FSUFILM Handbook

Tag: budget

  • Budgets

    Overview

    F2 productions are provided with limited production funds intended primarily to support travel, production supplies, and payment for services. This page outlines the expectations and proceduresassociated with managing and spending those production funds responsibly.

    Even at a smaller scale, learning to manage production resources is an important part of filmmaking. Budget limitations require productions to plan ahead, prioritize needs carefully, and communicate clearly about how resources will be used. The process also reinforces the professional expectation that production funds should be handled responsibly, transparently, and in support of the overall well-being of the crew.

    Allocation

    Each student will be allocated $140 to go toward documentary production expenses. This is a “use-it-or-lose-it” budget, and funds can be used in the following categories:

    • Petty Cash (which includes production design, production supplies, music or stock image licenses). You can pay for these expenses out of pocket, then get reimbursed.
    • Travel (if traveling away from Tallahassee, can include fuel, airfare, lodging, car rental, and meals). With the exception of fuel and meals, the school needs to book these expenses directly for you in advance. Do not pay out of pocket for any of these if you plan to use the school funds. You can pay for fuel and meals out of pocket, then get reimbursed.
    • Services (if you need to hire someone, like a composer). The school needs to pay for services directly, and this must be initiated at least 1 week prior to services beginning.

  • Budgets

    Overview

    M2 productions are expected to develop and maintain production budgets that track anticipated expenses, resource allocation, departmental needs, and overall financial planning throughout pre-production and production. This page provides information about the budget allocations for each show and accounting procedures that need to be followed.

    Budgeting is a fundamental part of filmmaking because creative decisions must constantly be balanced against practical limitations such as time, labor, equipment, transportation, locations, and available funding. Developing realistic budgets helps productions plan more effectively, avoid preventable logistical problems, and better understand how financial decision-making shapes professional production workflows.

    Lunch & craft

    For each live action show, a dollar amount is provided for every assigned crew member, plus two actors and one volunteer:

    • $10.00 per head lunch catering for 17 crew members and 3 actors or volunteers (20 people total): $200.00 per day.
    • $5.00 per head craft service for 17 crew members and 3 actors or volunteers (20 people total): $100.00 per day.

    Therefore, the total allocation for lunch and craft service is $600.00.

    The amount of money allocated to each film is a set amount. It does not shrink if the crew gets smaller and it does not increase if you add volunteer crew or actors. This amount is allocated as part of the necessary budget the school provides, based on the scope of the production.

    Food budgets are allocated to live action productions only and are considered part of the “Provided Production Costs” because meal time is regulated and crew members are not allowed to leave set.

    You may use the total funds for food in any way you wish, as long as it goes only to catering and craft service. This is a “use-it-or-lose-it” budget.

    DISCRETIONARY FUNDS

    Each production is allocated an additional $600.00 of discretionary funds. The Producer should discuss with the their department heads the best use of those funds. Then using the budget form provided by the Head of Production, the Producer should enter the budgeted amounts into the appropriate budget categories.

    BUDGET FORM

    The Producer must submit the completed Budget Form to the Head of Production for review and approval. Once the budget has been approved, further revisions must be approved by the Head of Production.

    DEADLINES

    All Production expenses must be completed no later than the last day of the Summer semester.
    This includes submitting:

    • All Reimbursement Vouchers for reimbursement
    • All receipts to reconcile any outstanding Cash Advances
    • All invoices from any open contractor’s Purchase Orders
    • All travel receipts for any open Travel Expense Reports

  • Budgets

    Overview

    F3 productions are expected to develop and maintain production budgets that track anticipated expenses, resource allocation, departmental needs, and overall financial planning throughout pre-production and production. This page provides information about the budget allocations for each show and accounting procedures that need to be followed.

    Budgeting is a fundamental part of filmmaking because creative decisions must constantly be balanced against practical limitations such as time, labor, equipment, transportation, locations, and available funding. Developing realistic budgets helps productions plan more effectively, avoid preventable logistical problems, and better understand how financial decision-making shapes professional production workflows.

    Lunch & craft

    For each live action show, a dollar amount is provided for every assigned crew member, plus two actors and one volunteer:

    • $10.00 per head lunch catering for 11 crew members and 3 actors or volunteers (14 people total): $140.00 per day.
    • $5.00 per head craft service for 11 crew members and 3 actors or volunteers (14 people total): $70.00 per day.

    Therefore, the total allocation for lunch and craft service is $420.00.

    The amount of money allocated to each film is a set amount. It does not shrink if the crew gets smaller and it does not increase if you add volunteer crew or actors. This amount is allocated as part of the necessary budget the school provides, based on the scope of the production.

    Food budgets are allocated to live action productions only and are considered part of the “Provided Production Costs” because meal time is regulated and crew members are not allowed to leave set.

    You may use the total funds for food in any way you wish, as long as it goes only to catering and craft service. This is a “use-it-or-lose-it” budget.

  • Budgets

    Overview

    MC productions are expected to develop and maintain production budgets that track anticipated expenses, resource allocation, departmental needs, and overall financial planning throughout pre-production and production. This page provides information about the budget allocations for each show and accounting procedures that need to be followed.

    Budgeting is a fundamental part of filmmaking because creative decisions must constantly be balanced against practical limitations such as time, labor, equipment, transportation, locations, and available funding. Developing realistic budgets helps productions plan more effectively, avoid preventable logistical problems, and better understand how financial decision-making shapes professional production workflows.

    Lunch & craft

    For each live action show, a dollar amount is provided for every assigned crew member, plus two actors and one volunteer:

    • $10.00 per head lunch catering for 21 crew members and 3 actors or volunteers (24 people total ): $240.00 per day.
    • $5.00 per head craft service for 21 crew members and 3 actors or volunteers (24 people total): $120.00 per day.

    Therefore, for a 6-day shoot, the total allocated for lunch and craft service is $2,160.00.

    The amount of money allocated to each film is a set amount. It does not shrink if the crew gets smaller and it does not increase if you add volunteer crew or actors. This amount is allocated as part of the necessary budget the school provides, based on the scope of the production.

    Food budgets are allocated to live action productions only and are considered part of the “Provided Production Costs” because meal time is regulated and crew members are not allowed to leave set.

    You may use the total funds for food in any way you wish, as long as it goes only to catering and craft service. This is a “use-it-or-lose-it” budget.

    Discretionary Funds

    Each production is allocated an additional $4,000.00 of discretionary funds. The Producer should discuss with the ATL the best use of those funds. Then using the budget form provided by the Head of Production, the Producer should enter the budgeted amounts into the appropriate budget categories.

    Budget Form

    The Producer must submit the completed Budget Form to the Head of Production for review and approval. Once the budget has been approved, further revisions must be approved by the Head of Production.

    Deadlines

    All Production expenses must be completed no later than the last day of the Spring semester.

    All Post-Production expenses must be completed no later than June 1.

    This includes submitting:

    • All Reimbursement Vouchers for reimbursement
    • All receipts to reconcile any outstanding Cash Advances
    • All invoices from any open contractor’s Purchase Orders
    • All travel receipts for any open Travel Expense Reports

  • Budgets

    Overview

    F1 productions are provided with limited production funds intended primarily to support practical on-set needs such as lunch and craft services during filming. This page outlines the expectations, procedures, and limitations associated with managing and spending those production funds responsibly.

    Even at a smaller scale, learning to manage production resources is an important part of filmmaking. Budget limitations require productions to plan ahead, prioritize needs carefully, and communicate clearly about how resources will be used. The process also reinforces the professional expectation that production funds should be handled responsibly, transparently, and in support of the overall well-being and efficiency of the crew.

    Lunch & craft

    For each live action show, a dollar amount is provided for every assigned crew member, plus two actors and one volunteer:

    • $10.00 per head lunch catering for 5 crew members and 3 actors or volunteers (8 people total ): $80.00 per day.
    • $5.00 per head craft service for 5 crew members and 3 actors or volunteers (8 people total): $40.00 per day.

    Therefore, the total allocation for lunch and craft service is $120.00.

    The amount of money allocated to each film is a set amount. It does not shrink if the crew gets smaller and it does not increase if you add volunteer crew or actors. This amount is allocated as part of the necessary budget the school provides, based on the scope of the production.

    Food budgets are allocated to live action productions only and are considered part of the “Provided Production Costs” because meal time is regulated and crew members are not allowed to leave set.

    You may use the total funds for food in any way you wish, as long as it goes only to catering and craft service. This is a “use-it-or-lose-it” budget.

  • Budgets

    Overview

    M1 productions are provided with limited production funds intended primarily to support practical on-set needs such as lunch and craft services during filming. This page outlines the expectations, procedures, and limitations associated with managing and spending those production funds responsibly.

    Even at a smaller scale, learning to manage production resources is an important part of filmmaking. Budget limitations require productions to plan ahead, prioritize needs carefully, and communicate clearly about how resources will be used. The process also reinforces the professional expectation that production funds should be handled responsibly, transparently, and in support of the overall well-being and efficiency of the crew.

    Lunch & craft

    For each live action show, a dollar amount is provided for every assigned crew member, plus one volunteer. Note that your actors will arrive after lunch, so you will not provide lunch for them, but you will provide craft services for them:

    • $10.00 per head lunch catering
    • $5.00 per head craft service

    The amount of money allocated to each film is a set amount. It does not shrink if the crew gets smaller and it does not increase if you add volunteer crew or actors. This amount is allocated as part of the necessary budget the school provides, based on the scope of the production.

    Food budgets are allocated to live action productions only and are considered part of the “Provided Production Costs” because meal time is regulated and crew members are not allowed to leave set.

    You may use the total funds for food in any way you wish, as long as it goes only to catering and craft service. This is a “use-it-or-lose-it” budget.

    Cycle 1

    ItemCrewActorsVolunteersSubtotal
    Lunch1101$110
    Craft Svc1111$60
    Total$170

    Cycle 2

    ItemCrewActorsVolunteersSubtotal
    Lunch1101$110
    Craft Svc1121$65
    Total$175

    Cycle 3

    ItemCrewActorsVolunteersSubtotal
    Lunch1101$110
    Craft Svc1121$65
    Total$175

    Cycle 4

    ItemCrewActorsVolunteersSubtotal
    Lunch1101$110
    Craft Svc1131$70
    Total$180

    Cycle 5

    ItemCrewActorsVolunteersSubtotal
    Lunch1101$110
    Craft Svc1131$70
    Total$180

    Cycle 6

    ItemCrewActorsVolunteersSubtotal
    Lunch1101$110
    Craft Svc1131$70
    Total$180

  • Reimbursement

    Overview

    Production expenses generally fall into one of three categories: Payment Requests, Travel, or Services. This page outlines the procedures and documentation requirements students must follow when seeking reimbursement for approved production or university-related expenses paid out-of-pocket. This applies to all funds provided by the school, as well as funds students may have raised through a Spark campaign.

    Because reimbursements involve university financial systems and oversight requirements, requests must be submitted accurately and with appropriate supporting documentation. Clear procedures help reduce delays, improve accountability, and ensure that reimbursements can be processed efficiently and in compliance with university policies.

    Payment Requests

    Most of your expenses will fall in this category. It includes food, production design, production supplies, and truck fuel. In order to be reimbursed, you must submit the following items. These will then be submitted to FSU Purchasing who will add the funds to your prepaid Visa. It may take 5-7 days for the funds to be added to your card.

    Disbursement Advance

    Each student may be given an advance of no more than $1000 at a time. In order to get this advance, you must submit a Disbursement Advance Request form. Then FSU Purchasing will add the money to your prepaid Visa. You will be responsible for turning in receipts showing how that money was spent (following the reimbursement instructions below). It may take 5-7 business days for the funds to be added to your card.

    Reimbursement

    1. Reimbursement Voucher (RV): Download and complete a Reimbursement Voucher form in Excel, listing your receipts on page 1, and print as many copies of page 2 as you need to attach your receipts. See a sample of a completed form in the Sample RV tab.
    2. Original itemized receipts: All receipts must show the vendor’s name, date of purchase, and must be itemized (showing what was purchased). Receipts should be scotch taped (not stapled, glued, etc.) onto the Receipts page(s) in the order in which they appear on the RV form. Make sure receipts do not overlap since these receipt pages will need to be scanned. If you have a receipt that is longer than the page, you can cut the receipt (making sure you do not cut off any info) and tape them side by side on the receipt page. Do not tape over any info on the receipts, as the tape will make the text on the receipt disappear over time.
    3. Original Meal Sign-in sheets: If any of the receipts you are submitting include food (lunch, craft service, 2nd meal, etc.), you will need to submit the original meal sign-in sheets. Be sure to keep a scanned copy for your delivery. Make sure you have a signature from everyone who ate.

    Some important guidelines/restrictions for reimbursement:

    • Food: You will NOT be reimbursed from petty cash for any of the following: alcohol, cigarettes, medication, vitamins, gratuity or tip.
    • Production Design: Keep in mind that all non-expendable items being reimbursed become the property of FSU and must be turned in at the end of the cycle. If there is any single item for which you are being reimbursed that is more than $50, then there is an additional inventory sheet that must be completed.
    • Production Supplies: This can include rental equipment, office supplies, cleaning supplies, etc. Again, non-expendable items become the property of FSU (including coolers, coffee makers, etc.).
    • Truck Fuel: This is only for fuel for state vehicles (the grip trucks, genie trucks and the genie). This does not include cast and crew fuel for their cars. Truck fuel expenses will not be deducted from your budgeted amount, so whoever pays for truck fuel can be reimbursed directly.

    NOTE: You cannot be reimbursed from petty cash for any travel (e.g. actor airfare, gas, rental car, hotel, etc.) or services (e.g. paying a makeup artist, security guard, composer, etc.). Reimbursement for travel and services are described below.

    Travel

    If you are planning on using part of your budget to pay for actor travel (airfare, gas, rental car, hotel, etc.), then you must have the Film School Travel Rep book the travel using our FSU Travel Card (TCard).

    1. Flights: Find the exact flight you would like to book, including flight numbers and departure/return dates and times. You will also need the traveler’s name as it appears on their driver’s license and their birth date. Complete a TCard Agreement form. Then bring the form to our Travel Rep, who will pull up the website with you and book the flight using our TCard.
    2. Lodging:
      • Hotels: You will usually get the best rate by calling a local hotel rather than booking it online. Call the hotel and make your reservation. Be sure to get the reservation number(s). Ask them to send you a Credit Card Authorization form. Complete a TCard Agreement form. Bring the Credit Card Authorization and the TCard Agreement to our Travel Rep, who will then provide the hotel with our TCard. Note that hotels in FL will be tax exempt if we book them for you since they’re being paid directly by the state of FL.
      • Other: If you would like to book an Airbnb, VRBO, etc, then find the place you would like to book. Then submit a TCard Agreement form to the Travel Rep, who will then book it using our TCard.
    3. Rental Car: FSU has a contract with Avis/Budget Rental. If you would like to rent a car, the Travel Rep can look into the rates for the type of rental you’re looking for. Then submit a TCard Agreement form to the Travel Rep, who will then book it using our TCard.
    4. Actor fuel: If you plan to reimburse an actor for driving here, you will need to have them sign a Travel Agreement form at least 7 business days prior to travel beginning, which specifies how much you are agreeing to reimburse them. The FSU rate is $0.445 per mile. However, that is usually much higher than just paying them a flat rate for their gas expenses. So whatever you negotiate with them, it can not exceed $0.445/mi. If it is less than that, then they will also need to sign page 2 of that form stating they understand they are getting less than the state rate. You should have the actor complete this form regardless of whether you plan to have this expense come out of your budget. But if you do plan to have it come from your budget, then submit the Travel Agreement form to the Travel Rep at least 7 business days prior to travel beginning. Then after their travel is complete, FSU Travel will mail them a reimbursement check, usually within 14 days.

    NOTE: DO NOT pay for any actor travel out of pocket or with your prepaid Visa because there is no way for you to be reimbursed for this.

    Services

    If you are planning on paying someone for their services (composer, actor, makeup artist, stunt crew, intimacy coordinator, graphic designer, etc.) you will need to do the following:

    1. For a composer, have them complete a Composer Contract. For any other services, have them sign a Work-for-Hire Contract. Make sure this is completed before any work is done. You will need to do this regardless of whether their payment is coming out of your budget or not. If the payment is coming out of your budget, submit this form at least 10 business days prior to work beginning.
    2. After they have completed their services, they must submit an invoice to you. If the invoice looks accurate, then submit that to us. Then FSU Purchasing will mail a check to the vendor within 40 days of submission of their invoice.

    NOTE: DO NOT pay for any services out of pocket or with your prepaid Visa because there is no way for you to be reimbursed for this. If the contract is not completed at least 10 business days prior to work beginning, you will not be able to use your budget to pay for this service.

  • Budgets

    Lunch & craft

    For each live action show, a dollar amount is provided for every assigned crew member, plus two actors and one volunteer:

    • $10.00 per head lunch catering for 14 crew members and 3 actors or volunteers (17 people total ): $170.00 per day.
    • $5.00 per head craft service for 14 crew members and 3 actors or volunteers (17 people total): $85.00 per day.
    PRODUCTION DAYSTOTAL BUDGET
    2 days$510
    3 days$765
    4 days$1,020

    The amount of money allocated to each film is a set amount. It does not increase if you add volunteer crew or actors. This amount is allocated as part of the necessary budget the school provides, based on the scope of the production.

    Food budgets are allocated to live action productions only and are considered part of the “Provided Production Costs” because meal time is regulated and crew members are not allowed to leave set.

    You may use the total funds for food in any way you wish, as long as it goes only to catering and craft service. This is a “use-it-or-lose-it” budget.

    Spark funds

    Each cohort of thesis students is permitted to run a collective, “friends-and-family” fundraising campaign for supplemental expenses on thesis productions. All funds raised through Spark will be distributed evenly amongst each student in the class.

    All messaging in the fundraising campaign must be approved by the Dean. Students are expressly forbidden from soliciting directly from existing donors to the school. If in doubt, check with the Dean’s Office first before reaching out to the individual. 

    The school reserves the right to shut down the Spark campaign if any of these policies are violated.