Back in 2019, we wrote on the subject of background vouchers and explained that due to a specific rule in the SAG-AFTRA collective bargaining agreement, it wasn’t possible to use digital vouchers to their full extent:

Schedule X Part I and II
“Producer shall give each background actor at the time of reporting to the set a contract and/or voucher which 
is the background actor’s property until dismissal, at which time the background actor will retain one copy of the properly filled-in and executed contract and/or voucher.”

But this is no longer the case! Everyset has worked hand in hand with SAG-AFTRA to release a union approved background digital voucher, allowing producers to dismiss paper copies entirely.

First, let us explain what a digital background voucher is. To do so, picture yourself going to the airport:

1. Upon arriving at the security check, you pull your phone out of your pocket and openyour airline’s mobile
app to access your boarding pass.
2. You present the screen to the attendant, who scans the QR code on it. As soon as the attendant is done, 
you are considered “checked-in” by the system.
3. Once you reach your boarding gate, you present your phone again, signaling to the system that you have 
now boarded the plane.

Everyset’s digital voucher technology works similarly:

1. Background actors simply need to open the Everyset app and present it to the production assistant at the 
check-in table.
2. The Production Assistant can, using the Everyset “On Set” app, scan the QR code of the actor’s voucher. 
Doing so allows him to check-in this actor at the current time, or at a manually specified time.
3. During the day, information can be remotely added to the actor’s voucher. Meal periods, adjustments, 
and bumps are all pre-set in Everyset’s app, making the process clear and simple.
4. At the end of the day, background actors present the QR code on their phone to the production assistant 
at the check-out table.
5. Once the voucher is scanned, the actor is clocked-out and the detail of the day is summarized on screen.
6. Both parties are prompted to digitally sign off on this information, triggering an email with a signed pdf 
copy of the voucher.

This is an incredible milestone for the background casting and production industry at large, creating unprecedented efficiency and cost savings in the process due to the following reasons.

Digital Vouchers Allow Productions To Work Faster

Developing a system as quick and efficient as handing out a piece of paper was a challenge. However, by carefully keeping in mind how set operations take place, our product design team was able to streamline the check-in and check-out process.

Using batching options, a production representative can scan hundreds of background actors in a row without adjusting any settings. Because each voucher’s QR code links to its actor’s information, it is no longer necessary 
to search for the actor’s name through a pile of alphabetically-organized carbon-copy forms.

Besides, it becomes possible to make changes or add information to any voucher remotely. Assistant Directors 
can specify the official meal break for hundreds of actors at once from the comfort of the production office. 
The days of dispatching a production assistant to tell hundreds of actors to write down specific times on their vouchers are over.

The wardrobe department will be happy to know that digital vouchers come with a “wardrobe lock” feature, preventing an actor from being checked out if they have not yet returned their costume. Using the Everyset On Set app, those on the production staff responsible for such tasks can lock an actor’s voucher from anywhere and 
have access to the actor’s measurements at will.

A bonus to all this information being recorded digitally is that a background breakdown can be generated instantly at wrap. Everyset’s software is designed to sort all actors by type (Stand-Ins, Doubles, Featured Background, General Background) as well as by their worked hours, adjustments, and bumps. This report can be downloaded as a pdf and as a spreadsheet, allowing Assistant Directors to simply paste the resulting data into their production report.

And of course, it is no longer needed to send a driver with background vouchers. As most production documents are switching to digital, a fully digital “football” is now possible.

Digital Vouchers Prevent Payroll Errors And Time-Consuming Claims

Every production accountant will tell you that processing background actor payments is a difficult and time-
consuming process. This undeniable fact is one of the reasons Everyset was created over 5 years ago.

Traditional printed vouchers are constantly either missing information needed to process them (such as social security numbers) or riddled with typos that affect overtime, adjustments, and bump calculations.

When using digital vouchers, the information that gets sent to payroll is always up to date since it is tied to the actor’s profile in Everyset’s database. Data entry is more detailed, and the summary of wages displayed at check-out makes it easier for all parties to spot errors before the voucher has even been signed.

Because adjustments and bumps can be set remotely, Assistant Directors can resolve disputes between an actor
and an inexperienced production assistant anywhere and at any time. All they need to do is open their phone and review the voucher in question.

Historically, production assistants were quick to edit a paper voucher after it had been signed (i.e. by crossing off adjustments) rather than taking the time to resolve the issue with the actor.

Because it’s not always possible to resolve these disputes on the spot (especially when dozens of actors are 
waiting to be checked out), Everyset’s software allows both parties to leave notes when signing a voucher so that these disagreements are officially recorded.

Making changes to a voucher will now always leave a digital trail, providing a better way to resolve conflicts and avoiding costly claims that may drag on for weeks.

Production accountants will revel in knowing that the payroll data contained in Everyset’s digital voucher can be reviewed in real-time online. Once approved, it can be sent directly to a payroll company along with employment eligibility and tax withholding documents. There is nothing to export, print, or email.