You will need to follow these instructions carefully or risk not being reimbursed the money you have spent.  

A.    KNOW YOUR SHOW’S REIMBURSEMENT AMOUNT  Your instructor will tell you how much money is available from FTVM to go towards your production.                         

B.     CREATE A SHOW BUDGET  The producer works with each production department for your show to create a complete show budget. 

If the team intends to spend money above the FTVM funds available, the producer will have each team member sign an Team Agreement document about how much each team member will be responsible to contribute.  You can find that Team Agreement document HERE.

C. PROVIDE PHYSICAL RECEIPTS to the PRODUCER

Every team member who spends money according to the budget, should provide a physical receipt to the producer.

 Do not spend money that is not included in the budget unless you have a conversation with the producer and instructor because, if you go over the allocated FTVM money available there will not be funds to reimburse you.

EACH RECEIPT MUST INCLUDE THE FOLLOWING INFORMATION:

WHAT IS NOT ACCEPTABLE for reimbursement:

          •Receipts missing any of the information outlined above

          •Venmo or Zelle Transfers to individuals (for labor or anything else)

          •Labor to pay students or other  (There may be exceptions, talk with the instructor)

If you have questions, be proactive and ask your instructor for clarification or help.

Why do we need to be so detailed?  Granting organizations like the Golden Globe and the GCC Foundation need to ensure that the money they pay you is actually going towards things it is supposed to fund, and not being used inappropriately.  If an audit of the school is done and there is doubt about spending, the institution (GCC) could be in trouble.

SUBMISSION of REIMBURSEMENT MATERIALS

You may submit 2 reimbursement packets during the length of the show production or just one.  It is up to the producer and team to decide.

IF you choose to submit two, you may submit after production and another after show completion.

When your team is ready, submit the following form and the receipts as directed below.

1. MAKE a document sheet in Word or another doc program.

2. COPY the information below into it and provide the following basic information

Today’s Date:

Class:

Professor:

Name of Production:

Semester of Production:

Name of Producer as it should be written on check:

Address of Producer:

Email of Producer:

Phone number of Producer:

3. Organize Receipts

a. Tape each receipt to a separate piece of paper.   Make sure to keep the face clean of tape and visible. If a receipt is long or to big, tape just the top corners and fold it so the bookkeepers can unfold and see each item and cost.

Use as many sheets as needed.

b.    Give each receipt a discrete number.

4. On a separate peice of paper, Provide a RECEIPT LOG:  This tracks each line item purchased and provides a total number for your reimbursement. 

5. Next, Provide your budget and the key to the receipts.

Next to each item in the budget, PUT the RECEIPT PAGE NUMBER for that item’s purchase.

6. Show the documents to your team, to ensure all receipts have been submitted and that each crew member is clear about what they will be reimbursed. Have each sign off on the amounts.

7.  SUBMIT the packet according to the instructor’s instructions. Please note that reimbursements may take up to a month to process.