Electronic Filing Frequently Asked Questions

• Why can't I see "Candidate" in the Contributor Type Code list?

  To correct the problem, open the software, click on Tools, then select Initial Program Setup, click on Yes to verify the correct database name, click OK to confirm the database name, click Next on step 0 of 53. On step 1 of 53, change the entity type to "Candidate." Continue to step 18, and click on the Cancel/Close button. Click Yes to exit Initial Program Setup. When you return to the Contributions Entry Screen, you will now be able to chose "Candidate."

• What dates should I use on my financial report?

  As a rule, you should use the day you first spend or receive funds in hopes of nomination or election to office as your starting date of your first financial report. The ending date should be the "report due date." You have 5 working days of grace period after the "report due date." This should allow you ample time to get your financial report submitted to our agency. The next report you file should start with the day after the last "report due date." For example, if your first report is from 01/01/2002 to 04/26/2002, your next report would be from 04/27/2002 to 05/13/2002. Your reporting dates should NOT overlap or leave gaps.

• How do I add additional fundraiser information for an event that happened in a previous reporting period or will be held in the future?

  Enter any receipts or expenditures as usual. On the Fund Raiser screen, for the start and end date, enter the start and end date of the current reporting period. In the Event description field, enter the type of fundraising event and date it was held or will be held. Enter the Amount Raised and Amount Spent during the current reporting period.

• What is the cost of the electronic filing software to the candidate?
  The Registry provides the software free of charge to the candidate. To obtain the software, simply fill out the registration agreement and return it to the Registry.

• What is a candidate number?

  The Registry assigns a number to a candidate when the candidate informs the Registry of his/her intent to run for office for the first time. This number will not change for the life of the candidate.

• What is a filer number?

  The Registry assigns a number to a candidate for each election. This number will be assigned each time the candidate notifies the Registry of his/her intent to run for office. (The Primary and General are separate elections.)

• What is an Unitemized Contribution?

  Campaign finance law does not require the treasurer to report detailed and exact accounts of contributions of $100 or less. However, internal records must be maintained to identify the sources of contributions in order to aggregate each individual or group contribution with subsequent contributions by that particular individual or group. If a receipt is designated as "unitemized" it will not print out on the detail report. However, it will be added to the "unitemized" figure on the summary page.

• How do I key an Unitemized Contribution?

  Key the unitemized contribution as you normally would, including name and address. Select "Unitemized" for the Contributor Type Code.

• Why do I have to create a new database for each election?

  Some candidates will be required to file separate reports for different elections (Primary and General) during the same time period. The software selects the data with a date range. If you mix data from two elections and have separate reports for an overlapping time period, the software cannot distinguish data from one election to another.

• Do I have to send both the "hard copy" report and the electronic file to the Registry?

  Yes, the "hard copy" report is the official record and by agreeing to use the software you have agreed to send the electronic file to the Registry.

• When I amend a report do I have to send both the hard copy report and the electronic file?

  Yes.

• How do I amend a report?

  Change the appropriate data on the transaction to be amended. Check the box designated as Amendment. Click on the Save button. This must be done for each transaction that is amended.

  Note: Only data that has previously been submitted to the Registry needs to be amended.

• How do I delete a record for an amended report?

  This procedure is for records already submitted to the registry. Change the amount field to zero. Mark the record as amended. Re-submit the amended report to the Registry.

  Note: You may, at any time delete a record that has not been submitted to the Registry.

• How do I assume a loan?

  Please refer to the information on this topic under Report Tutorials.

• How do I assume a debt not designated as a loan?

  Please refer to the information on this topic under Report Tutorials.

• How do I terminate my reporting requirements?
  If your balance is zero, select the terminate check box when creating your final report. Your balance must be zero in order to terminate your reporting requirements.

• If I begin reporting electronically after reporting manually during the same election period, how do I get my cumulative totals and beginning balance correct?

  If you have been filing manually (and have not raised or spent money toward the upcoming election), enter the beginning balance when creating the report. If you have been filing manually (and have raised or spent money toward the upcoming election), you must enter all contributions, expenses, debts, and fundraising activity from previously manually filed reports for this election period. This will ensure your cumulative totals and beginning balance will be correct.

If you have any questions, please contact the Registry's Information Technology section.