will suspend this facility if

o statements are not reconciled within a reasonable length of time;
o items purchased via credit card should have been invoiced by a supplier;
o irregular items have been purchased;
o full receipts are not submitted.

Other payment methods
For unique circumstances other forms of payments are available but are not for frequent use. Such payment options
are suspended by Finance where there is irregular or high volume usage.

Cheques
A cheque can be requested from the cash office. An invoice or supporting documentation will be required, as well
as a signed request template (see your production accountant for this).

CHAPS
A CHAPS request should only be made for emergencies. An invoice or supporting documentation will be required, as
well as a signed request template (see your production accountant for this).
Your request may still be rejected by Finance, so no payment guarantees should be provided to any supplier.
A bank charge will be incurred by the production for this service.

International Payments
Purchase Orders can be raised in the following foreign currencies:

 Swiss Francs
 Euros
 US Dollars

Our Accounts team will arrange for the invoice to be paid in the relevant currency once the PO has been GRN’d.
For other currencies, please contact your production accountant.

Travel and Accommodation
Flights, trains, Heathrow Express and hotel bookings are made through our preferred suppliers:
FCM & Access Bookings.

Bookings
Booking forms are completed on the STV Intranet (aka Connect) and submitted to the supplier online.

Designated booker
Please contact Lynsey Cormack, travel administrator, with regards to arranging a registered travel booker(s) for your
production.

Costs
You should commit the costs to your cost monitor for any bookings made.
The charges are cleared from a central STV account and then distributed to the productions and departments.
These can take some time to filter through to your cost monitor, but they will be posted in due course.

Taxis
Glasgow – If your production is going to need a taxi account, this must be set up with security (ext 3222).
London – STV has an account with Creative Couriers. Please speak to Clare in the London office for details.

STV’s preferred supplier is Arnold Clark (Agresso supplier ID 19176)
Purchase Orders
A PO should be raised for each vehicle hire.
The number of days of the hire should be input as the number of units on the PO. The daily hire rate can then
be input as the price.
Arnold Clark must be provided with the PO number for the hire.
Billing
Arnold Clark will bill on a fortnightly basis.
Extra charges
If there are any additional charges e.g. fuel, extra day hire, etc, then the invoice will be pushed back out to you
for further approval.
Damages
If there are any damages reported, Arnold Clark will bill you for these separately (no PO is required for such costs
– the invoice will be forwarded to you for approval / rejection).
Accidents
Any accidents must be reported to Facilities within 24 hrs, with the driver informing their own insurer as well.
Parking / speeding fines
Any traffic violations are to be reported to Facilities. Details under the expenses policy on Connect.
Documentation
Facilities will require copies of the relevant driving documentation (see full policy under Drivers Manual
on Connect).
Fuel Cards
Fuel cards for hire vehicles can be ordered through our Facilities department.

Contract returns
Individual salary payments will be withheld until crew members have returned their contract. A weekly
bulletin is issued to PMs to highlight which of their team haven’t signed and returned their contracts.
Insurance
Our production insurer is the broker Arthur J. Gallagher. Our contact there is Fleur Murphy
([email protected]).
Some customers stipulate that we take their production insurance e.g. BBC.
Post Production
STV has its own post production department, known as Solutions. They should be consulted on availability
before approaching any external suppliers for quotes.
Couriers
These can be arranged via the mail room (contact Bryan on ext 3230).
Location Agreement / Archive licenses/ Contributor Agreements
Our legal and business affairs manager, Ross Cowan, can provide you with the templates for location agreement,
archive licences & contributors. These may need to be tailored to your production.
Offsite IT access
If you want to access your desktop via the internet offsite, then please contact your production accountant who will
forward on instructions on how to set this up.

Production Accountants: Matt Donald 3666

Paul Hunter 3604

Production Accounts Assistant: Linda Robinson 3022

Contracts team: Carron Munro 3131

Lorna Kelly 3784

Payroll: (weekly payroll) Linda Atkinson 3075

(monthly payroll) Clare Hopkirk 3715

Facilities helpdesk: 1122

IT service desk: 1111

Legal & Business Affairs: Ross Cowan 3656

Mailroom: Bryan Wotherspoon 3230

Insurance broker: Fleur Murphy [email protected]

Reception: 3262

Tech Stores: Steven Barr 3317

Solutions Sheila Roberts 3102

Travel Administrator: Lynsey Cormack 3038

Group Chief Cashier: Kirsten Barr 3553

Production Executive: Lucy Austen 3237

Head of Productions: Rebecca Porter 3530

In no particular order, some further notes to refer to.

Cost coding

Full coding example:

Account Cost Centre Leader no. Activity Company

50150 1301 EE86183 D001 102

Your production will be allocated a leader number.

The only variable in the example will be the activity code.

Per Diems

Current rates as at 01.01.2016.

 £5 Breakfast
 £7 Lunch
 £14 Dinner

Payment of these allowances is subject to the conditions listed in section 15 of the Expenses policy.

Payroll deadlines

These can be found on Connect under Enablers, HR, Payroll Calendars, however the monthly payroll
cut off is around the middle of the month.

The weekly payroll deadline is 5pm on a Monday (brought forward to a Friday on a bank holiday
Monday week).

Crew fees and holiday allowances

All crew fees will be exclusive of holiday pay. Holiday allowance is calculated separately, as below:

 Schedule D staff are entitled to 28 days / 260 working days, rounded to the nearest half day.
 Schedule E staff are entitled to 34 days / 260 working days, rounded to the nearest half day.
 Limited companies are not entitled to any holiday allowance.

Bank holidays are not an addition to the allowances above. If a crew member is off on a bank
holiday, their remaining allowance is reduced by one day.

Capital expenditure
No capital expenditure is permitted.

Contestants
Travel expenses
 These can be reimbursed through petty cash, but receipts must be submitted.
 Trains, flights, accommodation, etc can be booked via Connect

Winnings
 These will usually be paid through payroll – see your production accountant.

Run Through Fees
 Although small payments may be made through petty cash, these are still classed as

earnings and must be recorded by our payroll team – a 7 day form must be
completed with full details and the employee’s signature, as well as the form being
marked as paid in cash (to ensure no duplicate payments are made).

Electrical equipment
Such equipment is subject to Portable Appliance Testing (PAT). Contact Tech Stores for
advice.
Tech Stores
Steven Barr is the main contact here.
There is a limited in-house kit supply available. Tape supplies can also be ordered from Tech
Stores.

Production purchases

Props and other items purchased for a production will remain the property of STV. Storage
facilities are available offsite. Please contact the Facilities helpdesk for advice.

IT Equipment

This must be sourced through our IT department.

Overseas Issues

If your production will have any overseas issues e.g. travel, accommodation, petty cash,
contributors, etc, then please contact your production accountant before booking anything.