In entertainment payroll, timing is everything, especially when it comes to onboarding union employees. But even with the best systems in place, you’ll occasionally find yourself dealing with missing or incomplete paperwork. Whether it's a Wage Theft Prevention Act (WTPA) notice, a union dues authorization form, or a benefit redirection form for MPI or IATSE NBF, delayed documentation is common and can quickly create downstream issues if not handled properly.

The first step in addressing these situations is to understand exactly what’s missing and why it matters. WTPA notices are legally required in California and New York and must be provided at the time of hire. Dues authorization forms allow employers to legally deduct union dues, which are often required under collective bargaining agreements but cannot be withheld without the employee's consent. Benefit redirection forms, meanwhile, determine where an employee’s health and retirement contributions are sent — either to a specific union plan or a default option — and must be completed promptly to avoid misapplied contributions.

Once you've identified a missing form, immediate outreach to the employee is critical. A concise, direct message explaining what’s missing, why it’s needed, and when it must be returned is often enough to prompt a quick response. Including a link to the form and a contact for assistance, usually the payroll accountant, can reduce delays. It’s good practice to give a 24–48 hour deadline while maintaining a professional, neutral tone.

If there’s no response after the initial request, don’t let it linger. Follow up using a different communication channel, such as a text or phone call. Escalate internally to the department head or supervisor if needed, and always document your outreach efforts. In some cases, particularly with benefit redirection forms, you may have the option to default the employee to a standard contribution structure based on union defaults. However, this should only be done in line with the applicable union agreement and always clearly documented.

One thing you should never do is delay an employee’s paycheck due to missing union paperwork. Regardless of union status or incomplete forms, employees must be paid on time according to federal and state wage and hour laws. If paperwork is missing, process the timecard and pay the employee based on the information available. You can flag the payroll internally as “pending union documentation” and make retroactive adjustments later if necessary.

When the missing form is a dues authorization, exercise extra caution. Many CBAs require union dues to be deducted only after written authorization. If that form isn’t signed, the employer may need to hold off on deductions until it is, or risk violating wage laws. Keep the union in the loop as needed, particularly if this could affect remittance deadlines or trigger a dues compliance notice.

In situations involving benefit contributions — like MPI or IATSE NBF — it’s smart to get ahead of potential problems. If a redirection form isn’t returned, reach out to the fund’s employer services for guidance. Many unions and benefit plans provide employer-side support and can confirm whether a default redirection is permissible or if retroactive corrections will be accepted.

Above all, maintain thorough records. Keep copies of all correspondence with the employee, notes on what was submitted and when, and any communications with unions or benefit funds. In the event of a union audit or benefit dispute, these records can protect the production from fines, grievances, or claims of non-compliance.

Late or incomplete union paperwork can be frustrating, but it’s manageable with the right systems in place. Clear communication, timely follow-up, and accurate documentation are your best tools. Keeping payroll moving, even when forms are delayed, ensures compliance, protects the production, and builds trust with your crew and the unions that represent them.