Filing Campaign Reports

Candidates

Each campaign treasurer designated by a candidate shall file regular reports of all contributions received and all expenditures made by or on behalf of such candidate. (Section 106.07, F.S.)

Where to File

Reports are filed with the officer before whom the candidate qualifies. Candidates filing reports with the Division of Elections are required to file by means of the Electronic Filing System (EFS). If the candidate's filing officer is other than the Division of Elections, contact the appropriate filing officer to find out their requirements.

Accessing the EFS

Using Internet Explorer, access the EFS at https://efs.dos.state.fl.us/Default.aspx. Each candidate is provided an identification number and initial password to gain entry. Once you log in using the initial password, you will be prompted to change it to a confidential one. You are responsible for protecting the password from disclosure. Contact the Division of Elections immediately if your password has been compromised.

A candidate should create a recovery question in case the password is lost or forgotten. Please refer to the EFS User Guide for instructions.

Creating Reports

Campaign reports must be entered, saved, reviewed and filed using the EFS. Reports will be held in pending status until the report is ready to be submitted. The Division of Elections maintains a list of approved software vendors, whose programs meet the file specifications for filing campaign reports, thereby allowing reports to be uploaded to the EFS. Instructions for uploading reports are provided in the EFS Users Guide. Software is not required to file electronically. Data may be entered directly into the EFS.

Waiver of Report

A waiver of report indicates there has been no activity in the campaign account for the reporting period (no contributions received and no expenditures made). The candidate must indicate there is no activity by filing a waiver of report using the EFS by the due date.

Submitting Reports

The candidate, campaign treasurer and each deputy treasurer will receive a personal identification number (PIN) which allows the person to submit reports using the EFS. A person's PIN will be considered the same as that person's signature on a submitted report. Each person receiving a PIN should create a recovery question in case the PIN is lost or forgotten. Please refer to the EFS User Guide for instructions.

When to File

Reports must be completed and filed through the EFS no later than 11:59 p.m., Eastern Standard Time, of the due date. If the EFS is inoperable on the due date, the report will be accepted as timely filed if filed no later than midnight of the first business day the EFS becomes operable

Reports must be filed on the 10th day following the end of each calendar quarter from the time the campaign treasurer is appointed. Following the last day of qualifying, reports must be filed on the 32nd, 18th and 4th days immediately preceding the primary election and on the 46th, 32nd, 18th and 4th days immediately preceding the general election.

Candidates must file a termination report within 90 days after the date the candidate becomes unopposed, eliminated, withdrawn or elected to office.

Special Requirements for Judicial Candidates

A candidate for retention as a justice or judge who does not intend to receive contributions or make expenditures may file a sworn statement to this effect at the time of qualifying. The candidate shall file a final report within 90 days following the general election. After filing the statement of intent, if the candidate does receive contributions or make expenditures, the candidate must immediately file a statement to this effect and begin filing reports as an opposed candidate.

Penalty for Late Filing

Any candidate failing to file a report on the designated due date shall be subject to a fine of $50 per day for the first 3 days late and, thereafter, $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report. However, for reports immediately preceding each primary and general election, the fine shall be $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report.

For 90 day termination reports, the fine is $50 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report.

Filing Amendments

Amendments to reports that were filed after January 1, 2005, must be filed using the EFS. Amendments to reports that were filed prior to January 1, 2005, must conform to Division of Elections specifications in effect when the original reports were filed or may be amended using the EFS.

Electronic Receipts

The person submitting a report on the EFS may print an electronic receipt indicating and verifying the report was submitted to the Division of Elections. Each report filed by means of the EFS is considered to be under oath by the candidate, campaign treasurer or deputy treasurer and such persons are subject to the provisions of Chapter 106, Florida Statutes.

Political CommitteesBack

Each campaign treasurer designated by a political committee shall file regular reports of all contributions received and all expenditures made by or on behalf of such political committee. (Section 106.07, F.S.)

Where to File

Reports are filed with the officer before whom the political committee registers. Committees filing reports with the Division of Elections are required to file by means of the Electronic Filing System (EFS). If the committee's filing officer is other than the Division of Elections, contact the appropriate filing officer to find out their requirements.

Accessing the EFS

Using Internet Explorer, access the EFS at https://efs.dos.state.fl.us/Default.aspx Each chairperson is provided an identification number and initial password to gain entry. Once you log in using the initial password, you will be prompted to change it to a confidential one. You are responsible for protecting the password from disclosure. Contact the Division of Elections immediately if your password has been compromised. The chairperson should create a recovery question in case the password is lost or forgotten. Please refer to the EFS User Guide for instructions.

Creating Reports

Campaign reports must be entered, saved, reviewed and filed using the EFS. Reports will be held in pending status until the report is ready to be submitted. The Division of Elections maintains a list of approved software vendors whose programs meet the file specifications for filing campaign reports, thereby allowing reports to be uploaded to the EFS. Instructions for uploading reports are provided in the EFS User's Guide. Approved software is not required in order to file electronically. Data may be entered directly into the EFS.

Waiver of Report

A waiver of report indicates there has been no activity in the campaign account for the reporting period (no contributions received and no expenditures made). The committee must indicate that there is no activity by filing a waiver of report using the EFS by the due date.

Submitting Reports

The chairperson, campaign treasurer and each deputy treasurer will receive a personal identification number (PIN) which allows the person to submit reports using the EFS. A person's PIN will be considered the same as that person's signature on a submitted report. Each person receiving a PIN should create a recovery question in case the PIN is lost or forgotten. Please refer to the EFS User Guide for instructions.

When to File

Reports must be completed and filed through the EFS no later than 11:59 p.m., Eastern Standard Time, of the due date. If the EFS is inoperable on the due date, the report will be accepted as timely filed if filed no later than midnight of the first business day the EFS becomes operable.

Reports must be filed on the 10th day following the end of each calendar quarter from the time the campaign treasurer is appointed. Following the last day of qualifying, reports must be filed on the 32nd, 18th and 4th days immediately preceding the primary election and on the 46th, 32nd, 18th and 4th days immediately preceding the general election.

Special Election Reports

When a special election is called to fill a vacancy in office, all political committees making contributions or expenditures to influence the results of the special election shall file reports with the filing officer on the dates set by the Department of State. When an election is called for an issue to appear on the ballot at a time when no candidates are scheduled to appear on the ballot, all political committees making contributions or expenditures in support of or in opposition to such issue shall file reports on the 18th and 4th days prior to such election.

Penalty for Late Filing

Any political committee failing to file a report on the designated due date shall be subject to a fine of $50 per day for the first 3 days late and, thereafter, $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report. However, for reports immediately preceding each primary and general election, the fine shall be $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report.

Filing Amendments

Amendments to reports that were filed after January 1, 2005, must be filed using the EFS. Amendments to reports that were filed prior to January 1, 2005, must conform to Division of Elections specifications in effect when the original reports were filed or may be amended using the EFS.

Electronic Receipts

The person submitting a report on the EFS may print an electronic receipt indicating and verifying the report was submitted to the Division of Elections. Each report filed by means of the EFS is considered to be under oath by the chairperson, campaign treasurer or deputy treasurer and such persons are subject to the provisions of Chapter 106, Florida Statutes.

Committees of Continuous ExistenceBack

Each committee of continuous existence shall file regular reports with the Division of Elections at the same times and subject to the same filing conditions as established for candidate's reports. (Section 106.04, F.S.)

Where to File

Committees of continuous existence file reports with the Division of Elections and are required to file by means of the Electronic Filing System (EFS).

Accessing the EFS

Using Internet Explorer, access the EFS at: https://efs.dos.state.fl.us/Default.aspx Each chairperson is provided an identification number and initial password to gain entry. Once you log in using the initial password, you will be prompted to change it to a confidential one. You are responsible for protecting the password from disclosure. Contact the Division of Elections immediately if your password has been compromised. The chairperson should create a recovery question in case the password is lost or forgotten. Please refer to the EFS User Guide for instructions.

Creating Reports

Campaign reports must be entered, saved, reviewed and filed using the EFS. Reports will be held in pending status until the report is ready to be submitted. The Division of Elections maintains a list of approved software vendors whose programs meet the file specifications for filing campaign reports, thereby allowing reports to be uploaded to the EFS. Instructions for uploading reports are provided in the EFS User's Guide. Approved software is not required in order to file electronically. Data may be entered directly into the EFS.

Waiver of Report

A waiver of report indicates there has been no activity in the campaign account for the reporting period (no contributions received and no expenditures made). The committee must indicate that there is no activity by filing a waiver of report using the EFS by the due date.

Submitting Reports

The chairperson and campaign treasurer will receive a personal identification number (PIN) which allows the person to submit reports using the EFS. A person's PIN will be considered the same as that person's signature on a submitted report. Each person receiving a PIN should create a recovery question in case the PIN is lost or forgotten. Please refer to the EFS User Guide for instructions.

When to File

Reports must be completed and filed through the EFS no later than 11:59 p.m., Eastern Standard Time, of the due date. If the EFS is inoperable on the due date, the report will be accepted as timely filed if filed no later than midnight of the first business day the EFS becomes operable.

Reports must be filed on the 10th day following the end of each calendar quarter from the time the campaign treasurer is appointed. If the 10th day occurs on a Saturday, Sunday or legal holiday, the report must be filed on the next business day. Following the last day of qualifying, reports must be filed on the 32nd, 18th and 4th days immediately preceding the primary election and on the 46th, 32nd, 18th and 4th days immediately preceding the general election.

Special Election Reports

When a special election is called to fill a vacancy in office, all committees of continuous existence making contributions or expenditures to influence the results of the special election shall file reports with the filing officer on the dates set by the Department of State.

Penalty for Late Filing

Any committee of continuous existence failing to file a report on the designated due date shall be subject to a fine of $50 per day for the first 3 days late and, thereafter, $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report.

Filing Amendments

Amendments to reports that were filed after January 1, 2005, must be filed using the EFS. Amendments to reports that were filed prior to January 1, 2005, must conform to Division of Elections specifications in effect when the original reports were filed or may be amended using the EFS.

Electronic Receipts

The person submitting a report on the EFS may print an electronic receipt indicating and verifying the report was submitted to the Division of Elections. Each campaign report filed by means of the EFS is considered to be under oath and such persons filing the report are subject to the provisions of Chapter 106, Florida Statutes.

Party Executive CommitteesBack

The state executive committee and each county executive committee of each political party regulated by chapter 103 shall file regular reports of all contributions received and all expenditures made by such committee. Such reports shall contain the same information as do reports required of candidates… (Section 106.29, F.S.)

Where to File

Reports are filed with the officer before whom the executive committee registers. A state executive committee filing reports with the Division of Elections is required to file by means of the Electronic Filing System (EFS). If the party filing officer is other than the Division of Elections, contact the appropriate filing officer to find out their requirements.

Accessing the EFS

Using Internet Explorer, access the EFS at: https://efs.dos.state.fl.us/Default.aspx. Each chairperson is provided an identification number and initial password to gain entry. Once you log in using the initial password, you will be prompted to change it to a confidential one. You are responsible for protecting the password from disclosure. Contact the Division of Elections immediately if your password has been compromised. The chairperson should create a recovery question in case the password is lost or forgotten. Please refer to the EFS User Guide for instructions.

Creating Reports

Campaign reports must be entered, saved, reviewed and filed using the EFS. Reports will be held in pending status until the report is ready to be submitted. The Division of Elections maintains a list of approved software vendors whose programs meet the file specifications for filing campaign reports, thereby allowing reports to be uploaded to the EFS. Instructions for uploading reports are provided in the EFS User's Guide. Approved software is not required in order to file electronically. Data may be entered directly into the EFS.

Waiver of Report

A waiver of report indicates there has been no activity in the campaign account for the reporting period (no contributions received and no expenditures made). The executive committee must indicate that there is no activity by filing a waiver of report using the EFS by the due date.

Submitting Reports

The chairperson and campaign treasurer will receive a personal identification number (PIN) which allows the person to submit reports using the EFS. A person's PIN will be considered the same as that person's signature on a submitted report. Each person receiving a PIN should create a recovery question in case the PIN is lost or forgotten. Please refer to the EFS User Guide for instructions.

When to File

Reports must be completed and filed through the EFS no later than 11:59 p.m., Eastern Standard Timeof the due date. If the EFS is inoperable on the due date, the report will be accepted as timely filed if filed no later than midnight of the first business day the EFS becomes operable.

Reports must be filed on the 10th day following the end of each calendar quarter, except that, during the period from the last day for candidate qualifying until the general election, reports shall be filed on the Friday immediately preceding the primary and general elections.

Penalty for Late Filing

Any executive committee failing to file a report on the designated due date shall be subject to a fine of $1,000 for a state executive committee, and $50 for a county executive committee, per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report. However, if an executive committee fails to file a report on the Friday immediately preceding the general election, the fine shall be $10,000 per day for each day a state executive committee is late and $500 per day for each day a county executive committee is late.

Filing Amendments

Amendments to reports that were filed after January 1, 2005, must be filed using the EFS. Amendments to reports that were filed prior to January 1, 2005, must conform to Division of Elections specifications in effect when the original reports were filed or may be amended using the EFS.

Electronic Receipts

The person submitting a report on the EFS may print an electronic receipt indicating and verifying the report was submitted to the Division of Elections. Each campaign report filed by means of the EFS is considered to be under oath and such persons filing the report are subject to the provisions of Chapter 106, Florida Statutes.

Electioneering CommunicationsBack

Organizations whose activities are limited to making expenditures for electioneering communications or accepting contributions for the purpose of making electioneering communications… shall be required to register and report contributions, including those received from committees of continuous existence, and expenditures in the same manner, at the same time, subject to the same penalties, and with the same filing officer as a political committee supporting or opposing a candidate or issue contained in the electioneering communication. (Section 106.011(1), F.S.)

Where to File

Reports are filed with the officer before whom the electioneering communication organization registers. Organizations filing reports with the Division of Elections are required to file by means of the Electronic Filing System (EFS). If the organization's filing officer is other than the Division of Elections, contact the appropriate filing officer to find out their requirements.

Accessing the EFS

Using Internet Explorer, access the EFS at: https://efs.dos.state.fl.us/Default.aspx Each chairperson is provided an identification number and initial password to gain entry. Once you log in using the initial password, you will be prompted to change it to a confidential one. You are responsible for protecting the password from disclosure. Contact the Division of Elections immediately if your password has been compromised. The chairperson should create a recovery question in case the password is lost or forgotten. Please refer to the EFS User Guide for instructions.

Creating Reports

Campaign reports must be entered, saved, reviewed and filed using the EFS. Reports will be held in pending status until the report is ready to be submitted. The Division of Elections maintains a list of approved software vendors whose programs meet the file specifications for filing campaign reports, thereby allowing reports to be uploaded to the EFS. Instructions for uploading reports are provided in the EFS User's Guide. Approved software is not required in order to file electronically. Data may be entered directly into the EFS.

Waiver of Report

A waiver of report indicates there has been no activity in the campaign account for the reporting period (no contributions received and no expenditures made). The organization must indicate that there is no activity by filing a waiver of report using the EFS by the due date.

Submitting Reports

Each chairperson, treasurer, and deputy treasurer will receive a personal identification number (PIN), which allows submission of reports using the EFS. A person's PIN will be considered the same as that person's signature on a submitted report. Each person receiving a PIN should create a recovery question in case the PIN is lost or forgotten. Please refer to the EFS User Guide for instructions.

When to File

Reports must be completed and filed through the EFS no later than 11:59 p.m., Eastern Standard Time of the due date. If the EFS is inoperable on the due date, the report will be accepted as timely filed if filed no later than midnight of the first business day the EFS becomes operable.

Reports must be filed on the 10th day following the end of each calendar quarter from the time the campaign treasurer is appointed. Following the last day of qualifying, reports must be filed on the 32nd, 18th and 4th days immediately preceding the primary election and on the 46th, 32nd, 18th and 4th days immediately preceding the general election.

Special Election Reports

When a special election is called to fill a vacancy in office, all organizations participating in the special election shall file reports with the filing officer on the dates set by the Department of State. When an election is called for an issue to appear on the ballot at a time when no candidates are scheduled to appear on the ballot, all organizations making contributions or expenditures in support of or in opposition to such issue shall file reports on the 18th and 4th days prior to such election.

Penalty for Late Filing

Any electioneering communication organization failing to file a report on the designated due date shall be subject to a fine of $50 per day for the first 3 days late and, thereafter, $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report. However, for reports immediately preceding each primary and general election, the fine shall be $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report.

Filing Amendments

Amendments to reports that were filed after January 1, 2005, must be filed using the EFS. Amendments to reports that were filed prior to January 1, 2005, must conform to Division of Elections specifications in effect when the original reports were filed or may be amended using the EFS.

Electronic Receipts

The person submitting a report on the EFS may print an electronic receipt indicating and verifying the report was submitted to the Division of Elections. Each report filed by means of the EFS is considered to be under oath and such persons are subject to the provisions of Chapter 106, Florida Statutes.

Independent ExpendituresBack

Each person who makes an independent expenditure which, in the aggregate, is in the amount of $100 or more, shall file reports of such expenditures in the same manner, at the same time, and are subject to the same penalties as a political committee supporting such candidate or issue.. (Section 106.07, F.S.)

Where to File

Reports are filed with the officer before whom a political committee supporting or opposing a candidate or issue registers. Independent expenditures reports filed with the Division of Elections are required to file by means of the Electronic Filing System (EFS). If the filing officer is other than the Division of Elections, you must contact the appropriate filing officer to find out their requirements.

Accessing the EFS

From Internet Explorer you can access the EFS at: https://efs.dos.state.fl.us/Default.aspx Each person filing an independent expenditure is provided an identification number and initial password to gain entry. Once you log in using the initial password, you will be prompted to change it to a confidential one. You are responsible for protecting the password from disclosure. Contact the Division of Elections immediately if your password has been compromised.

Creating Reports

Campaign reports must be entered, saved, reviewed and filed using the EFS. Reports will be held in pending status until the report is ready to be submitted. The Division of Elections maintains a list of approved software vendors whose programs meet the file specifications for filing campaign reports, thereby allowing reports to be uploaded to the EFS. Instructions for uploading reports are provided in the EFS User's Guide. Approved software is not required in order to file electronically. Data may be entered directly into the EFS.

Submitting Reports

Each person eligible to submit a report will receive a PIN (personal identification number) which allows you to submit reports using the EFS. A person's PIN will be considered the same as that person's signature on a submitted report.

When to File

Reports must be completed and filed through the EFS no later than 11:59 p.m., Eastern Standard Time of the due date. If the EFS is inoperable on the due date, the report will be accepted as timely filed if filed no later than midnight of the first business day the EFS becomes operable.

Reports must be filed on the 10th day following the end of each calendar quarter from the time the campaign treasurer is appointed. Following the last day of qualifying, reports must be filed on the 32nd, 18th and 4th days immediately preceding the primary election and on the 46th, 32nd, 18th and 4th days immediately preceding the general election.

Special Election Reports

When a special election is called to fill a vacancy in office, all independent expenditures to influence the results of the special election shall file reports with the filing officer on the dates set by the Department of State. When an election is called for an issue to appear on the ballot at a time when no candidates are scheduled to appear on the ballot, all independent expenditures in support of or in opposition to such issue shall file reports on the 18th and 4th days prior to such election.

Penalty for Late Filing

Any person filing an independent expenditure failing to file a report on the designated due date shall be subject to a fine of $50 per day for the first 3 days late and, thereafter, $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report. However, for the reports immediately preceding each primary and general election, the fine shall be $500 per day for each late day, not to exceed 25% of the total receipts or expenditures, whichever is greater, for the period covered by the late report.

Filing Amendments

Amendments to reports that were filed after January 1, 2005, must be filed using the EFS. Amendments to reports that were filed prior to January 1, 2005, must conform to Division of Elections specifications in effect when the original reports were filed or may be amended using the EFS.

Electronic Receipts

The person submitting a report on the EFS may print an electronic receipt indicating and verifying the report was submitted to the Division of Elections. Each report filed by means of the EFS is considered to be under oath and such persons submitting the report are subject to the provisions of Chapter 106, Florida Statutes.

Software VendorsBack

Approved for Electronic Filing Requirements - Revised 2/20/08

Campaign Finance Reporting File SpecificationsBack

(Revised to 07/14/06)

  1. Submission Format

    2. Campaign treasurer's reports shall be submitted to the Division of Elections via the Division's Online Filing Application at https://efs.dos.state.fl.us/Default.aspx. The data can be uploaded or manually entered.

    Each report's filename must use the following naming convention: id_number.report_type, e.g., 12345.Q4.

    For large reports, it is suggested that you compress the file using standard compression utilities. Such compression will greatly decrease the time it takes to transfer the file.

    Each electronic filing shall be composed of a series of individual data records. Each data record shall be of fixed length (245 characters) and must be terminated with a carriage return, ASCII character (CR), followed by a line feed. ASCII character (LF). An electronic filing shall be composed records in the following order: HEADER RECORD, CONTRIBUTION RECORD(S), EXPENDITURE RECORD(S), OTHER DISTRIBUTIONS RECORD(S), FUND TRANSFER RECORD(S), and REPORT SUMMARY RECORD.

  2. Header Record (Required)Back

    3. Header Record (Required)
    Data Item Format Formatting Valid Values Comments
    Record type char (01)   H  
    Name of reporting entity char (70) Left justified (LJ)   Last, first & middle name of candidate or individual, OR committee name, OR party name.
    Identification number char (05) Right justified (RJ), Zero filled (ZF)   As assigned by Division of Elections upon receipt of treasurer appointment.
    Office sought char (50) LJ   Candidates only; include district, circuit/group when applicable
    Street address, line 1 char (30) LJ    
    Street address, line 2 char (30) LJ    
    City char (30) LJ    
    State char (02) LJ U.S.P.S. abbr. or 'XC' = outside U.S.  
    Zip num (09) LJ, ZF    
    Report type char (03) LJ e.g., Q4, F2, G1 See attached
    Amendment flag char (01)   Y = amendment
    N = original    		 See below
    Special election report char (01)   Yes/No  
    Independent expenditure report char (01)   Yes/No  
    Version Identification char (12) LJ VERSION71999 Must be entered when using this version of the specifications.
    Amendment Flag
    An amendment report summary is to summarize only the contributions, expenditures, and fund transfers being reported as additions or deletions. Please read the instructions for the sequence number field and the amendment type field. The Division of Elections will summarize all original and amendment reports submitted for each reporting period and across all reporting periods to date.

  3. Contribution Record(s) Back

    4. Data Item Format Formatting Valid Values Comments
    Record type char (01)   C  
    Sequence number num (06) RJ, ZF See attached  
    Date of contribution char (08) MMDDYYYY    
    Last name of contributor char (30)      
    Name suffix char (10)   e.g., Jr./III/Ph.D.  
    First name of contributor char (20)      
    Middle name of contributor char (10)     If the contributor is not an individual, use the four 'name' fields as a single 70 character field for entering the name of the contributing entity.
    Street address, line 1 char (30) LJ    
    Street address, line 2 char (30) LJ    
    City char (30) LJ    
    State char (02) LJ U.S.P.S. abbr. or
    'XC' = outside U.S.         		 
    Zip num (09) LJ, ZF    
    Contributor type char (01)   See attached  
    Occupation char (20) LJ   Required if > $100.00
    Type of contribution char (03) LJ   See attached
    In-kind description char (22) LJ    
    Amendment type char (03)   ADD = add this contribution to the report identified.
    DEL = delete this contribution from the report identified.     		Required when amendment flag on header record is Y. Ignored if amendment flag is N or blank.
    Amount of contribution num (10) $$$$$$$$CC e.g., 0000025000 for $250.00 Decimal is implicit; for negative amount use leading minus sign.

  4. Expenditure Records(s)Back

    5. Data Item Format Formatting Valid Values Comments
    Record type char (01)   E  
    Sequence number num (06) RJ,ZF See attached  
    Date of expenditure char (08) MMDDYYYY    
    Last name char (30)      
    Name suffix char (10)   e.g., Jr./III/Ph.D.  
    First name char (20)      
    Middle name char (10)     If the expenditure was not made to an individual, use the four 'name' fields as a single 70 character field for entering the name of the entity to whom the expenditure was made.
    Street address, line 1 char (30) LJ    
    Street address, line 2 char (30) LJ    
    City char (30) LJ    
    State char (02) LJ U.S.P.S. abbr. or
    'XC' = outside U.S.     		 
    Zip num (09) LJ, ZF    
    Expenditure type char (03)   See attached  
    Purpose of expense char (40) LJ   See attached
    Amendment type Char (03)   ADD = add this expenditure to the report identified.
    DEL = delete this expenditure from the report identified.     		Required when amendment flag on header record is Y. Ignored if amendment flag is N or blank.
    Amount of expenditure num (10) $$$$$$$$CC e.g., 0000025000 for $250.00 Decimal is implicit; for negative amount use leading minus sign.
    Filler char (03)   spaces  

  5. Other Distribution Records(S) - Applicable to Political Committees, Committees of Continuous Existence and Party Executive Committees. Also Governor and Cabinet candidates for credit card itemization.Back

    6. Data Item Format Formatting Valid Values Comments
    Record type char (01)   D  
    Sequence number num (06) RJ, ZF See attached  
    Date of distribution char (08) MMDDYYYY    
    Last name char (30)      
    Name suffix char (10)   e.g., Jr./III/Ph.D.  
    First name char (20)      
    Middle name char (10)     If the distribution was not made to an individual, use the four 'name' fields as a single 70 character field for entering the name of the entity to whom the distribution was made.
    Street address, line 1 char (30) LJ    
    Street address, line 2 char (30) LJ    
    City char (30) LJ    
    State char (02) LJ U.S.P.S. abbr. or
    'XC' = outside U.S.     		 
    Zip num (09) LJ, ZF    
    Related expenditure (three sub-fields to identify a previously reported expenditure) char (04)
    char (03)
    char (06)    		     Report year
    Report type
    Sequence number
    Contribution limits? char (01)   A = allocable
    N = not allocable    		 Party executive committees must indicate if this distribution is allocable to the candidate contribution limits or not.
    Purpose char (31) LJ   If the entity to whom the distribution was made is a candidate, identify the office sought.
    Amendment type char (03)   ADD = add this distribution to the report identified.
    DEL = delete this distribution from the report identified.     		Required when amendment flag on header record is Y. Ignored if amendment flag is N or blank.
    Amount of distribution num (10) $$$$$$$$CC e.g., 0000025000 for $250.00 Decimal is implicit; for negative amount use leading minus sign.
    Filler char (01)   spaces  

  6. Fund Transfer Record(s)Back

    7. Data Item Format Formatting Valid Values Comments
    Record type char (01)   F  
    Sequence number num (06) RJ, ZF See attached  
    Date of fund transfer char (08) MMDDYYYY    
    Entity name char (70)      
    Street address, line 1 char (30) LJ    
    Street address, line 2 char (30) LJ    
    City char (30) LJ    
    State char (02) LJ U.S.P.S. abbr. or
    'XC' = outside U.S.     		 
    Zip num (09) LJ, ZF    
    Transfer type char (01)   F=from, T=to  
    Nature of account char (02) LJ See attached  
    Amendment type char (03)   ADD = add this fund transfer to the report identified.
    DEL = delete this fund transfer from the report identified.     		Required when amendment flag on header record is Y. Ignored if amendment flag is N or blank.
    Amount of transfer num (10) $$$$$$$$CC e.g., 0000025000 for $250.00 Decimal is implicit; for negative amount use leading minus sign.
    Filler char (43)   spaces  

  7. Report Summary Record (Required)Back

    8. Data Item Format Formatting Valid Values Comments
    Record type char (01)   S  
    Contributions this report n/a      
    -Cash & checks num(10) $$$$$$$$CC e.g., 0005000000 for $50,000.00 Decimal is implicit
    -Loans num (10) $$$$$$$$CC   Decimal is implicit
    -Inkind num (10) $$$$$$$$CC   Decimal is implicit
    # of contribution records num (06) RJ, ZF    
    Expenditures this report n/a      
    -Monetary expenditures num (10) $$$$$$$$CC   Decimal is implicit
    -Transfers to office account num (10) $$$$$$$$CC   Decimal is implicit
    # of expenditure records num (06) RJ, ZF    
    # of fund transfers num (06) RJ, ZF    
    -Other distributions num (10) $$$$$$$$CC   Decimal is implicit
    -# of other distributions num (06) RJ, ZF    
    Program Identification char (160) optional information spaces or 155 characters maximum Enter an identifier for the software and /or program module used to create this report filing.

ATTACHMENT Back

Report Type

Each reporting period is identified by a report type code. Quarterly reports are Q1, Q2, Q3, and Q4. First Primary reports are F1, F2, and F3. Second Primary Reports are S2 and S3. General Election reports are G2 and G3. A termination report (TR) is due from candidate's 90 days after the close of their campaign.

Sequence Number

Each contribution, expenditure, or fund transfer record shall have a sequence number assigned to it. Sequence numbers are to be assigned within each reporting period and each record type. Thus the report type, record type, and sequence number will combine to identify a specific contribution, expenditure, or fund transfer. The sequence number should be sequential, starting at 1 and incrementing by 1. This method of unique identification is required for responding to requests from the Division of Elections and for reporting amendments.

For example, a Q1 report having 75 contributions, 40 expenditures, and 2 fund transfers records would use sequence numbers 1 through 75 for contributions, 1 through 40 for expenditures, and 1 through 2 for fund transfers. The next report (Q2), comprised of 40 contributions, 30 expenditures, and 4 fund transfers would use sequence numbers 1 through 40 for contributions, 1 through 30 for expenditures, and 1 through 4 for fund transfers. Contributions added via amended Q1 reports would begin with sequence number 76 and via amended Q2 reports would begin with sequence number 41. See the AMENDMENT TYPE instructions below.

Contributor Type
I Individual
B Business (also includes corporations, organizations, groups, etc.)
C Committees (includes PC's, CCE's and federal committees)
P Political Parties (includes federal, state and county executive committees)
O Other
S Candidate to Themselves

Contribution Type
CAS Cash
CHE Check
DUE Dues
INK In-kind
INT Interest
LOA Loan
REF Refund
Amendment Type (Required on Amended Reports)Back

To add a new (previously unreported) contribution, expenditure, other distribution or fund transfer for the reporting period being amended, enter "ADD" in amendment type on a record with ALL of the required data.

The sequence number for contributions with amendment type "ADD" will start one plus the number of contributions in the previous report for the specified coverage period. For example, amending an original Q1 report that had 75 contributions, means the sequence number for the first contribution having amendment type "ADD" will be 76; the second "ADD" contribution would be 77, etc. When amending an original Q2 report that had 40 contributions and 30 expenditures, the sixth "ADD" contribution would have sequence number 46 and the ninth "ADD" expenditure would have sequence number 39.

To delete a previously submitted contribution, expenditure, other distribution or fund transfer enter "DEL" in amendment type on a record with the sequence number of the contribution, expenditure, or fund transfer to be deleted. In combination with the report type and record type being amended, this sequence number will identify the contribution, expenditure, or fund transfer to be dropped from your active records.

To correct a previously submitted contribution, expenditure, other distribution or fund transfer perform a delete ("DEL") and add ("ADD") procedure. Delete the record in question as described above, then the corrected record in its entirety is added on as a subsequent record, assigning a new sequence number, as described above.

Expenditure Type
MON Monetary
CCP Credit Card Payment
PCW Petty cash withdrawn
PCS Petty cash spent
REF Refund
TOA Transfer to office account
DIS Disposition of Funds (Candidates Only)
ECC Electioneering communication for a candidate
ECI Electioneering communication for an issue
IEC Independent expenditure for a candidate
IEI Independent expenditure for an issue
Purpose of Expense

When using the codes ECC, ECI, IEC, or IEI above, the candidate's identification number or issue code is required. These can be obtained from the Division of Elections' website.

If expenditure is for a municipal candidate, enter 0 (zero), the candidate's name and office sought.

If expenditure is for an issue not within the issue code table, type XXX and a description.

Nature of Account
CD Certificate of Deposit
MM Money Market
SV Savings Account
Notes:

Negative contributions on the same report (e.g., bad check) must be entered as a negative money amount rather than a "DEL" in amendment type. If the report is an original the system will ignore the "DEL" transaction. If it is an amendment report, the sequence number would not be on a previous report of that type, and the system will reject it. Negative expenditures (e.g., returned payment or uncashed check) are to be entered as negative amounts when reported on the same report as matching expenditure.