Campaign Finance software manual
Campaign Finance Reporter
Software
User Guide Minnesota Campaign Finance
Record Keeping and Reporting Software
For compliance with Minn. Stat. Chapter 10A
Provided by the
Minnesota Campaign Finance and Public Disclosure Board
190 Centennial Office Building
658 Cedar Street
St. Paul, Minnesota 55155
651-296-5148 or 800-657-3889
www.cfboard.state.mn.us Updated to April 2005
User Guide Sections
Page
Introduction
1
Install
2
Navigate
3
Set Up Your Committee
4
Download Data from the Board Server
7
Establish Your Entities
9
Record Receipts
13
Record Contributions by the Committee
17
Record Expenditures
20
Use Automatic Compliance-Check
30
Generate Board Reports and User Reports
33
File Electronically
37
Extras
41
Housekeeping
44
Key Word Index
47
If you have suggestions for improving this Software User Guide, send them to [email protected] Introduction
CAMPAIGN FINANCE REPORTER is campaign finance record keeping and reporting software
developed by the Minnesota Campaign Finance & Public Disclosure Board for its clients.
This Guide is intended to assist political committees, political funds, principal campaign
committees, and party units to comply with the requirements of Minnesota Statutes,
Chapter 10A. The Chairs, Treasurers, Officers and others who document committee
activities and transactions will find the CAMPAIGN FINANCE REPORTER helpful in record
keeping, maintaining accuracy, avoiding violations, and timely reporting. Please note,
however, that CAMPAIGN FINANCE REPORTER cannot fully evaluate the accuracy and
completeness of the data you report to the Board. It is your responsibility to use care
and diligence in maintaining Committee records and ensuring complete and accurate
reports.
The requirements of Minnesota campaign finance law are incorporated in CAMPAIGN
FINANCE REPORTER. If you enter a transaction or a series of transactions that would result
in a violation, you will be alerted. For most benefit, timely entry of transactions is
strongly recommended. Batch-entering data at the end of the year will not catch
potential violations in time. Please follow CAMPAIGN FINANCE REPORTER’s built-in
recommendations and warnings.
About the User Guide
The CAMPAIGN FINANCE REPORTER User Guide provides a step-by-step guide from installation
of the software through electronic filing with the Board. The User Guide provides the
essential information you need to complete CAMPAIGN FINANCE REPORTER transactions and
electronically file a complete and correct report. The Guide includes appendices with
information on advanced topics. The Board staff is available to help you with questions
and any problems you may encounter. The Board also provides regular training
sessions. Call 651/ 296-5148 or 800/ 657-3889.
Built-in Help Systems
The CAMPAIGN FINANCE REPORTER Help System is accessible from the Help menu when the
application is running. For some topics, the Help System includes more detail than this
Guide. It also covers topics not included in this Guide. If you don’t find an answer in the
User Guide, the Help System is the next place to look.
Context Sensitive Help is provided primarily for fields whose use may not be obvious
from the field name. Access context sensitive help by moving the cursor to the field and
pressing the F1 key. If there is no help for that specific field, CAMPAIGN FINANCE REPORTER
will display help for the form as a whole.
Compliance Warning Help will display a Compliance Warning whenever CAMPAIGN FINANCE
REPORTER discovers a possible campaign finance violation resulting from the transactions
you enter into your Committee records. A Help button on the Compliance Warning opens
a document that describes the violation in greater detail.
1
Install CAMPAIGN FINANCE REPORTER
Install CAMPAIGN FINANCE REPORTER on your computer from a CD-ROM disk provided
without charge by the Campaign Finance and Public Disclosure Board. Contact the
Board for a copy. The installation process is self-guiding with on-screen instructions.
To install the software:
1.
Close all other applications running on your personal computer.
2.
Insert the CAMPAIGN FINANCE REPORTER disk into the CD-ROM drive of your PC.
3.
Run setup.exe from the CD-ROM by doing one of the following:
▪ Select Start, Run and type in: D:\setup.exe. In place of the letter D, substitute
the drive letter for your CD-ROM drive.
▪ Right click on the My Computer icon on your desktop and select the "Explore"
option. On the left side of the screen, click on the icon that represents your CDROM Drive. On the right pane, double click on the Setup.exe icon.
4.
Check for necessary system files and update as needed.
Update necessary system files. As the installation begins, it first checks the
status of necessary system files on your PC. If Setup finds that files are missing or
out-of-date, it will update your system. In that case, a dialog box will list the files
as it updates them. If system files are updated, Setup will notify you that you
should restart your computer. Important note: If Setup updated your system files,
you must restart the installation process beginning with number 3 above.
5.
Follow the screen prompts for installation of CAMPAIGN FINANCE REPORTER: Application
Installation directory. It is recommended that you use the default directory. If
you want to change the installation directory, click the Change Directory command
button and browse to select the directory into which you want to install.
Program group. It is recommended that you use the default CAMPAIGN FINANCE
REPORTER program group. Click Continue to accept the default program group. If
you want to install to a new program group, type its name in the Program Group
text box. If you want to install to a different existing program group, select the
group by clicking on it in the Existing Groups box.
Out-of-Date Files. A dialogue box will check whether certain files on your
computer or the files being installed are newer. In each case, the dialog box will
recommend that you use the newer file. Unless you are aware of a reason not to,
you should accept the recommendation and click the appropriate button.
An information box will inform that the application installation has been
completed. Click OK to continue with installation of the Reporting System.
6.
Follow the screen prompts for installation of CAMPAIGN FINANCE REPORTER:
Reporting System
2
Update necessary installer files. As the installation process continues, it first
checks whether you have an up-to-date version of Windows Installer software,
which is needed to install the Microsoft Access components of the reporting
system. If your system needs to update Windows Installer, a message will be
displayed. Respond with Yes or OK to the display asking if you want to update
Windows Installer. When Windows Installer is updated, Setup will notify you that
you should restart your computer. After the restart, Setup will continue.
Install runtime components. Click OK to the Access Runtime Components
installation message. When the next message is displayed, you will select the
default directory. It is recommended that you accept the default path and begin
installation. However, if you choose to select a different directory by clicking on
Customize, you will be presented with another dialogue box. In this second
dialogue box is a default installation directory that should not be chosen because it
may overwrite an earlier version of the software needed by other programs on
your computer. If you select Customize, create a new directory and folder for
installation.
Complete the installation. When runtime components have been installed, you
may be asked to restart your computer. If this message appears, click Yes to
continue. After the restart, Setup will continue. The final message will note that
the installation has been completed successfully.
Navigate CAMPAIGN FINANCE REPORTER
Standardized buttons and procedures are employed throughout CAMPAIGN FINANCE
REPORTER. This guide provides an overview of items common to many forms.
Data Entry
Button
Description
Saves
Data?
Closes
Form?
Delete
Removes data displayed on the form. Use the button to
remove a previously saved transaction. Some data and
records cannot be deleted; in these instances, a message
will be presented.
No
No
Clear
Removes data displayed on the form but does not close the
form. Use the button to abandon the current transaction
and continue data entry with the same form.
No
No
New
Saves the data you have entered on the form and presents
a blank form for a new record.
Yes
No
OK
Saves the data you have entered and closes the form.
Yes
Yes
Cancel
Closes the form without saving any data you have entered.
No
Yes
3
Lookup or Look button
Use the Lookup button – with the word Look in the upper right corner of forms – to:
Provide a list of all the transactions created using the current form, and
Re-open any of the transactions for edit or deletion.
When a form with a Lookup button is first opened, pressing the Enter key will active the
Lookup function. If you want to start data entry when you first open the form, press Tab
to reach the first data field.
Button functions generally
To activate buttons, (a) move the mouse pointer to the button and click the left mouse
button, (b) use a shortcut key by holding down the Alt key and the letter underlined in
the button’s caption, or (c) Tab through until the button is selected, as indicated by a
dotted line around its caption, and press the Enter key.
Move between fields on forms
Use the Tab key to move between fields for data entry. To jump to a field that is not
the next one, you may also use the shortcut key if available by holding down the Alt
key and the shortcut letter at the same time, or place the mouse pointer in the field
and click the left mouse button. The shortcut key for a button is the letter of the
underlined word.
Set Up Your Committee
The Welcome Screen includes a Login Form. Enter a name in the User Name field –
either your own, one you create, or one assigned by the committee treasurer. User
Names are not required by the Board or by CAMPAIGN FINANCE REPORTER. Treasurers may
use the function to keep track of each user’s data entry.
Basic Setup for a New Committee
On the Login Form, click the New Committee button. The Committee Maintenance
Form is opened.
4
For a new committee, complete data entry for the fields shown in the table. Use the
Tab key to navigate between fields.
Field Name
Field Description
Notes
Committee
registration
number
A Committee Registration Number must
be entered correctly before closing the
form by clicking OK on the form.
Address
Committee Address including city,
state, and Zip Code.
Treasurer’s email address
Treasurer’s E-mail Address or an e-mail
address through which e-mail or mail is
forwarded to the Treasurer.
The Board will send an e-mail to the
Treasurer about CAMPAIGN FINANCE
REPORTER filings if your e-mail is
provided to the Board.
Committee
filing year
The last two digits of the filing year.
Check the Special Election checkbox if
keeping records for a special election.
To use the Special Election
checkbox, use the mouse pointer
and left-click, or Tab to it and use
the space bar to check or uncheck.
Committee
type
Committee Type is selected from a
drop-down menu. Only the options
presented in the menu can be used.
Click on the right-side triangle to
open the menu, highlight the choice
moving the mouse pointer or the
arrow keys, and press Enter or leftclick with the mouse.
Office sought
For Principal Campaign Committees
only. Office sought is selected from a
drop-down menu.
Click on the right-side triangle to
open the menu, highlight the choice
moving the mouse pointer or the
arrow keys, and press Enter or leftclick with the mouse.
5
If the registration number is not
entered correctly before clicking OK,
you will need to delete the
committee and start again.
Field Name
Field Description
Notes
District
District in which the candidate is
running (for House and Senate
Candidates only)
Click on the right-side triangle to
open the menu, highlight the choice
moving the mouse pointer or the
arrow keys, and press Enter or leftclick with the mouse.
Beginning cash
balance
Beginning Cash Balance. If the
committee had a cash balance in the
previous year, enter the Ending Cash
Balance from your last Report of
Receipts and Expenditures filed with
the Board.
CAMPAIGN FINANCE REPORTER creates a
separate database for each
committee for each year. To work
with multiple committees or years,
close and restart CAMPAIGN FINANCE
REPORTER to switch between them.
After data are entered for all appropriate fields, click OK to Save. CAMPAIGN FINANCE
REPORTER will provide a notice that your next step is to download the Committee
Specific Database. Click OK. Download instructions are presented in the next section,
Download Data from the Board Server.
Next, CAMPAIGN FINANCE REPORTER will re-open the Committee Maintenance Form and
display the data that you just entered. It will also display additional fields to enter
information about people associated with your committee. The candidate name field
will display only for Principal Campaign Committees.
Committee Officers for a New Committee
The procedure to add officers to your committee data will be illustrated by creating an
Entity record for the Chair. The same procedure is used for each additional officer.
1.
In the Committee Maintenance Form, Tab to the Chair Name field. No data
appears in the selection box because the name has not yet been set up.
2.
In the Chair Name field, type in the last name of the person whose record you
want to create. Be sure to capitalize the first letter. Press the Tab key. CAMPAIGN
FINANCE REPORTER will display a notice. Select the Yes option to set up an entity with
this last name. The Entity Maintenance Form opens.
3.
Complete the Entity Maintenance Form for the Chair. Close the form by hitting OK.
You are returned to the Committee Maintenance Form.
When you return to the Committee Maintenance Form, your curser is positioned in the
Treasurer field so you can enter the Treasurer Name. Use the same procedure as
above to enter data for the Treasurer and each of the other committee officers as for
the Committee Chair, starting from the other officers’ name fields.
If one person holds multiple offices on the committee, close the Committee
Maintenance Form before beginning input for another office held by that person.
Reopen the form by selecting Edit View/ Committee/ Maintenance. Tab to the new
office to begin input. As a result of closing and reopening the record, the person’s data
as it was entered previously for the other office will appear on the drop-down menu.
6
Download Data from Board Server
Your committee database will be updated with new information downloaded from the
Board’s database. Once initiated, the Board recommends that you repeat the
download procedure on a monthly basis to ensure that you continue to have complete
and up-to-date information.
The Board operates a computer for file sharing that is available 24 hours per day as a
general rule. This File Transfer Protocol server stores up-to-date lists of lobbyists,
principal campaign committees, political committees and funds, and party units
registered with the Board. The Board’s FTP server both sends (downloads) data to
your computer and receives (uploads) data from your computer.
Login to the Board’s FTP Server
The Board provided you a unique User Name and Password when you registered as a
CAMPAIGN FINANCE REPORTER user. The User Name and Password must be recognized by
the Board’s FTP server in order to download or upload data. The procedure to Login:
1.
Select menu items Tools/ Options
2.
Click the File Transfer tab
3.
Enter User Name and Password. Do not make any changes to data shown in other
fields on the form. Any changes will stop communications with the Board server. If
you inadvertently change a field with preset data, click the Cancel button to close
the form without saving the changes. Open and start again. If you changed preset
data and saved it by clicking OK, contact the Board for instructions.
4.
If you access the Internet using AOL, check the AOL checkbox. If not, leave it
blank.
5.
Click OK to save the data you entered.
You will not need to enter this saved Login information again, unless advised to do
so by the Board.
Download Data
Downloads from the Board’s server provide updated lists of registered entities and
other updates, messages, calendars, and upgrades. Most updates are automatic and
transparent to users. The procedures to download:
1.
Click the Minimize button in upper right corner of Windows to Minimize CAMPAIGN
FINANCE REPORTER
2.
Connect to the Internet:
▪ If you have a permanent “live” connection, skip this step. You are connected.
▪ If you use dial-up, connect in the usual manner. After the connection is made,
running the browser is optional.
7
▪ If you use America Online (AOL), first connect to AOL then navigate to the World
Wide Web. If you can view Web pages, you are connected.
3.
Click the Restore/Maximize button to open CAMPAIGN FINANCE REPORTER to full screen.
4.
Select Tools/ File Transfer. The CAMPAIGN FINANCE REPORTER File Transfer Manager
Form opens. The default setting is to download all files. The Board recommends
that you download all files once per month. Unless directed by the Board, do not
select Committee Specific File Only or Service Pack Only. You may miss important
information by doing so.
5.
Click the Begin Transfer button to start the download. You will see progress
messages.
6.
When the session closes, you will receive a notice that the download is complete
and that you can log off the Internet.
7.
Click OK to the informational notices that are displayed. If a notice indicates that
the download was not successful, try again later. If still not successful, contact the
Board.
8.
Review Agency Notifications to see if there is new information or if the Board
advises you to take some action. Close the form.
Compare function
After downloading from the Board’s Server, CAMPAIGN FINANCE REPORTER will compare the
Board information about your committee to information you have data entered. Click
Yes on the Compare message box to see the comparison.
Review the comparison report to ensure that there are no significant differences.
Information in the Board Data column reflects official Board records. If the information
shown in that column is not correct, you must file an Amended Statement of
Organization to update the Board records. Contact the Board if you have questions.
The Compare report can be printed: Select File/ Print.
8
Whether you print or not, Select File/ Exit or click the X in the upper right corner of
the Windows screen to close the CAMPAIGN FINANCE REPORTER Reporting System, which
was opened to produce the Compare report. The Reporting System must be closed
before you can continue work in CAMPAIGN FINANCE REPORTER.
Establish Your Entities
Every person, business, committee, or organization that you do business with must be
set up in CAMPAIGN FINANCE REPORTER as an Entity. Once established, an Entity can
participate in transactions such as making contributions or receiving payment for
services. It will be your responsibility to establish in CAMPAIGN FINANCE REPORTER any
additional persons, businesses, or other organizations that participate in financial
transactions with your Committee.
When you downloaded information from the Board, all of the lobbyists, political
committees, political funds, and political party units registered with the Board were
automatically established as Entities in CAMPAIGN FINANCE REPORTER. The Board
recommends that you download the Board data monthly to keep it current.
If you import data from a voter registration list purchased from the Secretary of
State’s office, the people on that list will also be established as Entities.
If you have an existing list of entities to transfer to CAMPAIGN FINANCE REPORTER, you can
use the built-in Import function. See the CAMPAIGN FINANCE REPORTER Help System or
contact the Board for assistance.
Entity Maintenance Form
As you work in CAMPAIGN FINANCE REPORTER, you may find that a person or business with
which you transact business is not yet established as an Entity. New Entities are
always established using the Entity Maintenance Form. The Form can be accessed
either (1) by jumping from another CAMPAIGN FINANCE REPORTER form or (2) from the
Menu system.
9
Access by jumping from another form
To jump from another form in CAMPAIGN FINANCE REPORTER to an Entity Maintenance
Form to set up a new Entity and then return to your first form, follow these steps:
1.
In the entity Name box (it may be called Chair Name, Treasurer Name, or
another) on the form, type the last name of the person you want to create.
Capitalize the first letter. If the new entity you want to establish is a business or
organization, type the full name of the entity.
2.
If the name is already displayed as a current selection, press Enter to accept that
name. Otherwise, you will establish a new Entity.
3.
Press the Tab key. In the notice presented, press Enter to signify Yes, you wish to
create a new Entity. CAMPAIGN FINANCE REPORTER opens the Entity Maintenance Form
with the name you entered.
4.
Complete the form.
Access through the Menu system
If you wish to establish several new Entities at one time before working on
transactions related to them, you may find it easier to use the Menu system to access
Entity Maintenance Forms. Select Edit View/ Entity. The Entity Maintenance Form will
open. Complete the form.
Using the Entity Maintenance Form
From the Entity tab on the Entity Maintenance Form, you can enter all data required
by the Board with respect to entities and all data needed to work with transactions for
those entities. The Entity tab information is transmitted to the Board when a report is
filed.
After the Entity Maintenance Form is open, complete data entry. Fields are described
in the table. Use the Tab key to navigate between fields.
Field Name
Entity Type
Field Description
The type of entity, either an
Individual (person) or
Financial Insitution
Last name, First
name
Middle initial, Prefix,
Suffix
Notes
If you select Other, check the Financial
Institution checkbox if the entity is a
financial institution. This designation must
be correct for CAMPAIGN FINANCE REPORTER to
apply campaign finance rules for loans.
For an Individual, you must enter at least
the Last name and First Name. For an
Other entity, enter a complete entity
name.
Prefix (Mr., Mrs., Ms., etc.) and
Suffix (Dr., Sr., Jr., etc.) data
will be available, if entered, to
create letters or envelopes
10
Optional fields
Field Name
Field Description
Notes
Address information
If address information is not entered,
CAMPAIGN FINANCE REPORTER may notify you
of reporting violations when the entity
participates in contribution or expenditure
transactions. “MN’ must be entered for
reports to be generated, and a Zip Code
is also required.
Phone, fax
Optional fields
Eligible Voter
Checkbox designates whether
the Individual is an eligible
Minnesota voter. Only persons
who are eligible Minnesota
voters may receive Political
Contribution Refund Receipts.
In most cases, CAMPAIGN FINANCE REPORTER
automatically checks this checkbox if the
Individual has a Minnesota address.
However, it is the responsibility of the
Treasurer to ensure that the person is, in
fact, an eligible voter. The box should be
unchecked if the Individual is not an
eligible Minnesota voter.
Employment
information
Select Yes if the person has an
employer, No if the person is
self-employed or not employed.
In the second field, enter
employer name if the person
has an employer; otherwise,
enter the person’s selfemployment occupation, main
employment, or unemployment
status. Examples: lawyer,
accountant, retired, housewife,
unemployed.
If the contributor gives more than $100 to
your committee, the employment
information must be reported to the
Board. You may return later to the Entity
Maintenance form to add this information.
Save, Close, Continue with new form
When you have finished data entry for an Entity, use the New button to save and bring
up another blank form, or use the OK button to save and close the form.
Carry forward default settings for data entry of Entities
You may use the Tools/ Options menu item to establish default entries for fields such
as City, State, and Zip Code. When these fields are set up on the Options form and the
Use Defaults checkbox is checked on the Entity Maintenance Form, your entries in
those fields will carry forward as defaults when you create new entities.
Edit entries after the form is closed
Edit entries by recalling the Entity information in the Entity Maintenance Form.
1.
Select Edit View/ Entity. The Entity Maintenance Form will open.
2.
Click Lookup or Look button.
3. Find the Entity that you want to edit: Either click on the appropriate entity name
or begin to type the name in the Find By field until the name you want is
highlighted. You can also use the Scroll Bar on the right to move up and down the
11
list. To use the Arrow Keys on your keyboard, Tab once to move the cursor from
the Find By field to the grid.
4.
Select the highlighted entity by clicking the OK button to bring up its Entity
Maintenance Form.
5.
Edit fields on the Entity Maintenance Form. Save it again by selected OK.
Create Spouse Entities to Accommodate Joint Contributions
Contributions to committees may come from both spouses jointly. However, for
reporting purposes, joint contributions must be split and reported as two separate
contributions. CAMPAIGN FINANCE REPORTER accommodates joint contributions and their
proper reporting. The first step is to establish two people as spouses using the Entity
Maintenance Forms.
If neither spouse has an existing Entity Maintenance Form
1.
Enter the first person’s information in an Entity Maintenance Form as described
above.
2.
Click the Create Spouse button before clicking New or OK to save the data. The first
person’s data is saved and a new form is presented for the second person. Some data
from the first form has been brought forward for use with the second person.
3.
Complete data entry for the second person. You can overwrite any of the data
brought forward from the first person’s data.
4.
Click OK to save the second person’s information.
If the spouses have existing Entity Maintenance Forms
In this case, the spouses have separate existing records that you want to join.
1.
Select Edit View/ Entity. The Entity Maintenance Form will open.
2.
Click Lookup or Look button and find the first person’s Entity record.
3.
Select the Individual Info tab.
4.
Click the Lookup button next to the Spouse Information Frame in the lower right
corner of the form. This opens the Entity Lookup form.
5. Locate and Select the second person’s Entity record. The Lookup form closes and
the Spouse Information frame shows that the link between the two records has
been made.
Entity Tab – Transactions button
Clicking the Transactions button displays a form with all of the receipts and
disbursements for the Entity.
12
Supplemental Info Tab
You may enter an alternate address for your internal records and mailings. CAMPAIGN
FINANCE REPORTER populates this field with the address from the Entity tab, but you can
change it.
Registered Entity Information
If the selected Entity is registered with the Board, its registration information is
displayed in this field. The Treasurer’s name and telephone number are displayed in
the Contact Name and Contact Phone fields.
Year-to-Date, Previous-Year, and Two-Year-Ago contributions are displayed in the
Contributions frame if the information has previously been entered. These amounts
are updated automatically when you create a new reporting year.
If you wish, you can data enter the Previous-Year and Two-Year-Ago information when
you begin using CAMPAIGN FINANCE REPORTER.
Individual Info Tab and Individual Profile Tab
The Individual Info tab includes several additional fields that you can use to collect
relevant information. The Individual Profile tab can be used to collect additional
information. It includes the capability to create and populate new fields using the
menu item Tools/ Setup/Individual Profile. Once in place, the data in these fields can
have many uses such as targeted letter writing.
Secretary of State Tab
This tab displays information that is added to CAMPAIGN FINANCE REPORTER if you
purchase voter list information from the Secretary of State and import it into CAMPAIGN
FINANCE REPORTER. You can use the date in these fields as selection criteria for targeted
letter writing, and the names and addresses will be available from the Record Receipts
screen.
Record Receipts
One of the most important responsibilities of a Treasurer is to keep accurate and timely
records of money received by the Committee. CAMPAIGN FINANCE REPORTER provides a
single data entry form to record all transactions of money and goods and services
received, whether from donations or other sources. The procedures for recording
various transaction types are described.
13
1. Access the Receipts Form using menu items Receipts/ Receipts.
2.
Hit Tab to move to the Receipt Type drop-down menu. You must select one of the
options shown in the drop-down menu. Highlight an option and hit Enter. The
options are explained in the table below.
Receipt Type
Options
Explanation of Use
Notes
Contribution –
Individual
For contributions from persons,
including lobbyists, who are
registered with the Board
Lobbyists will be listed in the
Source field.
Contribution – Party
Unit
For contributions from political
party units that are registered with
the Board
Party Units will be listed in
the Source field.
Contribution –
Political Committee/
Fund
For contributions from political
committees or political funds that
are registered with the Board
Political Committees/Funds
will be listed in the Source
field.
Contribution –
Principal Campaign
Committee
For contributions from principal
campaign committees that are
registered with the Board
Principal Campaign
Committees will be listed in
the Source field.
Contribution – Other
For contributions from an entity
that is not a person and is not
registered with the Board
Campaign finance law puts
many restrictions on these
contributions. Contact the
Board for instructions.
Contribution – Other
– Each $20 or Less
For a pool of contributions for
which you may not know the
identity of each donor but you
know that each donation is $20 or
less.
Used for fundraisers where
small cash donations are
accepted and individual
donors are not recorded
Contribution Anonymous
For individual contributions of
more than $20 where the donor is
not known.
These contributions must not
be retained. They must be
forwarded to the Board.
Contact the Board for
instructions.
14
Receipt Type
Options
Explanation of Use
Notes
Miscellaneous
Income – Interest
Miscellaneous
Income – Sale of
Assets
Miscellaneous
Income – Other
3.
Loan Receipt –
Committee
Borrowing
For receipt by the committee of
the proceeds of a loan
Loan Receipt –
Repayment of Loans
Made by the
Committee
For a receipt in repayment of a
loan that the committee made to
another Entity
Return of
Contribution Made in
a Prior Year
For contribution made by the
committee to another registered
Entity in a prior year that is
returned
Public Subsidy
Payment – for
Principal Campaign
Committees only
For receipt of Public Subsidy
Payments from the Board in an
election year
The loan must first be set up
in CAMPAIGN FINANCE
REPORTER. See Loan Activity
Tab to the Source field. From the drop-down menu, select the Source. Scroll or
arrow through the list, highlighting the Source and hit Enter, or begin to type the
name, last name first, and select when the correct name is highlighted.
If the Entity you are seeking is not yet established – that is, doesn’t appear in the
Source field drop-down menu – you will set up a new Entity using the Entity
Maintenance Form. In the Source field, enter the last name, capitalizing the first
letter. Hit Tab to move into the Entity Maintenance Form and follow the
instructions. Refer to Establish Your Entities for complete information. When the
new Entity is completed in the Entity Maintenance Form and you close, you will be
returned to the Receipts Form.
4. Hit Tab to move to the Amount field. Enter the receipt amount.
5.
Hit Tab to move to the Receipt Date field. Enter the date you received the donation.
Enter the date in the format MM/DD/YY with leading zeroes where needed – for
example 01/08/04 for January 8, 2004. Enter the numbers only; the separators are
preformatted.
6.
Hit Tab to move to the Fundraiser field. Use this field only if you have already set
up fundraisers in your system and wish to track receipts in relation to particular
fundraisers.
7.
Hit Tab to move to the Deposit Date field. This is an optional-use field in
conjunction with the bank reconciliation features of CAMPAIGN FINANCE REPORTER. If
you plan to use the reconciliation feature, change the default to the correct receipt
deposit date. If not, ignore this field.
15
8.
Hit Tab to move to the PCR Number field. This field appears on the Receipts form
only for Principal Campaign Committees and Political Party Units. The field is used
for Political Contribution Refund receipts, which can only be issued by principal
campaign committees and party units.
If you manually issue Political Contribution Refunds, enter the receipt number here.
If you use CAMPAIGN FINANCE REPORTER’s automatic PCR receipt function, leave the
field blank. CAMPAIGN FINANCE REPORTER will complete the field data when it issues
the receipt.
9.
Click New to save the current Receipt form and present another blank form for
completion. Or click OK to save the current form and exit the receipts form.
Joint Contributions
If you select a Source that is a Joint Entity – that is, a person who has previously been
established as a joint contributor – the Joint Entity checkbox will be activated on the
Receipts form.
If you check the Joint Entity checkbox, it denotes a joint contribution for this receipt.
Press the space bar to check or uncheck the Joint Entity checkbox.
When the Joint Entity checkbox is checked, the Joint Source tab on the Receipts form is
enabled. Switch to the Joint Source tab to verify the joint source and the contribution
amount. CAMPAIGN FINANCE REPORTER defaults to split the contribution equally between
two joint contributors. You can modify the split if equal amounts are not correct.
Click New to save both parts of the joint contribution and keep the form open for
another receipt. Or click OK to save the current form and exit the receipts form.
In Kind Contributions
If you activate the In Kind checkbox on the Receipt form, the In Kind Description text
box becomes enabled. Enter the description of the goods or services received in the In
Kind Description box.
Note that you must record the use (expenditure or contribution to another registered
entity) of an in kind receipt in the same period that it is received. If you attempt to
save, by clicking New or OK, the in kind contribution before recording the
corresponding expenditure, CAMPAIGN FINANCE REPORTER will remind you with a notice.
Refer to Record Expenditures for more information about recording in kind
expenditures.
Loan Receipts – Committee Borrowing
To use the receipt option called Receipt Type Loan Receipts – Committee Borrowing, a
loan must first have been established in the records. The procedure to establish a loan
(Loan Payable) in CAMPAIGN FINANCE REPORTER is described in Loan Activity.
When the loans are established, use the Receipt Type Loan Receipts – Committee
Borrowing form to record receipt of the funds. When you reach the Loan field of the
16
form, the drop-down menu will show all loans that have been established for the
committee.
Lookup Form to Review Receipts
Click on the Lookup or Look button to review receipt entries. The Receipts Lookup form
includes a line for each receipt transaction that has been entered. The default sort
order is Donor Name. Change the order by moving to another column heading and
clicking.
When you change the sort order, you also change the Find By criteria. So, for example,
if you changed the sort order from Donor Name to Source Type, you would find only
Source Type entries through use of the Find By box. The Receipts Lookup form will
automatically reset to the Donor Name sort order when it’s opened next.
Record Contributions
Made by the Committee
In CAMPAIGN FINANCE REPORTER, Contributions refer to transactions of money, or in kind
goods or services, given by the committee to other Registered Entities. Similar
transactions made to unregistered Entities are Expenditures.
To record contributions to Registered Entities, open the Contributions Form by
selecting menu items Record Keeping/ Contributions. Select the type of contribution
from the drop-down menu. The three types are described in the table.
Contribution
Types
Explanation of Use
Cash
Contribution
Money given directly to a
Registered Entity
In Kind
Contribution
Goods or services given
directly to a Registered Entity
Approved
Expenditure
Payment to a third party for
goods or services that benefits
the recipient committee
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Notes
Approved Expenditures require
prior approval by the recipient
committee’s treasurer if the
amount is over $20.
Recording a Cash Contribution
1.
Select Record Keeping/ Contributions
2.
Select Cash option. The Cash Contributions Form will open.
3. Recipient Type defaults to Principal Campaign Committee, the usual recipient of
contributions. For other recipient types, use the mouse or shortcut key to change.
4.
Hit Tab to move to RegNum (registration number) field.
If the recipient’s RegNum is available, enter the number. When the number is
entered, the Source field will be automatically filled with the recipient’s name.
Check that the correct name has been filled in.
If the RegNum is not available, Tab to the Recipient field. From the drop-down
menu, select the Recipient. Scroll or arrow through the list, highlighting the
Recipient and hit Enter, or begin to type the name and select when the correct
name is highlighted.
Only Registered Entities can receive contributions. Select from the list.
5.
Hit Tab to move to the Contribution Amount field. Enter the amount.
6.
Hit Tab to move to the Contribution Date field. Enter the date in the format
MM/DD/YY with leading zeroes where needed – for example 01/08/04 for January
7, 2004. Enter the numbers only; the separators are preformatted.
7.
If you are not using Bank Reconciliation feature of CAMPAIGN FINANCE REPORTER,
accept the default deposit date and click either OK to save the Contribution and
close the form or New for another blank form. If you will be using the Bank
Reconciliation feature, enter the date you will deposit the contribution in the Bank.
Recording an In Kind Contribution
1.
Select Record Keeping/ Contributions
2.
Select In Kind. The In Kind Contribution form will open.
3.
Hit Tab to move to Recipient Type.
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4.
Hit Tab to move to RegNum (registration number) field.
If the recipient’s RegNum is available, enter the number. When the number is
entered, the Source field will be automatically filled with the recipient’s name.
Check that the correct name has been filled in.
If the RegNum is not available, Tab to the Recipient field. From the drop-down
menu, select the Recipient. Scroll or arrow through the list, highlighting the
Recipient and hit Enter, or begin to type the name and select when the correct
name is highlighted.
Only Registered Entities can receive contributions. Select from the list.
5.
Hit Tab to move to the Contribution Amount field. Enter the amount.
6.
Hit Tab to move to the Contribution Date field. Enter the date in the format
MM/DD/YY with leading zeroes where needed – for example 01/08/04 for January
8, 2004. Enter the numbers only; the separators are preformatted.
7.
Check the “In Kind Receipt” or the “Goods on Hand” checkbox to indicate what you
will use as the source of the in kind contribution. The source is either goods or
services that you received this year (in kind receipt) or goods or services that you
received in a prior year (goods on hand).
If you select In Kind Receipt, select the goods or services you are donating
from the Goods drop-down menu.
If you select Goods on Hand, type a description of the goods or services in the
Goods text box.
8.
Click OK to save your in kind contribution and close the form or New for another
blank form.
Recording an Approved Expenditure
1.
Select menu items Record Keeping/Contribution/Approved Expenditure. The
Approved Expenditure form opens.
2.
Select the Recipient Type
3.
Tab to RegNum, Recipient, Amount, and Date fields and complete the items. If the
approved expenditure benefits more than one recipient, the amount you enter
should be the dollar amount of the approved expenditure that is allocated to this
recipient. Refer to Multiple Transactions in 8 below.
4.
Tab to the Vendor box. From the drop-down menu, select the vendor to whom the
payment was made. You may jump to the Entity Maintenance Form to set up a
new vendor.
5.
Tab to the Explanation box. Enter a description of the goods or services. This
explanation should be sufficiently detailed to meet campaign finance reporting
requirements.
6.
Tab to Written Approval on Hand checkbox. If the approved expenditure is more
than $20, you must have prior written approval from the recipient’s treasurer on
hand. Check the checkbox if you have the approval on hand. If you do not, the
19
approved expenditure will be in violation of campaign finance law. The contribution
should not be made until the approval is obtained.
7.
Options to indicate payment.
If the expenditure has not been paid but is on a credit card or charge card,
Tab to the Unpaid Bill checkbox and check.
If the expenditure will be paid and you want CAMPAIGN FINANCE REPORTER to issue
a check when you print the next check batch, check the System Check
checkbox.
If the expenditure is paid and you issued a hand written check for this
transaction, enter the check number in the Check # field. This step is optional.
With the check number entered, you will be able to use the bank reconciliation
functions of CAMPAIGN FINANCE REPORTER.
8.
Options that depend on the number of recipients.
If this approved expenditure benefits a single recipient named on the form,
click OK to save the transaction and close the form.
If the approved expenditure benefits multiple recipient Entities, you will
continue using the Multiple Transactions (Multi Txn) feature. Make sure that
the amount listed on this form is the correct amount allocated to the named
recipient only.
Approved Expenditures – Multiple Transaction (MultiTxn)
9.
Click the MultiTxn button to save the transaction. The current transaction is saved
and the form is kept open for the next recipient. Data that is not likely to change
from one recipient to the next is pulled forward in the form, including payment
information.
10. Select the next recipient for this approved expenditure from the drop-down menu.
11. In the Amount field, the amount entered should be the dollar amount of the
approved expenditure that is allocated to this recipient. CAMPAIGN FINANCE REPORTER
adjusts the Total Check Amount to reflect the sum of the transactions among all
recipients to be paid on this check.
12. Click the MultiTxn button to save the transaction. Repeat these steps for other
recipients in the Multiple Transaction.
13. For the last recipient, after entering the data, click the New button to save the
transaction and keep the form open, or the OK button to save and close the form. Record Expenditures
Expenditures include all uses of money, goods, or services in payment to entities that
are not registered with the Board. Similar transactions with respect to Registered
Entities are Contributions (see Chapter 7). To record Expenditures:
20
•
Open the Expenditures form by selecting menu items Record Keeping/
Expenditures.
•
Select the type of expenditure you are going to make. The expenditure type
options are shown in the table below.
Expenditure Types
Explanation of Use
Cash Expenditure
Money paid directly to an
unregistered entity
In Kind Expenditure
Goods or services paid
directly to an unregistered
entity
Independent Expenditure
Payment to a third party for
goods or services to affect
the nomination or election of
one or more registered
candidates
Notes
Independent Expenditures must
be made totally independent of
any benefited entity (registered
candidate or candidates). If it is
not independent, it will be deemed
to be an Approved Expenditure.
Recording Cash Expenditures
To record a cash expenditure (money paid directly to an unregistered entity), after
opening the Expenditures form as noted above:
1.
Select the Cash option. The Cash Expenditures form will open. The Payee Type
defaults to Business (the most common payee type for a cash expenditure).
2.
If you are recording an expenditure to an individual or a registered entity, change
the Payee Type using a shortcut key or the mouse.
3.
Tab to the Payee drop-down menu and select the Payee, or jump to the Entity
Maintenance form to set up a new payee entity.
4.
Enter the Amount and the Date.
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5.
Select the description for the expenditure from the Description menu. The
descriptions provided show sufficient detail, in most cases, for campaign finance
reporting purposes. If more detail is needed, CAMPAIGN FINANCE REPORTER will advise
you to enter more information in the Explanation text box.
Sub-Accounts. If you want to track expenditures at a greater level of detail than
provided by the basic Expenditure categories, you can create subcategories by
selecting menu items Tools/Setup/SubAccounts-Budget. The Budgeting and
SubAccounts Form allows you to set a budget amount for each account and
subaccount and to monitor actual versus budget spending. Subaccounts will be
displayed on your user reports but will not be reported to the Board. Board reports
include only the top-level information. See the campaign finance help system for
more information.
Explanations. If prompted by CAMPAIGN FINANCE REPORTER, or if you want to add it
for your own purposes, you can make an entry in the Explanation text box. The
explanation you enter will be reported to the Board.
Option: eliminate expenditure categories you don’t use. You can eliminate
categories you don’t want to use by selecting menu items Tools/Setup/Expenditure
Descriptions. If you don’t want to see a description in the Description menu,
uncheck it in the Expenditure Description Setup form. You cannot create new first
level categories.
5.
Complete the Noncampaign Disbursement/ Ballot Question fields. The
noncampaign disbursement check box appears only for Principal Campaign
Committees.
Certain expenditures are always campaign expenditures; others are always
noncompaign disbursements; others may be either type, depending on the use of
the expenditure.
When the category is clear from the expenditure description selected, CAMPAIGN
FINANCE REPORTER will automatically set the status of the Noncampaign
Disbursement Checkbox.
When a determination must be made, the Checkbox will be shown enabled
(not dimmed) and not checked. The treasurer must determine whether the
expenditure should be recorded as a campaign expenditure or a noncampaign
disbursement.
If the expenditure is determined to be a noncampaign disbursement:
Check the noncampaign disbursement check box.
Select a noncampaign disbursement category from the menu. If the category
you think applies does not appear in the drop down menu, it may be that the
expenditure cannot be treated as a noncampaign disbursement. Check the
CAMPAIGN FINANCE REPORTER help system first, then if needed contact the Board
office.
Ballot question. If the expenditure purpose is to influence a ballot question,
check the Ballot Question box and identify the specific ballot question in the
Description text box.
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7.
If the expenditure was not paid for, but is on credit or on a charge card, check the
Unpaid Bill checkbox.
8.
Other fields are available for use on the Cash Expenditure Form:
Fundraisers. If you have set up fundraisers in your Committee records, cash
expenditures can be related to a fundraiser by selecting from the Fundraiser
menu.
Loans. If you selected a loan payment as the expenditure description, the loan
menu will become available. Select the loan associated with the payment.
Reimbursing Expenditure. If the expenditure was to an individual and was used
to reimburse that person for various expenses, check the Reimbursing Expenditure
box. Use the text box below to list the types of things that were reimbursed and
the dollar amount for each reimbursement. This information is required for
reporting a reimbursing expenditure.
9.
Click OK after using the check writing and bank reconciliation features.
Recording In-Kind Expenditures
In most cases, you would have recorded the use (expenditure) of an in-kind receipt at
the time you recorded the receipt, accessing the In Kind Expenditure form from the
receipt. However, if you did not record the use (expenditure) of an in-kind receipt
when you received it, and the goods and services are used for your committee’s
purposes, you can record its use on this form. In the less frequent case where the use
(expenditure) of an in-kind receipt is donation to another registered committee, the
transaction would be recorded as an in-kind contribution (see Chapter 7).
To record an in-kind expenditure, follow these steps:
1.
Select menu items Record Keeping/ In-Kind. The In Kind Expenditure form will
open.
2.
Tab once to the Goods menu. The list shows all in-kind receipts in your system for
which the corresponding expenditure has not been recorded. If no in-kind receipts
are shown in the list, no in-kind expenditures can be recorded (an in-kind
expenditure must record the use of an in-kind receipt). Assuming you have in-kind
receipts on the menu list:
3.
Select from the menu the item showing goods that are the subject of the in-kind
expenditure. CAMPAIGN FINANCE REPORTER will automatically fill in the Source,
Amount, Date from information you recorded for the in-kind receipt. Although the
date or amount can be changed, you would as a rule want to record the
expenditure of the full amount of the in-kind receipt.
4.
Tab to Description and select an expenditure category.
5.
If you want to supplement the description, tab to the Explanation field and enter
the additional information.
6.
If you want to associate the in-kind expenditure with a particular fundraiser, tab to
the Fundraiser field and make the selection.
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7.
Complete the Noncampaign Disbursement/ Ballot Question fields. The
noncampaign disbursement check box appears only for Principal Campaign
Committees. Certain expenditures are always campaign expenditures; others are
always noncompaign disbursements; others may be either type, depending on the
use of the expenditure.
When the category is clear from the expenditure description selected, CAMPAIGN
FINANCE REPORTER will automatically set the status of the Noncampaign
Disbursement Checkbox.
When a determination must be made, the Checkbox will be shown enabled (not
dimmed) and not checked. The treasurer must determine whether the expenditure
should be recorded as a campaign expenditure or a noncampaign disbursement.
If the expenditure is determined to be a noncampaign disbursement:
Check the noncampaign disbursement check box.
Select a noncampaign disbursement category from the menu. If the category
you think applies does not appear in the drop down menu, it may be that the
expenditure cannot be treated as a noncampaign disbursement. Check the
CAMPAIGN FINANCE REPORTER help system first, then if needed contact the Board
office.
Ballot question. If the expenditure purpose is to influence a ballot question, check
the Ballot Question box and identify the specific ballot question in the Description
text box.
8.
Click OK to save the in-kind expenditure and close the form.
Recording Independent Expenditures
The Independent Expenditure form is similar to the Cash Expenditure form, with
additional fields to record information about the affected candidate(s).
You must record use a separate line for each candidate that is affected by an
independent expenditure – even if the expenditure is paid to a single vendor with a
single check. The Multi-Part Transaction form (explained below) is used to record
multi-part transactions.
To record an Independent Expenditure (payment to a third party for goods or services
to affect the nomination or election of one or more registered candidates), follow these
steps:
1.
Select menu items Record Keeping/ Expenditure/ Independent Expenditure. The
Independent Expenditure form opens.
24
2.
Select the Payee Type. Record the Amount, Date, Description, and Explanation
fields.
If the independent expenditure affects more than one vendor (payee), the amount
recorded should be the portion of the total independent expenditure paid to this
vendor.
3.
Tab to the registration number (RegNum) field in the Affected Entity frame. Enter
the registration number, if known. If needed, look up the registration number by
tabbing to the Affected Entity drop-down menu and selecting the candidate by
name.
4.
Tab to the For/Against frame. Select the option that denotes whether the
expenditure is for or against the affected candidate.
5.
If the independent expenditure was not paid for, but is on credit or on a charge
card, check the Unpaid Bill checkbox.
If the independent expenditure will be paid and you want CAMPAIGN FINANCE
REPORTER to issue a check when you print the next check batch, check the System
Check checkbox.
If the independent expenditure is paid and you have issued a handwritten check
for the transaction, you may enter the check number in the Check # field. This is
optional, but without the check number, you would not be able to use the bank
reconciliation functions of CAMPAIGN FINANCE REPORTER.
6.
If the independent expenditure affects only the single candidate named on the
form, click OK to save the transaction and close the form.
If the independent expenditure affects more than one candidate, first verify that
the Amount listed is the amount that affects the candidate named on the form,
then continue:
25
Multiple Candidates Affected (MultiTxn)
7.
Click the MultiTxn button to save the transaction, keep the form open for the next
affected candidate, and retain data that should be carried forward. The
Independent Expenditure form stays open so you can select the next candidate.
8.
Select the next candidate affected by this independent expenditure. Notice that
the contents of certain fields have been carried forward – these are fields that tend
to stay the same for multi-part independent expenditures.
9.
Review the Amount field entry. If the independent expenditure is not to be
allocated equally among the affected candidates, you will need to adjust the
amounts. Enter the correct amount for this and each subsequent affected
candidate. The total of the Amounts for all affected candidates will be the total
independent expenditure for the transaction.
10. Review the check payment information. The check reference number (Chk Ref #)
is carried forward, signifying that the transaction will be paid on the same check as
other transactions with this number. Notice that the total check amount is
adjusted automatically as parts are added or removed from the multi-part
transaction.
11. After all multi-part entries are completed, click Cancel to close the Independent
Expenditure form.
Paying Charge Accounts and Unpaid Bills
Use this menu item only for transactions previously entered in your records as Unpaid.
These are typically transactions that have been put on a charge card or made on
account with a vendor.
On the other hand, as noted above, to record payment of transactions Paid at the time
of the expenditure, use the appropriate Expenditure or Contribution form, be sure that
the Paid checkbox is checked, and record the payment amount when you record the
transaction.
Payments on previously unpaid bills are recorded using the Payment Maintenance
form. Follows these steps to record payments on previously unpaid bills:
1.
Select menu items Record Keeping/ Payments to open the Payment Maintenance
form.
26
2.
Tab to the Payee drop-down menu. Select the Payee for the payment you wish to
enter.
Payments can only be made for unpaid expenditures that were previously recorded
on the Expenditures or Approved Expenditures forms. Therefore, payees listed in
the drop-down menu are only those for whom your committee shows unpaid
balances.
You cannot record a payment if there is no unpaid bill to match against in your
records. Additionally, you cannot create new unpaid bills from the Payments form.
If you have multiple unpaid bills for the same payee, you can select the one you
want based on the amount of the original expenditure, which is displayed in the
Payee menu.
When you select a payee, CAMPAIGN FINANCE REPORTER will populate the Payments
form with the name of the original vendor (which will be different from the payee if
you used a credit card), details of the original expenditure, and the total of prior
payments. To view the payments history of this unpaid bill, click Other Payments
at the top of the form. Before proceeding, check that Vendor, Date Incurred,
Expenditure Amount, and other information provided by CAMPAIGN FINANCE REPORTER
from your records are correct.
3.
Tab to Date of Payment. This is an optional field, probably useful for your records.
The information is not reported to the Board.
4.
Tab to Amount of Payment and add the information. You can record a payment of
any amount toward this Unpaid Bill; CAMPAIGN FINANCE REPORTER will warn you if the
amount you enter would overpay a bill.
5.
If you are using the Bank Reconciliation feature and issuing a handwritten check,
enter the check number. Check information is optional but is necessary for the
bank reconciliation functions.
6.
To save the payment transaction, click the appropriate button at the bottom of the
form:
27
Click OK if this is the only payment you want to enter. This saves the information
and closes the form.
Click New if you want to record payments to other Payees.
Click MultiTxn if you want to record additional payments to the same payee.
Loan Activity
Loan activity must be completely and accurately reported to the Board. In CAMPAIGN
FINANCE REPORTER you can set up loans and track receipts, payments, and interest. Each
of your loans and its activities must be recorded.
CAMPAIGN FINANCE REPORTER recognizes loans payable resulting from Committee
Borrowing. Loans Receivable are accommodated by CAMPAIGN FINANCE REPORTER;
however, candidates may not make loans to other committees.
To record activities for a Loan Payable, follow these steps:
Set up a loan
1.
Select menu items Edit View/ Loan. The Loan form opens. The default type is
Payable.
2.
Tab to the Date Field. Enter the loan origination date.
3.
If the information being entered is for a loan that originated in a prior year, enter
the principal balance owing at the end of the most recent past year.
Prior year loans should be entered in the first year that you use CAMPAIGN FINANCE
REPORTER. CAMPAIGN FINANCE REPORTER will carry over unpaid loans from year to year
after that.
4.
Check the Written Agreement on Hand checkbox if you have a written loan
agreement.
28
Campaign finance law requires that there be a written loan agreement on hand for
every loan. If you do not have a written loan agreement, you should execute one
with the lender before accepting loan proceeds.
5.
Tab to the Description field. Enter a short description to identify the loan.
6.
Tab to the Lender field. Select the lender from the menu or set up a new entity for
the lender. Refer to the Entity Maintenance section for instructions to set up a new
entity by jumping to the Entity Maintenance form.
If you set up a new entity that is a financial institution, check the Financial
Institution checkbox on the Entity Maintenance form. This is important so that
CAMPAIGN FINANCE REPORTER applies the correct receipt limits rules to the lender.
7.
Tab to the Add button. The Add and the Delete buttons are used for loan
endorsers. A loan endorser is a co-signer on the loan who guarantees repayment.
To add an endorser, click the Add button. Campaign Finance Reporter moves to
the Endorsers menu box, which shows all individuals currently in your records.
Select the person to add as an endorser. The Entity Maintenance form is used to
set up a new endorser. Repeat the process for additional endorsers.
8.
Click OK to save the completed loan.
Generate loan reports
To print a detailed report about a loan:
1.
Use the Lookup button to bring the chosen loan into the Loan form.
2.
Click the Loan Report button to preview the loan report. Print the report from the
preview screen.
Delete a loan
If you want to remove information about a loan before you save it (that is, save by
clicking OK or New), click the Clear or Cancel button. The Delete button is unavailable
(dimmed) before a loan is saved.
If you want to delete a loan that has been saved, bring the loan into the Loan form
using the Lookup button. Then click the Delete button.
Forgiven loans
If a lender forgives repayment of a loan balance, the information must be recorded so
that CAMPAIGN FINANCE REPORTER can accurately report the transaction to the Board.
1.
Using the Lookup button, bring the subject loan into the Loan form.
2.
Check the Forgiven checkbox and fill out Amount and Date in the Forgiven frame.
CAMPAIGN FINANCE REPORTER processes current year and prior year loans forgiven as
shown in the table below. “Current year loans forgiven” refers to loans that were taken
29
out this year and forgiven later this year. “Prior year loans forgiven” refers to loans
taken out in a prior year and forgiven this year.
Loan
Year
Effect
CAMPAIGN FINANCE
REPORTER Processing
Your Actions –
Required Reporting
Current
year loans
forgiven
The amount
forgiven
constitutes a
contribution
from the lender
in the current
year.
When you check Forgiven
then click OK, you will see a
compliance advisory and
instructions about the
reporting requirement. You
will click Yes, the loan is
saved, and the cash
contribution form opens.
Complete the form.
The amount forgiven must
be included in this year’s
reporting as a cash
contribution.
Prior year
loans
forgiven
The amount
forgiven
constitutes a
contribution
from the lender
in the year the
loan was taken
out.
When you check Forgiven
then click OK, you will see
a compliance advisory and
instructions about the prior
year reporting
requirement.
You must amend the prior
year report and submit it to
the Board. If you used
CAMPAIGN FINANCE REPORTER for
the prior year report, you exit
CAMPAIGN FINANCE REPORTER
and restart it in the prior year
to make the amendment. If
the prior year report was a
paper filing, you must submit
a paper amendment.
Use Automatic
Compliance-Check Assistance
CAMPAIGN FINANCE REPORTER includes compliance check features to help treasurers be
assured that the transactions in their reports do not include violations of campaign
finance laws. The two features are Online Compliance Checking and Batch Compliance
Reporting.
Online Compliance Checking
The requirements of Minnesota campaign finance law and rules are built into the online
Compliance Warning system of CAMPAIGN FINANCE REPORTER. When you see an unfamiliar
Warning, click the Help button for additional information. If you see a Compliance
Warning that you do not understand or think may not be valid for your situation,
contact the Board.
30
CAMPAIGN FINANCE REPORTER will check each transaction as you enter it and notify you
immediately (with a Compliance Warning) of potential campaign finance violations. To
accomplish this result, CAMPAIGN FINANCE REPORTER must always be run in Online
Compliance Checking Mode:
1.
Select menu items Tools/ Options.
2.
On the Compliance tab, verify that the Online Compliance checkbox is checked.
Compliance Warning Form
The Compliance Warning Form appears when CAMPAIGN FINANCE REPORTER detects an
attempt to save a transaction that would result in a campaign finance violation. The
form identifies the transaction and provides a brief description of the problem. The
Compliance Warning Form provides options for the user:
Help: The Help button opens the CAMPAIGN FINANCE REPORTER help system, with a
detailed description of the problem and the campaign finance laws that pertain to
the violation.
Fix/Yes: The Fix/Yes button is used if you have the needed information to decide
and are able to fix the violation at the time the warning is given. Clicking this button
stops the save action and returns you to the transaction form. In some cases, the
Compliance Warning Form will ask if you want to take a particular action. In those
cases, this button represents the Yes response to the question.
Ignore/No: The Ignore/No button allows you to skip the violation and continue
saving the transaction. Using this button allows you to ignore a violation. In some
cases, the Compliance Warning form will ask if you want to take a particular action.
In that case, this button represents a No response to the question.
Be advised that if you don’t fix the violation now or at a later time, it will still exist
when you file a report that contains this transaction with the Board.
Print: The Print button prints a screen shot of the Compliance Warning form. You
can use it as a reminder for future action.
Batch Compliance Reporting
Batch Compliance Reporting examines all transactions in your committee records and
generates a report identifying all violations. The Batch Compliance Report may be run at
any time. The Board recommends that you run this report periodically.
1.
Select menu items Reports/ Batch Compliance.
Before the report runs, you will be offered an opportunity to update your Entity and
other records through a download from the Board. Campaign finance compliance
depends in part on your having current information about lobbyists and registered
Entities. The Board recommends that you routinely download files each month and
before running a Batch Compliance Report.
CAMPAIGN FINANCE REPORTER will examine your records and show progress with a
dialog box.
You can click Cancel at any time during the process.
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When the process is complete, a message will be displayed. If CAMPAIGN FINANCE
REPORTER does not find violations, the message will inform you of that.
2.
Click OK when you have reviewed the message. CAMPAIGN FINANCE REPORTER will then
launch the Reporting System and display the Batch Compliance Report in print
preview mode. Print the report if you want a paper copy.
Batch Compliance Reports
The Batch Compliance Reporting system can create two reports – a Compliance Report
and a Lobbyist Match Report. Review the reports regularly. If you are unable to resolve
the issues raised by these reports, contact the Board for advice.
Compliance Report
The Compliance Report lists transactions that appear to violate campaign finance
requirements. CAMPAIGN FINANCE REPORTER compliance reporting was designed to broadly
identify violation conditions, so it is possible that the Compliance Report may include
items that are not violations. However, it would be prudent to assume that items on the
Compliance Report are violations and determine how they should be resolved.
Lobbyist Match Report
The Lobbyist Match Report is designed to help you avoid a particular type of reporting
problem. Campaign finance requirements may be violated when the same person
appears in the committee records more than once. For example, one person could be
established in committee records as a non-lobbyist Entity twice, or one person could be
established in committee records both as a lobbyist Entity (as a result of a download
from the Board) and as a non-lobbyist Entity by the committee.
CAMPAIGN FINANCE REPORTER cannot diagnose this type of error. The separate entries are
treated as distinct entities with separate contribution limits (a non-lobbyist’s
contributions are not subjected to the campaign finance rules applicable to lobbyists).
But when your report is filed, the Board may discover campaign finance violations have
occurred because two Entities are actually one person. In such a case, the combined
transactions are subject to a single limit and all of the transactions may be subject to
lobbyist rules and potential penalties.
The Lobbyist Match Report provides a list of possible matches to help diagnose and
avoid the potential problem with lobbyist and non-lobbyist entities. The Report is based
on loose match criteria, so in most instances the “possible matches” will not be the
same person.
If the same person is in your records both as a lobbyist and a non-lobbyist, use the
Entity Merge feature of CAMPAIGN FINANCE REPORTER to merge the two entities. Select
Tools/ Entity Merge/ Individual.
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Generate Board Reports
and User Reports
CAMPAIGN FINANCE REPORTER provides two types of reports:
Board reports containing properly formatted information that must be filed with the
Campaign Finance Board for compliance with reporting requirements.
User reports that are much more comprehensive and include information that is not
sent to the Board.
Board reports
To preview or print Board reports:
1.
Select menu items Reports/ Board Reports.
Check boxes along the left side of the form list all of the reports or report groups
available. In some cases, a single check box represents several schedules. For
example, for a Principal Campaign Committee, the A1 schedules include separate
schedules for individual contributions, lobbyist contributions, party unit
contributions and other contribution groups. For political committees and funds,
which do not split out contribution groups by donor type, the A1 check box
represents a single schedule of all contributions received.
For committees that are not principal campaign committees, the report selection
for “Carry Forward/Rtn. Of Pub Sub” will not appear, as this report is relevant only
to principal campaign committees.
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2.
Check the boxes next to the report schedules that you want to preview or print.
Use the Select All button if you want all of them. Use Select None to clear your
selections.
3.
Select one of the options in the Reporting Period frame in the upper right corner.
The default is the next report due in a filing period. For a year in which only one
report is due, the default option cannot be changed.
4.
Click Print Preview to preview the reports.
The CAMPAIGN FINANCE REPORTER Reporting System will open and preview the first set
of reports. From the preview screen, you can either print or close the reports.
Select menu options File/ Print to print any report.
Click the X in the upper right corner of the individual report to close a report
being previewed.
You must click the X in the upper right corner of the Reporting System
window to close the Reporting System and return to the Application.
5.
Click Print (instead of Print Preview) if you want to print without previewing first.
The CAMPAIGN FINANCE REPORTER Reporting System will open, print, and then
automatically close.
Additional features on the Board Reports form
Certain buttons (Create Board Report and Notes) and frames (Special Report Indicators
and Treasurer Certification) are used for electronic filings with the Board. Electronic
filing is the subject of the next chapter.
User Reports
CAMPAIGN FINANCE REPORTER User Reports allow you to see all of your data organized in
various ways. As noted above, Board Reports provide a more limited view – only data
that would be sent to the Board. Follow these steps to utilize User Reports:
1.
Select menu items Reports/ User Reports.
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The user reports applicable to your committee type will be presented as options.
Here is a summary description of the reports:
User Report
Current Year
Donors
Contributing
Less Than Limit
Description
For principal campaign committees. The report lists all entities in your
committee records that have donated to your committee but are not yet at
the contribution limit.
Committee
Summary
Recap of all activity in your records. Displays year-to-date activity when run
from the User Reports form. (Same as Committee Transaction Summary in
Board Reports.)
End of Day
Report
All receipt and expenditure activity in your records. Can be run every day to
show transactions for a single day. However, default time period is year-todate. Selection criteria within the report are available to isolate (filter) time
periods, types of transactions, and dollar ranges.
Expenditures
The expenditures-only portion of the End of Day Report. Defaults to all
expenditures in the records and year-to-date. Selection criteria are
available to tailor the report for many subsets of the expenditure data.
Receipts
The receipts-only portion of the End of Day Report. Defaults to all receipts
in the records and year-to-date. Selection criteria are available to tailor the
report for many subsets of the receipts data.
Fundraiser
Report of all fundraisers in the records. For a single fundraiser, open the
Fundraiser form, use the Lookup button to call up the specific fundraiser,
and click Print.
PCR Receipts
Issued
For principal campaign committees and party units. Reports all
contributions in your committee records for which political contribution
refund (PCR) receipts have been issued.
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User Report
Special Source
Contributions
Description
For principal campaign committees. Lists all contribution receipts in your
committee records that come from donors who meet the definition of a
special source. As such, their contributions are subject to the special source
aggregate limit. The report shows current status in relation to the limit,
including if applicable what contributions to return if the committee has
gone over the limit.
2.
Select the report sort order using the option button. Most reports have two choices,
one of which has been selected as the default. For example, if the End of Day
Report has been selected, the Sort by Date option is the default.
3.
Click the Selection Criteria button (only available for reports to which criteria can
be applied). The Selection Criteria form opens.
4. Depending on the report selected, certain fields will be available for use and others
will be unavailable (the latter will be dimmed).
5.
Set the criteria that you want to apply. Depending on the repot selection, available
selection criteria may include the following:
Criteria
Amount
Select transactions of any amount (All), or an amount greater than a cutoff that
you establish, or within a range that you specify.
Transaction
Date
Specify that you want transactions only for the current system date, or for yearto-date, or for a date range that you specify – based on the transaction date.
Expenditure
Type
Specify only campaign expenditures or only noncampaign disbursements.
(Relevant only to principal campaign committees since other committees do not
distinguish between these types.)
Contribution
Made To
Specify the type of entity to which you made the contributions.
User Name
6.
Description
If unique user names have been assigned where more than one person works
on the committee data, this can be used to report on transactions for each user.
Large committees are more likely to use this feature.
Receipt
Deposit
Date
Specify that you want transactions based on the receipt deposit date. The report
can be useful for bank statement reconciliation.
Receipt
Type
Specify one or more of the receipt types: Contribution Receipts, Loan Receipts,
and Other Receipts.
Receipt
Source
Specify the type of entity that was the source of the receipt. You may select one
or more entity types.
Select Print (selection criteria) if desired. The Print button on the selection criteria
form does not print the report. It prints a screen shot of the selection criteria form
– a record of the criteria applied that can be attached to the resulting report.
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7.
Click OK on the Selection Criteria form to return to the User Reports form.
8.
Click Print Preview to preview the reports.
The CAMPAIGN FINANCE REPORTER Reporting System will open and preview the first set
of reports. From the preview screen, you can either print or close the reports.
• Select menu options File/ Print to print any report.
• Click the X in the upper right corner of the individual report to close a report
being previewed.
• Click the X in the upper right corner of the reporting system window to close the
CAMPAIGN FINANCE REPORTER Reporting System.
9.
Click Print (instead of Print Preview) if you want to print without previewing first.
The CAMPAIGN FINANCE REPORTER Reporting System will open, print, and then
automatically close.
File Electronically
Creating and filing the electronic Report of Receipts and Expenditures has two steps:
(1) electronic compliance checking and final review of a paper copy before submission,
and (2) generation and submission of the electronic report to the Board.
Note that the Board will send you an e-mail confirmation of receipt of your
electronically filed report when staff members process the report – if you have
provided your return e-mail address on the Edit View/ Committee/ Maintenance
screen.
Compliance check and final review
A batch compliance report and the final review of a paper copy will help to ensure
complete and accurate reports are ready for submission.
Batch compliance
The batch compliance report will tell you if the report you are about to file discloses
campaign finance violations. Correct any problems that you can before filing. Use the
Help function, and then call the Board office if needed.
1.
Select menu items Reports/ Batch Compliance.
Before the report runs, you will be offered an opportunity to update your Entity and
other records through a download from the Board. Campaign finance compliance
depends in part on your having current information about lobbyists and registered
Entities. The Board recommends that you routinely download files each month and
before running a Batch Compliance Report.
CAMPAIGN FINANCE REPORTER will examine your records and show progress with a
dialog box.
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You can click Cancel at any time during the process.
When the process is complete, a message will be displayed. If CAMPAIGN FINANCE
REPORTER does not find violations, the message will inform you of that.
2.
Click OK when you have reviewed the message. CAMPAIGN FINANCE REPORTER will then
launch the Reporting System and display the Batch Compliance Report in print
preview mode. Print the report if you want a paper copy.
Print out and review
As a final check before sending the report, print a copy and review it carefully for
problems and violations. What you send to the Board will be constitute your official
report, so this final check is advisable. To preview or print Board reports:
1.
Select menu items Reports/ Board Reports. Checkboxes along the left side of the
form list all of the reports or report groups available. In some cases, a single check
box represents several schedules.
2.
Check the boxes next to the report schedules that you want to preview or print.
Use the Select All button if you want all of them. Use Select None to clear your
selections.
3.
Select one of the options in the Reporting Period frame in the upper right corner.
The default is the next report due in a filing period. For a year in which only one
report is due, the default option cannot be changed.
4.
Click Print Preview to preview the reports. The CAMPAIGN FINANCE REPORTER Reporting
System will open and preview the first set of reports. From the preview screen, you
can either print or close the reports.
• Select menu options File/ Print to print any report.
• Click the X in the upper right corner of the individual report to close a report
being previewed.
• Click the X in the upper right corner of the reporting system window to close the
CAMPAIGN FINANCE REPORTER Reporting System.
5.
Click Print (instead of Print Preview) if you want to print without previewing first.
The CAMPAIGN FINANCE REPORTER Reporting System will open, print, and then
automatically close.
6.
Give the reports a final careful review.
Creating and sending the electronic report
Generating the appropriate reports and sending them electronically to the Board are
the final steps in the process.
38
Create the report
1.
Select menu items Reports/ Board Reports to access the Board reports form.
Verify that the Report Period selected in the frame in the upper right is the current
reporting period.
2.
If your report is a No Change Report, an Amended Report, or a Termination Report,
check the appropriate box in the Special Report Indicators frame.
3.
You must certify the report by entering the name.
Treasurer. Enter the Treasurer’s name in the appropriate fields on the Treasurer’s
Certification frame. The Treasurer must complete the certification by entering his or
her name, exactly as it appears on the Committee Maintenance form (an exact
match, including punctuation, if any, is required). To review this information:
• Select menu items Edit View/ Committee/ Maintenance and review the Treasurer box.
Candidate. For a Principal Campaign Committee, the Candidate may certify a
report in place of the Treasurer.
CAMPAIGN FINANCE REPORTER will verify that the person certifying the report is
authorized. If the person that certified the report is authorized, the Create Board
Report button at the bottom of the form will be activated (no longer dimmed). If
the button remains dimmed, review and, if needed, revise the name of the person
certifying the report.
4.
Check the box that certifies the report to be true and correct. This is the same
certification that you would make when filing a paper report. Do not certify the
report if you do not believe it to be true and correct.
5.
Click the Create Board Report button to generate a file that contains report data to
be sent to the Board. The hourglass icon will appear and remain while your report
is being completed. When finished, a message will be displayed noting the
completion.
39
6.
Click OK to close the report completion message box. The Board Reports form
closes automatically.
Send the report electronically to the Board
1.
Minimize CAMPAIGN FINANCE REPORTER and connect to the Internet.
2.
Select menu items Tools/ File Transfer to open the File Transfer Manager.
3.
Select the Upload Report Files option in the upper right corner of the form. The
frame changes to facilitate your selections to upload the report.
4.
Check the Upload Report checkbox. The menu selection box adjacent to the Upload
Report checkbox becomes enabled.
5.
Tab to the menu selection box and click the arrow on the right side to cause the
menu selections to open.
6.
Select the report that you want to file.
If you do not see the name of the report you want to file in the menu selection box,
it means that the report was not successfully created. Return to the Create the
Report section above and repeat the procedure to create the report you want.
Contact the Board if you encounter difficulties in creating the report.
In the next step, you will send your report to the Board. Do not execute the next
step if you are using test data or are not ready to send the report.
7.
Click the Begin Transfer button to file your report.
The text dialogue box in the center of the File Transfer Manager frame will inform
you of the status as the transfer proceeds. When the transfer is completed,
CAMPAIGN FINANCE REPORTER will give you a message to that effect and a notice that
you can disconnect from the Internet.
8.
Click Cancel to close the File Transfer Manager.
Filing 48 Hour Notice reports
Certain large contributions received by candidates before the primary and general
elections must be reported to the Board within 48 hours of their receipt.
CAMPAIGN FINANCE REPORTER will advise you when you record a contribution that requires
that you send this notice. At the same time, you will be given the option to file the 48hour notice.
The Board recommends that you send the report immediately. However, if you do not
file the report when first advised, you can file later using the File Transfer Manager.
To send the 48-hour notice, follow the procedure noted above in Send the report
electronically to the Board, with slight modifications:
Check the Upload Files box
Check the Upload Unfiled 48 Hour Notices box in the selection box
Click the Begin Transfer button at the bottom of the form.
40
Checking status of transactions subject to the 48-hour notice requirement
Select menu item Reports/ 48 Hour Notice. A form opens that shows the status of
transactions. The Filed checkbox indicates whether the notice was filed or not.
If you file the notice electronically, CAMPAIGN FINANCE REPORTER automatically checks
this box.
If you file manually, you can check the box to inform CAMPAIGN FINANCE REPORTER that
the report was filed.
If you filed either electronically or manually and need to re-file electronically,
uncheck the box and CAMPAIGN FINANCE REPORTER will include the notice when you file
your next 48-hour notices.
Extras
This section contains information about:
Fundraisers
Multi-part transactions
Reissuing checks
Query the Database and Generate Letters
Fundraisers
In CAMPAIGN FINANCE REPORTER, the fundraiser is treated as an additional (optional)
characteristic of a receipt or expenditure. A fundraiser name (which could be a mailing
or an event, as examples) can be associated with receipts or expenditures so that they
can be reported as a group.
For example, a fundraiser called Holiday Dinner could be set up, then selected in the
Fundraiser menu box for receipts and expenditures connected with the event. The
resulting report would detail costs and receipts associated with the dinner.
The concept of a fundraiser is not part of the committee’s reporting obligation, and
fundraiser information is not included with data sent to the Board in a report.
To set up a fundraiser:
1.
Select menu items Edit View/ Fundraiser
2.
Enter the name you want to give to the fundraiser.
3.
Enter the fundraiser date (optional)
4.
Click OK to save
To view information about a single fundraiser:
41
1.
Activate the Lookup button on the fundraiser form.
2.
Select the fundraiser for which you want a report.
3.
Click the Print button when the fundraiser is visible on the Fundraiser form.
To view information about all fundraisers in your records:
1.
Select menu items Reports/ User Reports
2.
Select the Fundraiser option button
3.
Click Print Preview, then Print. Or click the Print button without previewing.
Joint fundraisers
The fundraiser function of CAMPAIGN FINANCE REPORTER also facilitates division of expenses
for joint fundraisers with other registered entities. Refer to the CAMPAIGN FINANCE
REPORTER Help tool under the topic heading Joint Fundraisers. Call the Board if you need
additional assistance.
Multi-Part Transactions
Each form from which you can record an expenditure of money includes a multi-part
transaction button. The forms are: Cash and Approved Expenditure Contributions, Cash
and Independent Expenditures and Payments.
A multi-part transaction is:
a spending transaction
to a single payee
paid with a single check
that must be reported as multiple transactions on a campaign finance report.
In paper-based reporting to the Board, multi-part transactions are manually split into
their components.
CAMPAIGN FINANCE REPORTER provides full support for multi-part transactions including the
ability to write a single check to pay for all parts of the transaction, voiding or reissuing
a check, and separating out parts of the transaction for separate checks. The Multi-Part
Transaction button saves data entered on the form and carries forward the data in
certain fields to the next part of the transaction so that the data does not have to be reentered.
CAMPAIGN FINANCE REPORTER warns if you try to change part of the multi-part transaction
inappropriately. For example, if you have a multi-part transaction established and later
change the payee name on one part of the transaction, you will be warned that this
transaction can no longer be paid on one check. You are not prohibited from making
such changes, but are warned of the consequences to the multi-part transaction.
CAMPAIGN FINANCE REPORTER restricts the changes you can make to a multi-part transaction
once a system check has been issued for the transaction. You can, however, void the
check and set up a transaction for a new check.
42
Reissuing checks
When a check has been issued for a transaction, the record of the transaction such as
payee name and transaction amount cannot be changed. To void and reissue a check
for a transaction:
1.
Use the Lookup button to bring the transaction into the form.
2.
Click the Reissue button.
CAMPAIGN FINANCE REPORTER will clear the check number and the indicator (not visible on
screen) that the check was printed.
You can proceed with the transaction as if the original check had not been issued.
If needed, refer to the CAMPAIGN FINANCE REPORTER Help function for additional assistance
with reissuing checks. Contact the Board office for additional assistance regarding multipart transactions or reissuing checks.
Query the Database and Generate Letters
Users of the CAMPAIGN FINANCE REPORTER software can query from the database using
search/selection criteria, and can generate custom letters and lists from the data.
To generate letters:
1.
Create the text of your letter in the word processor of your choice. This provides
the benefits of spell-check and thesaurus.
2.
From the word processor’s toolbar, Edit/ Select All, and then Copy to capture the
text of your letter
3.
Select Data Merge/ Create Documents. Place your cursor in the work area.
4.
Hit Ctl-V (control key and the letter “v” together). This will paste your letter in the
work area.
5. Replace “changing text” with either Entity Fields or Individual fields of System
fields. The drop down menu lists the available database fields that can be used to
generate multiple letters.
6.
Save the letter with a name of your choice.
7.
Click OK.
8.
Select Data Merge/ Print Documents.
9.
Click Lookup to see the list of previously created letters, which now includes the
new letter by name.
10. Select your letter.
11. Create Selection Criteria (see below).
12. Click Print Preview.
13. Click Print.
14. Close the Reporting System.
43
The Selection Criteria Button appears on several screens that permit you to generate
reports. Selection criteria can be created and saved for future or repeat use. To inquire
from the database using selection criteria:
Drop down lists show the fields from which you may choose selection criteria. Three
elements comprise the selection criteria statement:
Field
Any field that allows search/selection
Operator
Equals, Not Equals, Greater Than,
Less Than, and others
Value
Field contents
A fourth element connects statements: And/Or
Some operators work only with numbers. Only the two operators Matches (=) and
Doesn’t Match (<>) work with descriptive, non-numeric field contents.
You can save your selection criteria to run the same queries in the future and to
review the contents and structure of your queries.
Several examples will illustrate how to use the Selection Criteria:
Example 1: City=Minneapolis (the items in the City field that match
Minneapolis will be selected. In this case, Minneapolis must be capitalized
for a match to occur.)
Example 2: YTD Contribution Amount >=0 (the contribution amount is
greater than or equal to zero)
Example 3: City=Minneapolis AND TYD Contribution Amount >=0 (In this
case, both selection criteria statements must be met for a match to occur.
So only where the City field contents equals Minneapolis AND the
contribution amount is greater than or equal to zero will the items be
selected)
Notice that if OR was used instead of AND to tie the two criteria statements together,
then all items where the City was Minneapolis and all items where the contribution
amount was greater than or equal to zero would be chosen. This would yield a larger
number of “hits” than with the AND connector.
Many more complex combinations of search criteria may be developed to inquire from
your database.
Housekeeping
This section contains these topics:
Backing up your data
Uninstalling and reinstalling CAMPAIGN FINANCE REPORTER
44
Backing up your data
The Board determined that Backup was so important that the function was added to
CAMPAIGN FINANCE REPORTER. The Backup function is quick and easy. Backing up your
data should be done regularly, especially after you have entered a substantial amount
of data into your committee records. To back up your data, follow these steps:
1.
Select menu items File/ Committee/ Backup. The backup form appears. The
committee name, year, and path to the database appear on the form.
2.
If needed, change the To field (the path to the destination where the files will be
backed up).
CAMPAIGN FINANCE REPORTER defaults to the A: drive. For another destination, such as
a network drive or a CD-ROM drive, replace the full path name, including the file
name. You can use the Browse button to search for the folder you want to use.
The file name will be NNNNN_2002_YYYY.zip (where NNNNN is your committee
registration number and YYYY is the committee reporting year.
3.
Click the Save button in the lower right corner of the dialogue box. You will be
returned to the Backup form. The path you selected is now displayed in the To
field.
4.
Click OK to begin the backup.
CAMPAIGN FINANCE REPORTER will display a warning message. Note that this message
is displayed for every backup (whether or not the backup is to a floppy disk). The
message pertains to backup to any removable media (floppy disk, zip drive, etc.).
CAMPAIGN FINANCE REPORTER will not delete data from any hard drive during a
backup.
During the backup, CAMPAIGN FINANCE REPORTER will compress the files. A dialogue
box appears that tells you about the progress of the compression phase (showing
the percentage of the compression process completed). Backup continues after
the compression phase is completed. A dialogue line near the bottom of the form
monitors backup progress.
CAMPAIGN FINANCE REPORTER automatically closes the Backup form when the backup
is completed.
The topic of restoring files is beyond the scope of this user Guide. Consult the
CAMPAIGN FINANCE REPORTER help system for assistance or, if that doesn’t answer
your questions, contact the Board office.
Uninstalling CAMPAIGN FINANCE REPORTER
CAMPAIGN FINANCE REPORTER was installed in two components: Application and Microsoft
Runtime. To uninstall, each component must be removed separately.
Uninstalling CAMPAIGN FINANCE REPORTER will not delete your committee data.
1.
Click Start
2.
Select Settings and Control Panel
45
3.
Double click on Add/ Remove Programs icon in the Control Panel.
4.
Click on the line that says Microsoft Access 2000 SR-1 Runtime.
5.
Click the Add/ Remove button. You will see a dialogue box.
6.
Click the icon next to the text Remove Microsoft Access 2000 Runtime. The
uninstall will take place and you will see a notice that the program was
successfully removed.
7.
Next, click on the line that says CAMPAIGN FINANCE REPORTER in the Add/Remove
Programs dialogue box.
8.
Click the Add/ Remove button to begin the uninstall process. The uninstall will take
place and you will see a notice that the program was successfully removed.
9.
Click OK for any messages to conclude the removal process. You will receive a
message that the main directory where you installed the application cannot be
removed. The reason: this directory still contains your committee data. Click OK to
this message.
If you want to delete the directory that contains your committee data, use
Windows Explorer.
10. Close the Add/ Remove Programs dialogue box. The uninstall has been completed.
Re-installing CAMPAIGN FINANCE REPORTER
In normal circumstances, it should not be necessary to reinstall CAMPAIGN FINANCE
REPORTER. When necessary to reinstall, it is very important to preserve existing
committee data in relation to the new installation. Follow these procedures carefully.
1.
Make a careful note (write down) the installation location of the existing
committee data. The reinstall must be to that location. To identify the location:
Click Start, and then select Programs and CAMPAIGN FINANCE REPORTER.
In the CAMPAIGN FINANCE REPORTER icon group, move the cursor to CAMPAIGN
FINANCE REPORTER program icon.
Click the right mouse button and select Properties.
In the dialogue box, the Start in: text box displays the installation location.
If you have existing committee data and you determine that it will not be possible
to reinstall the application to that original location, contact the Board for
instructions to move committee data to a new install location.
2.
Before reinstalling, complete the uninstall process described above. Both the
CAMPAIGN FINANCE REPORTER application and the Microsoft Access Runtime module
must be uninstalled before proceeding.
3.
Reinstall by following the procedures in Install CAMPAIGN FINANCE REPORTER, which is
Chapter 1 of this user Guide. As noted above, if you have existing committee data,
the reinstall should be to the location you noted in Step 1 above.
Contact the Board if you need assistance with reinstallation.
46
Key Word Index
Page
48 Hour (Notice of Large Contribution) Report
40
Approved Expenditure, Multiple Transaction
20
Approved Expenditure, Recording
19
Automatic Compliance Check
30
Backing up your Data
45
Batch Compliance Reporting
31
Board Reports
33
Board Reports Screen
33
Cash Contributions, Recording
18
Cash Expenditures, Recording
21
Checks, reissuing
44
Committee Maintenance Screen
5
Committee Officers
6
Committee Screen
5
Committee Setup
4
Compare Function
9
Compliance Check, Automatic
30
Compliance Reporting, Batch
31
Compliance Warning Form
31
Contribution Types
17
Contributions Made by the Committee
17
Contributions Screen
18
Contributions, In Kind
18
Contributions, Joint
16
Download Data from Board Server
7
Electronic Filing
37
Entities (Establish)
9
Entities, Registered with Board
13
Entity Maintenance Screen
9
Expenditure Types
21
Expenditures Screen
21
Expenditures, Recording
21
File Transfer Manager Screen (Download Board Data)
47
8
Page
Filing Electronically
37
Fundraisers
41
Fundraisers, Joint
42
Help Systems
1
Independent Expenditures, Multiple Candidates Affected
26
Independent Expenditures, Recording
24
Independent Expenditures Screen
25
In Kind Contributions
17
In Kind Contributions, Recording
19
In Kind Expenditures, Recording
23
Install
2
Joint Contributions
16
Loan Activity
28
Loan Maintenance Screen
28
Loan Receipts – Committee Borrowing
17
Loan Setup
28
Loan Reports
29
Lobbyist Match Report
32
Look button
4
Navigate
3
Receipt Type Options
15
Payment Maintenance Screen
27
Receipts (Recording)
13
Receipts Screen
14
Receipts (Review), Lookup
17
Re-install software
46
Sending Reports to the Board
40
Spouse (Entities)
12
Uninstall software
45
User Reports
34
User Reports Available
36
User Reports Screen
35
48
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