Forms

Before you can be paid for the services you provide, you have to provide us with two forms - a W9 tax form and a direct deposit authorization form. 

W9: This form is used in the United States income tax system by a third party who must file an information return with the Internal Revenue Service. It requests the name, address, and taxpayer identification information of a taxpayer. As an independent contractor for Tolman Media, you are required to fill one out so we can send you a 1099 during tax season. 

Direct Deposit Authorization Form: Once you have submitted an invoice and it has been approved, we will send the payment through direct deposit - directly into your bank account. In order to do so, we need your banking information. 

*Please know that we will keep your information private. We are aware that the information you are providing is very personal. These forms are held in a private drive where only essential personnel have access. 

Invoicing

All invoices should be submitted through Wedding Smash. Please watch this video on how to submit an invoice: 

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What your invoice
should look like!

When to Invoice

  • Invoices should be submitted within the week following the wedding/event but no later than a month after the wedding/event.

  • The faster you invoice, the faster you'll be paid.

  • If you do submit the invoice later than a month after the wedding/event, it will take multiple weeks to process as a penalty. 

  • You can invoice separately for an extra session after you complete it if you want, or you can wait and invoice for any extra sessions and the wedding at the same time.

  • You cannot invoice for a wedding/event until it has actually taken place. Ex. You cannot invoice for a wedding that’s happening next month.

What to Invoice For

You should include the following on your invoice:

  • The rate for the event found on Wedding Smash 

    • All creatives will be paid $100/hour starting 11/15/2022 

    • If the project is older, please put the old rate, Dragon Sumo bid OR the SignUpGenius rate​

  • Extra Sessions 

    • All extra sessions are invoiced for $150

  • Edit fees (only if you edit yourself) - click here to see the editing rates ​

  • Extra Hours $100/hour

  • Travel fees 

    • Mileage is $0.70 per mile round trip from the main/capital city to the event location ​

    • If the location is more than 90 miles outside of the main/capital city, a hotel fee of $125 per night applies

    • Check the bride’s contract for more information on travel fees (some of the older contracts might list $0.50 as the travel fee and we must abide by that). 

I've submitted my invoice - now what?

  • Once your invoice is submitted on Wedding Smash, your manager needs to approve it. If they see any discrepancies, they will reach out to you directly to discuss it before approving it. Once it's approved, our accounting department will go through and pay the invoice. 

  • It can take up to 30 days from the date we received your invoice to process your invoice. We will pay you as soon as possible. It just depends on our cash flow at the time. 

  • Payroll is done on Tuesday’s. Your invoice will be paid on a Tuesday but due to bank processing, it could take a couple of days to show up in your individual bank account. 

  • Feel free to reach out to your manager to check on the status of your invoice. We will be happy to check on that for you.