# Timecards Timecards are how vendors report actual hours worked against posted Day-unit expense lines — labor positions like Camera Operator, Gaffer, or Director of Photography. Rather than confirming a flat amount, the vendor enters their actual start and end times, and PAI calculates the total based on the hours worked, the min hours set on the expense line, and the applicable overtime method. Timecard submission is a separate flow from invoice submission in the Vendor Portal. Vendors complete their timecards first, then submit their full invoice to AP once all entries are done. --- ## How Vendors Submit a Timecard For each posted labor expense line, the vendor creates a timecard from within the Vendor Portal: 1. Select the posted expense to create a timecard against 2. Enter **Start Time** and **End Time** for the day 3. Add any **Breaks** — each break requires a start time and end time 4. Submit the timecard PAI calculates the total hours worked (accounting for break durations), then applies the min hours and OT method set on the expense line to determine the billable amount. After submitting timecards, the vendor can add any other expenses or reimbursables before submitting the full invoice to AP. --- ## How PAI Calculates the Total The day rate on a labor line covers the whole guaranteed day, **overtime included**. PAI works backward from it: 1. **Straight-time rate.** PAI finds the hourly rate that, run through the line's overtime method, adds up to exactly the day rate at **Min Hours**. A $700 day with 12 min hours on Tiered works out to $50/hr: 8 hours at $50 ($400) plus 4 hours at time and a half ($300) = $700. 2. **Hours worked.** Total hours = (End Time − Start Time) minus total break time. 3. **Guaranteed minimum.** Min Hours are guaranteed. A vendor who works fewer hours is still paid the full day rate. 4. **Overtime beyond Min Hours.** Hours past Min Hours continue on the same overtime tiers. On the example above, 14 hours = $700 + 2 hours at double time ($200) = $900. The **O/T** column on the expense line sets which method applies, and that's what the portal uses when the vendor bills. Three methods are available: **Tiered** (default) — California labor law structure: straight time for hours 1–8, time and a half for hours 9–12, double time beyond 12. **After 8** — straight time for hours 1–8, time and a half for all hours beyond 8. **None** — all hours billed at the straight-time rate regardless of total. For the full explanation of min hours and the floating rate calculation, see [Working with the Budget](../04-Executing-the-Job/Working-with-the-Budget.md#min-hours-and-overtime). --- ## Timecard Review in AP Once a vendor submits their invoice, submitted timecard amounts appear as expense lines in AP for review. The same review logic applies: lines where the calculated total matches the posted amount auto-approve; lines where actual hours produced a different total require manual review. See [Invoices](./Invoices.md) for the full review workflow.