VPD Labor Billing Policy
Effective January 2020
Standard
Day rates are for a full day (up to 10 hours). A half day rate (up to 5 hours) rate is available at 50% of a full day rate, if arranged during booking. If a half day is booked but work extends beyond 5 hours, a full day rate will apply.
Overtime
All overtime rates are based on the hourly rate (calculated as 1/10th of the day rate). When a shift exceeds 10 hours in one day, an overtime (OT) rate (calculated as 1.5x hourly rate) will apply. When a shift exceeds 16 hours in one day, a double-time (DT) rate (calculated as 2x hourly rate) will apply. Overtime can be compounded by premium hours , turnaround or holiday pay, but DT is the highest level of overtime that will take effect.
Premium
Premium hours are those between midnight and 6:00 AM. Shifts starting during premium hours will be paid at the OT rate for the first 5 hours. Shifts that begin prior to premium hours will be billed at the next highest OT level from the rate in effect prior to midnight. When a shift exceeds 10 hours and continues beyond midnight, a DT rate will be in effect.
Turnaround
When time off between shifts is less than 8 hours but more than 4 hours, turnaround pay will apply. Turnaround will be paid at an OT rate one level higher than the previous shift. For example, if a previous shift ends with an OT rate, then turnaround will be billed at a DT rate for the entire shift. If a shift in turnaround starts with an OT rate and then goes beyond 10 hours, a DT rate will take effect. Turnaround will continue through subsequent shifts until there are at least 8 hours off between shifts.
Continuous
When time off between shifts is 4 hours or less, continuous pay will be in effect. The previous rate of pay will continue from the ending of the previous shift until the beginning of the next shift, at which time standard overtime calculations will take effect. If time between shifts is more than 4 hours but less than 8, OT calculations will continue from the previous shift.
Meal Penalty
A meal penalty will be in effect if a 1-hour unpaid break or 30-minute paid break with a client-provided meal does not occur every 6 hours. A meal penalty initiates the next-highest level of overtime and continues until one of the aforementioned breaks are provided.
Travel
Travel days are billed at a minimum full day rate, unless other arrangements are made during booking. Travel-only days that last longer than 10 hours will then be billed at a regular rate in hour blocks. Billing for air travel starts two hours before takeoff and ends one hour after landing. If accommodations or a venue are more than 30 minutes from the arriving or departing airport and the travel day goes beyond 10 hours, time will also be added in hour blocks. If travel occurs directly before or after a working shift, the hours will be billed continuously until the travel is complete. In that scenario, calculations for OT, DT or turnaround will continue during travel time, based on the start of the travel day or working shift.
Holidays
Any hours worked on a holiday will be paid at an OT rate one level higher than would have been billed on a non-holiday. For example: If a shift starts between 6 AM and midnight, an OT rate will apply. If a shift starts between midnight and 6 AM, or a the shift is in turnaround, a DT rate will apply. The highest rate to be charged is DT, in any instance. This is based on current listed US Federal Holidays of New Year’s Day, Martin Luther King, Jr.’s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and Christmas Day.
Quotes
A quote with estimated billing charges can be provided upon request. The accuracy of an estimate is directly based on the accuracy of any schedule provided by the client before the quote is prepared. Actual hours, times and days worked will be the determining factors in calculating final hours and rates applied to the invoice.
Exceptions
Any exception to the above billing policies must be requested and agreed to in writing by a representative of Vivid Production Designs, LLC prior to confirmation.
VPD Cancellation Policy
Effective January 2020
Cancellation Fee Schedule
10% of Labor Quote – Minimum fee after confirmation of booking
50% of Labor Quote @ 14 days*
75% of Labor Quote @ 7 days*
100% of Labor Quote @ 2 days*
*Prior to first day of onsite physical work or travel to the project location.
Non-Refundable Labor Charges
In the event of a project cancellation, the following expenses will be payable in full after confirmation. The cancellation fee schedule above applies to site surveys separately from actual project or show dates.
• Charges for pre-production and design
• Charges for physical site surveys and related travel days
Non-Refundable Expenses
In the event of a project cancellation, the following expenses will be payable in full if purchased after confirmation.
• Non-refundable transportation or lodging fees
• Purchases of any other item or service that is not fully refundable will be billed at the net cost after applying refunds
Exceptions
Any exception to the above cancellation policies must be requested and agreed to in writing by a representative of Vivid Production Design, LLC prior to confirmation.
VPD Travel Policy
Effective January 2020
Billable Expenses
All billable expenses such as baggage fees and transportation fees will be submitted with final invoice. Expenses can be included on the invoice or separated for accounting purposes. Per diem will also be included in the expenses invoice. Per diem rates are determined by the Zip Code of the venue by U.S. General Services Administration (GSA.GOV).
Airline Requirements
VPD Prefers to book all airline travel internally. Delta Airlines is the preferred airline for travel. Airline budgets vary depending on time of year, urgency of travel and destination. Budget Airlines such as Spirit, Frontier and EasyJet will NOT be accepted.
Hotel Accommodations
Client is encouraged to handle hotel accommodations. Block rooms and group discounts are common in this instance. A 24 hour phone number is required for this scenario. Budget hotels will not be accepted.
Exceptions
Any exception to the above travel policies must be requested and agreed to in writing by a representative of Vivid Production Design, LLC prior to confirmation.