The complete talent paperwork checklist for union commercials

62 items between "we want union talent" and the final residual check. Miss one and you risk claims, penalties or a spot pulled off air.

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The full checklist

Signatory and project setup

• Confirm a SAG-AFTRA Commercials Contract signatory is attached before auditions or casting
• If becoming a signatory: Preliminary Information Form, credit check, corporate resolution, signatory information sheet, Letter of Adherence
• If using a third-party signatory: confirm it performs the required employer functions (hiring, contracts, on-set representative, payments)
• Confirm which contract applies (Commercials, Audio Commercials, Corporate/Educational, Interactive)
• Treat influencer brand content and ads placed inside video games as covered work, with pension and health contributions due
• Register the commercial and obtain Ad-ID codes
• Check AFM, ACTRA or other unions if musicians or Canadian talent are involved

Casting and auditions

• Make the Exhibit E audition sign-in sheet available and return it within 15 business days of the audition
• Track audition overtime and callback payments
• Review script and storyboards for correct performer categories (principal, group, extra, voiceover)
• Draft casting specs and obtain client approval
• Document any overscale, usage guarantee and exclusivity terms on the talent contracts
• Confirm self-tape and audition submissions cost performers nothing, with a free submission route available
• Disclose stunts, hazards, nudity or scantily clad wardrobe, and any waivers in every audition notice
• Virtual auditions: use the electronic Exhibit E sign-in and watch sign-out times (a late sign-out triggers overtime)
• Offer every performer a written way to request disability accommodations
• End all auditions for minors by 8pm

Hiring and clearance

• Cast clearance with SAG-AFTRA (Station 12) for every performer
• Taft-Hartley reports for any non-member principals
• Exhibit 1 principal contracts and Exhibit 2 extra contracts completed with use type and rates
• Form W-4 and state withholding forms
• Form I-9 employment eligibility verification
• Loan-out documentation and W-9 if paying a loan-out corporation
• Releases, likeness and digital-replica consents where applicable
• Use only the NDA on the back of the Exhibit 1 contract; any additional NDA must be reviewed by SAG-AFTRA
• Deliver each performer's full contract and every rider at least 24 hours before their call time

Minors

• State entertainment work permit for each minor (rules vary by state)
• Studio teacher or welfare worker where required
• Hours limits and schooling rules for the shoot state
• Coogan or blocked trust account details where required (for example California)
• Parent or guardian present and contract signed by guardian
• Background check completed for every studio teacher
• School form, doctor's form, trust form and emergency contact form on file for every minor
• Set at least 15% of each minor's gross earnings aside for the blocked (Coogan) trust
• Schedule within minor hour limits: 6 hours max under age 6, 8 hours age 6+; no start before 6am on location or 7am otherwise; wrap by 7pm under 6, or 8pm school nights / 10pm non-school nights for 6+
• Minors working 3+ days: 3 hours of schooling per school day, in segments of at least 20 minutes
• Parent or guardian within sight and sound of the minor at all times
• Assign a dedicated coordinator for minor paperwork

Shoot day

• Union representative or signatory employee on set where required
• Accurate time records (Exhibit 1 times in and out, meal breaks)
• Meal periods and meal penalties tracked
• Overtime, weather-permitted, night and weekend premiums
• Wardrobe fittings, wardrobe allowances and reimbursements
• Travel time, per diem, flight class and lodging per contract rules
• Safety, rest periods and set conditions
• Exhibit E style sign-in for extras and groups

Payroll and contributions

• Pay session fees within the contract deadline (SAG-AFTRA lists 15 business days of the session)
• Calculate and remit pension and health contributions to the SAG-Producers Pension Plan
• Withhold and remit federal, state and local payroll taxes
• Workers compensation and unemployment insurance coverage
• Agent commissions or scale-plus-10 handling
• Late payment penalties if deadlines are missed

Use, residuals and renewals

• Log first air date and every media type and market
• Map every digital buy to its tier (streaming, paid digital such as YouTube pre-roll, traditional digital) and term (4-week, 13-week or 1-year)
• Track 13-week fixed cycles and holding fees
• Count Class A uses per cycle and pay per-use residuals
• Pay wild spot, cable, streaming and digital use fees each cycle
• Track the maximum period of use and request consent before renewals
• Send renewal, reinstatement or release notices on time
• Handle foreign use, dubbing, edits and new versions (unpermitted edits trigger new sessions)
• Track exclusivity and conflict periods
• Archive contracts and payment records for audits and claims

General information based on SAG-AFTRA's published production steps (SAG-AFTRA Commercials: Getting Started, Contracts Toolkit). Requirements vary by contract, state and project; this is not legal advice.