Secretary of State State of Arizona www.azsos.gov e-mail: elections@azsos.gov November 2005 2006 2004 Election Cycle Welcome from the Arizona Capitol in Phoenix. The Secretary of State’s Office publishes this booklet for those interested in how to use our Campaign Finance Software. Your comments about any of our publications are appreciated. JAN BREWER Secretary of State A message from Secretary Brewer A publication of the Arizona Secretary of State’s Office State Capitol, Phoenix, Arizona ailing Address) Capitol Office (M et, 7th Floor Washington Stre . W er 00 nt 17 Ce e ic a 85007 Customer Serv Phoenix, Arizon ue 4285 2. 54 14 N. 18th Aven 2. Phone: 60 a VOTE E TH Phoenix, Arizon 7Toll-free 1-87 6187 83 86 5. Phone: 602.542. 25 TDD: 602. 86 Jan Brewer Fax: 602.542.73 e at St of y ar et Arizona Secr November 30, 20 05 n finance rizona’s campaig A t ou ab e or m for the arning the instructions ur interest in le ns yo ai r fo nt u co yo n io k at an ic Th publ e program. This reporting softwar e. ar finance softw 2006 campaign fice at 602by calling my of ed in ta ob be n n ca wnloaded of this publicatio ication can be do es bl pi pu co is al th on n, ti tio di Ad In addi 7-THE VOTE. ection link. 542-8683 or 1-87 . Refer to the El ov s.g so az w. w w at te from my websi d above. e numbers liste th of e on t ac nt please co her assistance, If you need furt Sincerely, Janice K. Brewer y of State Arizona Secretar ur request to: booklet send yo is th of es pi co e For additional Secretary of Stat Division es ic rv Se n Attention: Electio oor 7t ton Street, h Fl 1700 W. Washing 7 a 8500 Phoenix, Arizon azsos.gov ide Web at www. W ld or W e th Visit us on @azsos.gov e-mail: elections Select Directory of the Arizona SECRETARY OF STATE 1700 W. Washington Street, 7th Floor Phoenix, Arizona 85007 www.azsos.gov Janice K. Brewer Secretary of State (602) 542-0681 Kevin Tyne Deputy Secretary of State (602) 542-0681 Joe Kanefield State Election Director (602) 542-8683 Election Services Toll-free within AZ Fax number E-mail (602) 542-8683 1-877- 843-8683 (602) 542-6172 elections@azsos.gov Campaign Finance Help Desk Campaign Finance Supervisor (602) 364-1562 Campaign Finance Assistant (602) 364-4855 The Office of the Secretary of State is an equal opportunity employer. Requests for reasonable alternate formats and/or accommodations can be made in advance by contacting the Secretary of State coordinator at (602) 542-4285. Campaign Finance Reporting Dates 1. 2. 2006 Pursuant to A.R.S.§§ 16-913(B),(C) and 16-916(D) NAME OF REPORT TIME PERIOD COVERED IN REPORT REPORT DUE BETWEEN January 31 report Nov 23, 2004 through Dec 31, 2005 Jan 1 and Jan 31, 2006 June 30 report Jan 1, 2006 through May 31, 2006 June 1 and June 30, 2006 Pre-Primary report June 1, 2006 through Aug 23, 2006 Aug 24 and Aug 31, 2006 Post-Primary report Aug 24, 2006 through Oct 2, 2006 Oct 3 and Oct 12, 2006 Pre-General report Oct 3, 2006 through Oct 18, 2006 Oct 19 and Oct 26, 2006 Post-General report Oct 19, 2006 through Nov 27, 2006 Nov 28 and Dec 7, 2006 1. This table does not include additional filing deadlines provided for by the Citizens Clean Elections Act. Please see Title 16, Chapter 6, Article 2, available from the Secretary of State’s Office and materials provided by the Citizens Clean Elections Commission. 2. This table does not include additional filing deadlines in effect for standing political committees as required by A.R.S.§16-913(K). Please visit www.azsos.gov or call 602-542-8683 for specialized table. Issued by Janice K. Brewer Arizona Secretary of State Office Revision 01/01/2005 Campaign Finance Software Handbook An Arizona Secretary of State Publication What’s New for 2006 Since the publication of the last version of the Campaign Finance Software, Handbook of Instructions was printed in January of 2004, here are a few highlights of what’s new: If your political committee is registered as a Standing Committee, your committee now only files nine (9) campaign finance reports every year. Previously, Standing Committees reported ten (10) times a calendar year and the duplication of the June 30th filing has been removed. For campaign finance reports with the Secretary of State, your committee may now utilize a commercial delivery service to delivery your filings on disk to the Secretary of State. The date of delivery confirmation constitutes the date of filing. This service is in addition to delivery by the United States Postal Services to achieve timely filing and avoid late fees. The 2006 campaign finance software no longer uses the Write Check/ Make Expenditure screen when paying for an expense as it is incurred. This new feature is named Record an Expenditure and the screen is labeled Enter Expenditure. The updated software also allows a committee the convenience of printing all fields in the Accounts List. Your committee may now view and print a current list of all accounts in List, Accounts by clicking on the print button on the account screen. To aid committee treasurers in data entry input, your committee has the option to turn off the confirmation sounds when entering transactions and expenditures. This feature is located in the Preferences section of the software. A List of Important Dates is now linked to the updated campaign finance software. Through the software, committees may access important dates and deadlines critical to the election filing process. Finally, the updated software contains the new filing periods and filing deadline dates, the campaign contribution limits established for the upcoming election, the biennially adjusted limits for the Citizens Clean Elections Act trigger reporting thresholds, and the ease of use for continued filing of campaign finance reports past November 27, 2006, by including the first filing period for the 2007-2008 election cycle. What’s New for 2006 An Arizona Secretary of State Publication Campaign Finance Software Handbook Table of Contents NOTICES....................................................................................................................................... 1 CAMPAIGN FINANCE REPORTING: LEGAL GUIDELINES .......................................... 2 WHO?........................................................................................................................................................ 2 WHAT?...................................................................................................................................................... 4 WHEN?...................................................................................................................................................... 6 WHERE? .................................................................................................................................................... 8 HOW? ........................................................................................................................................................ 9 CAMPAIGN FINANCE FORMS ............................................................................................. 11 STATEMENT OF ORGANIZATION ............................................................................................................. 12 $500 THRESHOLD EXEMPTION STATEMENT........................................................................................... 16 ANNUAL NO ACTIVITY REPORT ............................................................................................................. 18 TERMINATION STATEMENT .................................................................................................................... 20 CAMPAIGN FINANCE SOFTWARE 2006 USER REGISTRATION ................................................................ 22 TABLES....................................................................................................................................... 27 2005-2006 ELECTION CYCLE CAMPAIGN CONTRIBUTION LIMITS ......................................................... 28 NON-PARTICIPATING CANDIDATE REPORTING ......................................................... 30 "CLEAN ELECTIONS ACT" 2005 BIENNIAL ADJUSTMENTS .................................................................... 31 TRIGGER REPORTING DATES UNDER THE CLEAN ELECTIONS ACT ....................................................... 33 INSTALLING THE CAMPAIGN FINANCE SOFTWARE ................................................. 34 SYSTEM REQUIREMENTS ........................................................................................................................ 34 INSTALLING FROM THE INTERNET .......................................................................................................... 34 INSTALLING FROM CD ............................................................................................................................ 39 SOFTWARE SETUP.................................................................................................................. 43 RUNNING THE CFS PROGRAM ................................................................................................................ 43 CHANGING SYSTEM PREFERENCES......................................................................................................... 43 SETTING UP A COMMITTEE................................................................................................ 48 CHANGING COMMITTEE INFORMATION....................................................................... 49 CHANGING THE FILER IDENTIFICATION NUMBER ................................................... 50 WORKING WITH MORE THAN ONE COMMITTEE ....................................................... 51 DELETING A COMMITTEE................................................................................................... 52 CLEARING ALL DATA ........................................................................................................... 53 EXPORTING AND IMPORTING NAMES ............................................................................ 55 EXPORTING NAMES ................................................................................................................................ 55 IMPORTING NAMES ................................................................................................................................. 55 Table of Contents Campaign Finance Software Handbook An Arizona Secretary of State Publication CHANGING ELECTION CYCLES......................................................................................... 58 TRANSFERRING A COMMITTEE’S PREVIOUS SURPLUS ........................................................................... 58 TRANSFERRING PREVIOUS DEBT ............................................................................................................ 59 TRANSFERRING PREVIOUS LOANS .......................................................................................................... 61 BACKING UP AND RESTORING DATA .............................................................................. 62 BACKING UP YOUR DATA ...................................................................................................................... 62 RESTORING BACK UP DATA ................................................................................................................... 63 VIEWING AND EDITING ACCOUNT ENTRIES ................................................................ 64 VIEWING ACCOUNTS AND THEIR BALANCES ......................................................................................... 64 VIEWING TRANSACTIONS IN AN ACCOUNT............................................................................................ 65 DELETING A TRANSACTION ................................................................................................................... 66 EDITING TRANSACTIONS ........................................................................................................................ 68 VIEWING AND EDITING THE NAMES LIST..................................................................... 70 VIEWING NAMES..................................................................................................................................... 70 EDITING NAMES ...................................................................................................................................... 70 DELETING NAMES ................................................................................................................................... 71 ADDING NAMES ...................................................................................................................................... 73 REPORTING .............................................................................................................................. 74 PRINTING AN AMENDED STATEMENT OF ORGANIZATION...................................................................... 74 CLEAN ELECTIONS FORMS ..................................................................................................................... 74 Application for Certification of a Participating Candidate.................................................. 74 Application to Receive Participating Funds and $5 Qualifying Contribution List .............. 75 VIEWING AND PRINTING PERIOD REPORTS................................................................. 76 PRE-DEFINED REPORTS ........................................................................................................................... 76 CUSTOM REPORTS .................................................................................................................................. 77 PRINTING THE REPORT............................................................................................................................ 78 PREVIEWING THE REPORT ...................................................................................................................... 78 ELECTRONIC FILING ............................................................................................................ 82 DISKETTE FILING .................................................................................................................................... 83 INTERNET FILING .................................................................................................................................... 84 ENTERING COMMON TRANSACTIONS............................................................................ 85 ENTERING TRANSACTIONS FOR A PREVIOUS PERIOD ............................................................................ 85 RECEIVING CONTRIBUTIONS .................................................................................................................. 87 Contributions From Individuals ........................................................................................... 88 Contributions From Committees........................................................................................... 90 Small (Aggregate) Contributions (Of $25 or Less)............................................................... 92 In-Kind Contributions........................................................................................................... 93 Recording In-Kind Contributions ......................................................................................... 93 PRINTING AND PREVIEWING ACCOUNTS LISTS ......................................................... 96 QUALIFYING CONTRIBUTIONS.......................................................................................... 98 Table of Contents An Arizona Secretary of State Publication Campaign Finance Software Handbook RECORDING QUALIFYING CONTRIBUTIONS............................................................................................ 98 PRINTING $5 QUALIFYING CONTRIBUTIONS LIST ................................................................................ 100 PARTICIPATING FUNDING ................................................................................................ 102 PARTICIPATING FUNDING ................................................................................................ 103 RECORDING PARTICIPATING FUNDING ................................................................................................. 103 RECEIPTS OTHER THAN CONTRIBUTIONS ................................................................. 104 RECEIVING INTEREST AND DIVIDENDS ................................................................................................ 104 OTHER RECEIPTS .................................................................................................................................. 105 REFUNDING CONTRIBUTIONS ......................................................................................... 107 REFUNDS TO INDIVIDUALS ................................................................................................................... 107 REFUNDS TO COMMITTEES................................................................................................................... 108 REFUNDING QUALIFYING CONTRIBUTIONS .......................................................................................... 109 EXPENSES, PAYMENTS, AND CREDITS .......................................................................... 110 PAYING FOR AN EXPENSE AS IT IS INCURRED (RECORD EXPENDITURE) ................................... 110 ENTERING BILLS ................................................................................................................................... 112 PAYING BILLS ....................................................................................................................................... 113 PAYING DEBTS FROM THE PREVIOUS COMMITTEE............................................................................... 114 RECEIVING CREDIT FROM A VENDOR ................................................................................................... 115 EXPENDING IN-KIND CONTRIBUTIONS ................................................................................................. 116 INDEPENDENT EXPENDITURES .............................................................................................................. 117 CONTRIBUTING TO OTHER COMMITTEES ................................................................. 120 OTHER DISBURSEMENTS................................................................................................... 122 LOANS, REPAYMENTS AND INTEREST.......................................................................... 124 RECEIVING CANDIDATE LOANS............................................................................................................ 124 REPAYING CANDIDATE LOANS ............................................................................................................. 126 ACCRUING INTEREST FOR CANDIDATE LOANS .................................................................................... 127 RECEIVING NON-CANDIDATE (OTHER) LOANS .................................................................................... 128 REPAYING NON-CANDIDATE (OTHER) LOANS ..................................................................................... 130 ACCRUING INTEREST FOR NON-CANDIDATE OTHER LOANS ............................................................... 131 MAKING COMMITTEE LOANS ............................................................................................................... 132 TRANSFERS OF FUNDS........................................................................................................ 134 TRANSFERS TO ANOTHER COMMITTEE ................................................................................................ 134 TRANSFERS FROM ANOTHER COMMITTEE ........................................................................................... 136 SUBMITTAL OF QUALIFYING CONTRIBUTIONS TO CCEC FUND......................... 138 Table of Contents Campaign Finance Software Handbook An Arizona Secretary of State Publication Notices The Scope of this Handbook This handbook is chiefly intended to help political committees at the state level to understand and comply with the laws of the state relating to campaign finance reporting and to provide some technical assistance and practical guidance on how to use the Secretary of State's campaign finance software to facilitate such reporting. Much of this handbook may be useful to political committees in other Arizona jurisdictions as well. At the state level, after enactment of the Citizens Clean Elections Act, candidates have the option of two distinct financing programs for statewide and legislative candidate campaigns. Candidates may elect to finance their campaign through either private or public funding. The Clean Elections Act created additional guidelines and reporting requirements for both “participating” and “non-participating” candidate committees. This handbook attempts to detail those additional guidelines and requirements that apply to both participating and non-participating candidates. The Citizens Clean Elections Commission (CCEC) has principal jurisdiction over participating candidates. The CCEC has issued its own handbook that interested candidates may obtain by contacting the CCEC at 602-364-3477. A Note on Authority Users should take note that the information in this handbook should not be considered as having the same weight and authority as the Arizona Revised Statutes (A.R.S.), established court decisions, attorney general opinions or CCEC rules and regulations. In the event any information conflicts, this handbook is not controlling and users must instead follow relevant legal authority. Additionally, the information contained in this handbook is not a satisfactory substitute for legal counsel. If you believe that you or your organization could be adversely affected in any matter relating to the subject matter contained herein, you should seek the professional assistance of an attorney. Find an Error? Every effort has been made to present accurate and reliable information. However, this handbook may contain some inadvertent errors. The Secretary of State would appreciate your kindness in notifying our office of any inaccuracies by calling us toll free within Arizona at 1-877-THE VOTE, or by sending an e-mail to elections@azsos.gov. 1 An Arizona Secretary of State Publication Campaign Finance Software Handbook Campaign Finance Reporting: Legal Guidelines Helping You Understand the Law: The Five Questions of Campaign Finance Reporting Who? Who is required to file campaign finance reports? All those who have filed a Statement of Organization to register a political committee must file campaign finance reports. The treasurer of the committee has the responsibility for filing all requisite reports. A committee that organizes, even if it was only in existence for a few days, will owe at least one campaign finance report to comply with the law, which requires an accounting for each day the committee was in existence. Who is allowed an exemption? Those who elect to organize a committee by filing a $500 Threshold Exemption Statement, committing to raise or spend less than $500 for the campaign, are not required to file campaign finance reports. Who is required to file more than the six (6) period reports? Under the Clean Elections Act, all candidate committees are required to file additional reports. Non-participating candidates who raise or spend above certain levels are required to file notifications under the Clean Elections Act. [A.R.S. §§ 16-941 & 16-958] (Please see nonparticipating Candidate Reporting for a discussion of these additional reporting requirements) Participating candidates must observe regulations established by the Citizens Clean Elections Commission (CCEC) that require campaign finance activity to be reported at specific points during the election cycle. (See CCEC Handbook) Standing political committees, committees that have been active in multiple jurisdictions for more than a year AND that make an application for standing committee status, must file nine (9) reports annually. [A.R.S. § 16-913(K)] Must a candidate who does not raise any money file campaign finance reports? All candidates must designate a political committee. [A.R.S. § 16-903(A)] However, if the candidate does not intend to raise or spend more than $500 on the campaign (including personal money), he or she may file a $500 Threshold Exemption Statement. Reporting is not required for $500 Threshold Exemption committees. If the candidate eventually exceeds the $500 threshold, a Statement of Organization must be filed within five business days. Reporting is then required. [A.R.S. § 16-903(A)] 2 Campaign Finance Software Handbook An Arizona Secretary of State Publication Does every committee and every candidate have to file a Statement of Organization? When a candidate seeks office or when two or more people work together to try to get an issue on the ballot, to recall a public official, or to influence the result of an election, a “political committee” exists. [A.R.S. § 16-901(19)] Under Arizona law, all political committees are required to register. A Statement of Organization must be filed if the committee intends to receive or expend more than $500. A $500 Threshold Exemption Statement may be filed if financial activity is intended to not exceed $500. Registration must occur before circulating petitions, distributing literature, receiving contributions, or making expenditures. Who has access to campaign finance reports? All filings are public records and are posted on the Internet for public examination once they are filed. Who is responsible for keeping a record of campaign activity? This is the duty of the committee treasurer. The treasurer is responsible for making sure that the financial activity that is reported is complete and accurate. [A.R.S. § 16-904] In the case of a candidate campaign committee or an exploratory committee, the candidate or designated individual shares in this obligation. Who is responsible for filing reports? This is the duty of the committee treasurer. Treasurers maintain control of electronic reporting via the committee’s “personal identification number” or (PIN). In the case of a candidate campaign committee or an exploratory committee, the candidate or designated individual is responsible for ensuring that reports are filed in a complete and timely fashion. 3 An Arizona Secretary of State Publication Campaign Finance Software Handbook What? What is a contribution? A contribution is anything of value that your committee receives. When you report contributions, they fall into the following categories: Monetary: This category includes cash, checks, money orders, and payroll deduction contributions. Monetary contributions also include any fees for participation in a fundraising event or proceeds from the sale of campaign mementos. Loans: This category includes loans of money, credit or advances that are contributed to your committee, and your committee has agreed to pay back to the contributor. Only the unpaid balance of a loan is considered a contribution, so as you pay the loans back, make sure you report the payments made. In-kind goods and services: This category includes such things as wood for signs, printing, paper products, mailing lists, or service in designing your campaign logo. In-kind contributions must be reported at their fair market value, which is the price it would cost someone else (e.g. an opponent) to purchase the same thing. If the committee receives a special discount, one not available to the general public and given as a favor to the committee, the amount of the discount equals an in-kind contribution. What are some contributions that are exempted for candidate committees? If you are a candidate’s campaign committee or an exploratory committee, some of the money, loans, and in-kind goods and services you receive are not considered contributions and do not have to be reported. [A.R.S. § 16-901(5)(b)] The following are the most common examples: Professional services of an accountant or lawyer that are donated to a political committee are exempt from reporting only if the services are paid for by the regular employer of the individual rendering the services (a client is not an “employer”) and the services are given solely for the purpose of compliance with Arizona election law set forth in A.R.S. Title 16, “Elections and Electors”. Volunteer time spent working on your campaign on activities such as stuffing envelopes, knocking on doors, calling voters, etc. The use of public places that are usually free to the public, such as church recreation halls. Up to $100 of expenditures for invitations, food and beverages, spent by an adult hosting a fundraiser for you only if the fundraiser is held at the person’s home or in a church or community room. If two adults who live in the same house host a fundraiser, each can spend up to $100 for invitations, food and beverages. Bank loans made in the ordinary course of business, such as overdrafts or credit reserve on your committee account. 4 Campaign Finance Software Handbook An Arizona Secretary of State Publication What are contribution limits? Contribution limits are restrictions on the level of financial support that a candidate’s campaign committee or exploratory committee may accept from supporters. [A.R.S. § 16-905] There are different limits for candidates who are participating in funding from the CCEC and those who are not. Limits are adjusted by the Secretary of State biennially for every election cycle. See Tables(page 27) for limits that are in place for the 2005-2006 elections. What are the exemptions to contribution limits? There is no limit on the contributions of money, loans or in-kind goods and services that a candidate or a candidate’s family member may contribute to the candidate’s campaign committee, as long as the candidate is not participating in funding from the Citizens Clean Elections Commission. [A.R.S. § 16905(F)] This same exemption also applies to a designated individual of an exploratory committee and his or her family. Family members are parents, grandparents, spouses, children, siblings, or the parents and spouses of any of these relatives. Their contributions are termed “personal monies”. Be sure to keep track of the total amount of these contributions so that the committee can comply with personal monies notification requirements. See Tables(page 27) for notification thresholds. Contributions from minor children are attributed to parents. What should be done if a contribution is accepted which exceeds the limit? A candidate or designee who mistakenly accepts a campaign contribution, whether monetary or in-kind, that exceeds the statutory limit must reimburse the donor immediately for any amount that exceeds the limits. May a candidate accept contributions from foreign nationals? Federal law prohibits the acceptance of campaign contributions made by foreign nationals [2 U.S.C. §§ 441(e) and 441(f)]. Federal law also prohibits acceptance of contributions in the name of another. 5 An Arizona Secretary of State Publication Campaign Finance Software Handbook When? When do I have to start filing Campaign Finance Reports? Committees must report to account for each day of existence. Existence begins on the filing date of the Statement of Organization. The initial filing date will fall within a specific reporting period. The committee’s first report will be for that particular reporting period and must be filed during the filing period of the report. The committee must file all subsequent reports until the committee is terminated by filing a Termination Statement and a final zero balance campaign finance report. When are the deadlines for filing period reports? See Tables(page 27) for the campaign finance report-filing schedule for the 2006 cycle. Deadlines are also posted on the Secretary of State's Campaign Finance Web page. Committees have the responsibility of being aware of upcoming deadlines. The Secretary of State’s office is not required to send reminder notices. Non-participating candidate committees must observe additional filing requirements, called “trigger” reports, and are consequently faced with additional deadlines for filing reports and notifications with the Secretary of State. See Tables(page 27) for these additional reporting requirements. What if the filing deadline is on a Saturday, Sunday or legal holiday? If the legal filing deadline falls on a weekend or holiday, committees have until the next working day to file the report. What is "on-time" filing? Reports that are electronically submitted on or before the deadline date and during the report due between dates are timely filed. Diskette filings must be received at the Secretary of State’s office by 5:00 p.m. of the deadline date. The exception to this requirement is made for those who mail diskettes via certified mail service from the United States Postal Service or from a commercial delivery service. In this instance, the postmark or date of delivery confirmation serves as the filing date. Internet filings must be received by midnight of the deadline date. Submission of paper reports will not be considered a valid filing and cannot be used to prevent late penalties. Reports must be electronically submitted on or before the deadline date and during the report due between dates. 6 Campaign Finance Software Handbook An Arizona Secretary of State Publication When can I stop filing campaign finance reports? The committee may stop filing reports once the committee has been appropriately terminated. Appropriate termination includes the filing of a zero balance report and a Termination Statement. The last report may be filed early and must contain activity for each day up to the termination date. Committees do NOT terminate simply by filing a report with a zero balance or by the fact that a candidate lost an election. A Termination Statement and a zero balance report must be filed before a committee is terminated. Can an extension be granted on the due date for a campaign finance report filing? Arizona law does not provide filing officers any authority to give extensions. What are the consequences of filing late? The filing officer will send one "Failure to File Notice" to any committee that fails to timely file a report. The notice will be sent out ten business days after the filing deadline. Late filing penalties begin to accrue the day after the deadline at a rate of $10 per day [A.R.S. § 16-918] Additional late filing penalties may also be assessed by the Citizens Clean Elections Commission. [A.R.S. § 16-942] 7 An Arizona Secretary of State Publication Campaign Finance Software Handbook Where? Where do I file my report? Statewide and legislative candidate committees and all other political committees registered with the Secretary of State must file reports electronically with the Secretary of State’s office. [A.R.S. § 16916(B)] County candidates and political committees, as well as school board and special district candidates, file with the county officer in charge of elections. Local, city or municipal candidates and local, city or municipal political committees file with the city or town clerk. 8 Campaign Finance Software Handbook An Arizona Secretary of State Publication How? How do I file reports? The law requires electronic filing of all reports filed with the Secretary of State’s office. There are two methods of electronic filing. Committees may file via the Internet or by submitting a diskette. Please refer to the Electronic Filing (page 82) section for technical instructions on electronic filing. Committees registered with local jurisdictions such as cities, towns, counties, and districts will continue to file campaign finance reports as directed by their filing agency. The campaign finance software provided by the Secretary of State has the ability to print paper reports that may be filed, as directed, with these other jurisdictions. Submission of paper reports to the Secretary of State’s office will not be considered a valid filing and cannot be used to prevent late penalties. Reports must be electronically submitted on or before the deadline date and between the report due dates. How do I ensure my report is filed on time? Diskette filings must be received at the Secretary of State’s office by 5:00 p.m. on the last day of filing. The exception to this requirement is made for those who mail diskettes via certified mail service from the United States Postal Service or from a commercial delivery service. The postmark or date of delivery confirmation serves as the filing date. Internet filings must be received by midnight of the deadline date. Submission of paper reports to the Secretary of State’s office will not be considered a valid filing and cannot be used to prevent late penalties. Reports must be electronically submitted on or before the deadline date and between the report due dates. How do I know if contribution limits apply to my committee? Contribution limits apply to amounts that may be received by candidate and exploratory committees. Total contributions by an individual to candidates and committees who give to candidates is based on calendar year. [A.R.S. § 16-905(E)] 9 An Arizona Secretary of State Publication Campaign Finance Software Handbook This page left intentionally blank. 10 Campaign Finance Software Handbook An Arizona Secretary of State Publication Campaign Finance Forms Forms included are: Statement of Organization $500 Threshold Exemption Statement Annual No-Activity Statement Termination Statement Software Registration Additional forms for Participating candidates are available from the Citizens Clean Elections Commission. Citizens Clean Elections Commission 1616 W. Adams, Suite 110 Phoenix, AZ 85007 (602) 364-3477 Please Note: The forms contained in this handbook may have a somewhat different appearance than the forms that are printed by the campaign finance software. The Secretary of State’s office will accept either version. 11 An Arizona Secretary of State Publication Campaign Finance Software Handbook Statement of Organization What does this form accomplish? 1) Establishes a political committee that intends to receive or spend more than $500. 2) Used to report any change in committee information or status. 3) Used as an application for standing committee status. How do I complete it? To establish a committee: Fill out committee name and contact information. For ballot measure committees, name shall include official petition serial number. [A.R.S. § 16-902.01(F)] In the appropriate block, give the name and address of the sponsoring organization [A.R.S. § 16902(B)], if any, along with the type of organization and the relationship to the committee. Check box to affirm committee type. For a ballot measure committee, check box as to whether the committee supports or opposes the passage of the ballot measure. [A.R.S. § 16-902.01(F)] Fill in committee chairman and treasurer contact information Indicate choice of banking institution Obtain signatures of chairman and treasurer To report changes: Follow the same process for establishing a committee, completely filling out the form and check the "Amended Statement" box at top of form. Add information that has been changed into the appropriate field(s). To apply for standing committee status: Follow the same procedure for establishing a committee. Add notarized signature of chairman and treasurer on backside of form. Any practical tips? Remember that in the case of a candidate's campaign committee, the committee's name must include the name of the candidate or, if an exploratory committee, the name of the individual who designated the committee. [A.R.S. § 16-903] For candidate committees, the candidate may serve as both chairman and treasurer. For all other committees, different individuals must occupy these posts. 12 Campaign Finance Software Handbook An Arizona Secretary of State Publication 13 An Arizona Secretary of State Publication 14 Campaign Finance Software Handbook Campaign Finance Software Handbook An Arizona Secretary of State Publication This page left intentionally blank. 15 An Arizona Secretary of State Publication Campaign Finance Software Handbook $500 Threshold Exemption Statement What does this form accomplish? 1) Establishes a candidate committee that intends to receive or spend less than $500. 2) Establishes a political committee that intends to receive or spend less than $500. How is it completed? To establish a candidate committee: Check box indicating registration is for a candidate committee Fill out committee name and contact information Designate office and election cycle Sign exemption statement To establish a political committee: Check box indicating registration is for a political committee Fill out committee name and contact information Designate committee type Sign exemption statement Any practical tips? Committees that file this form do not file campaign finance reports. 16 Campaign Finance Software Handbook An Arizona Secretary of State Publication 17 An Arizona Secretary of State Publication Campaign Finance Software Handbook Annual No Activity Report What does this form accomplish? 1) Satisfies one year’s filing requirements in advance for qualifying committees. Qualifying committees are candidate committees that remain active after an election due to outstanding debts and affirm the intention to not receive any contributions or make any expenditure during the year. [A.R.S. § 16-913(E)] How to complete this form: Fill out committee contact information Indicate candidate committee and office Specify year Sign statement Any Practical tips? This form must be filed before January 31 of the election year it covers. It is valid only for one year. • 18 Candidates must file reports in the event that the committee receives a contribution or makes an expenditure. Campaign Finance Software Handbook An Arizona Secretary of State Publication • 19 An Arizona Secretary of State Publication Campaign Finance Software Handbook Termination Statement What does this form accomplish? 1) Terminates the existence of any political committee. How to complete this form: Fill out committee contact information. List sponsoring organization or specify candidate and office sought. Provide signature of both committee chairman and treasurer. Check the appropriate box. Each box states alone as follows: Box A: Option for committees that have surplus funds - must indicate the filing date for the report which contains the disposition of surplus monies. Box B: Option for non-candidate political committees that wish to terminate in a special jurisdiction while remaining active in others. Box C: Option for candidate or exploratory committees that have debts or obligations. Committees must indicate the name and Filer ID# of the subsequent committee to which the debt was transferred. Any Practical tips? Must be accompanied by a final zero balance campaign finance report, electronically submitted on disk or over the Internet, that shows a zero balance of cash on hand at close of reporting period. If the committee files the zero balance report over the Internet, a copy of the e-mail confirmation should be submitted with this form. 20 Campaign Finance Software Handbook An Arizona Secretary of State Publication 21 An Arizona Secretary of State Publication Campaign Finance Software Handbook Campaign Finance Software 2006 User Registration Form and Statement What does this form accomplish? 1) Registers the user of the software with the Secretary of State’s office. 2) Provides the contractual framework that enables usage of the software. How is it completed? READ AGREEMENT CAREFULLY Fill in registrant information Indicate registrant’s committee affiliation, if any, including the name and ID # of committee. Add registrant’s signature Any practical tips? All four pages of this form must be submitted by those requesting software on compact disk (CD) Those who seek the software via Internet download fill out this form electronically as part of the downloading process Software may only be installed on one computer at any given time 22 Campaign Finance Software Handbook An Arizona Secretary of State Publication 23 An Arizona Secretary of State Publication 24 Campaign Finance Software Handbook Campaign Finance Software Handbook An Arizona Secretary of State Publication 25 An Arizona Secretary of State Publication 26 Campaign Finance Software Handbook Campaign Finance Software Handbook An Arizona Secretary of State Publication Tables APPLICATION For political committees operating in Arizona, contribution limits apply only to contributions made to candidate and exploratory committees. The law establishes both single and aggregate limits on the amount of contributions that different types of committees may contribute to candidates or exploratory committees. Limits are also established for individuals restricting the amount that can be contributed to a single committee and capping annual giving to candidates and committees that give to candidates. Limits are set out in the Campaign Contributions Limits Chart and vary according to the level (statewide, legislative or local) of the office the candidate is seeking. If the candidate becomes the party nominee, limits also apply to how much the committee can accept from political parties and organizations [A.R.S § 16-901(B)(C) and (D)]. The Citizens Clean Elections Act and the Citizens Clean Elections Commission (CCEC) stipulate different contribution limit parameters for participating and non-participating candidates. The Campaign Contribution Limits Chart may not apply. The participating candidates should contact the CCEC at 602-364-3477. ADJUSTMENTS Limits are adjusted for inflation in January of every odd numbered year. The Secretary of State publishes new limits in the Campaign Contributions Limits Chart for each two-year election cycle. CYCLICAL NATURE Limits pertain to cumulative amounts of giving, including the total of contributions, outstanding loans, and in-kind goods and services that may occur during an election cycle. The Campaign Contribution Chart details the limits in effect for the 2005-2006 Election Cycle, which covers the time period from November 23, 2004 through November 27, 2006. Any contribution received during this time counts against the limit. PERSONAL MONIES EXEMPTION An exemption to contribution limits is provided for a candidate or exploratory committee that receives contributions from the candidate and/or his or her family members including a parent, grandparent, spouse, child or sibling of the candidate or a parent or spouse of any of those persons. Such contributions are called "personal monies" contributions. Upon receiving certain thresholds of personal monies contributions, trigger notification requirements to the filing office and opponents apply. [A.R.S. § 16-905(F)&(G)] If a candidate or exploratory committee receives a personal monies notification, statutory contribution limits no longer apply. Instead, a new aggregate limit is established, from the date that the committee received the notice, that equals the amount that the opponent reported in the notification monies contributions trigger notification requirements to the filing office and opponents. [A.R.S. § 16-905(F)(3)] 27 An Arizona Secretary of State Publication Campaign Finance Software Handbook 2005-2006 Election Cycle Campaign Contribution Limits CONTRIBUTION LIMITS ADJUSTED JANUARY 31, 2005, PURSUANT TO A.R.S. § 16-905(J) CAMPAIGN CONTRIBUTION LIMITS NON-STATEWIDE OFFICES Candidate or Authorized Candidate's Committee STATEWIDE OFFICES Candidate or Authorized Candidate's Committee Local Legislative Individual's contribution to a candidate A.R.S. § 16-905(A)(1) A.R.S. § 16-905(B)(1) $370 $296 $760 Political Committee's contribution to a candidate A.R.S. § 16-905(A)(2) A.R.S. § 16-905(B)(2) $370 $296 $760 Committees certified by the Secretary of State to give at the upper limit “Super PAC” A.R.S. § 16-905(I) A.R.S. § 16-905(A)(3) A.R.S. § 16-905(B)(3) $1,890 $1,512 $3,784 Combined total from all Political Committees other than political parties A.R.S. § 16-905(C) $9,460 $7,568 $75,624 Nominee's total from political party and all political organizations combined A.R.S. § 16-905(D) $9,460 $7,568 $75,624 Total contributed by an individual to candidates And committees who give to candidates A.R.S. § 16-905(E) $3,530 in a calendar year NOTIFICATION LEVELS FOR CANDIDATES’ AND DESIGNATING INDIVIDUALS’ PERSONAL MONIES PERSONAL MONIES NOTIFICATION A.R.S. § 16905(F)&(G) NON-STATEWIDE OFFICES Candidate or Authorized Candidate's Committee STATEWIDE OFFICES Candidate or Authorized Candidate's Committee Candidate Exploratory Candidate Exploratory Candidates' and Designating Individuals’ obligated or contributed personal monies: first notification A.R.S. § 16-905(F)&(G) $14,800 $14,800 $29,580 $29,580 Candidates' and Designating Individuals’ obligated or contributed personal monies: subsequent notification A.R.S. § 16-905(F)&(G) $7,410 $7,490 $14,800 $15,060 Revised 1/05 28 Campaign Finance Software Handbook An Arizona Secretary of State Publication 2005 - 2006 Election Cycle Campaign Finance Reporting Dates¹ ² pursuant to A.R.S. §§ 16-913(B),(C) and 16-916(D) NAME OF REPORT TIME PERIOD COVERED IN REPORT REPORT DUE BETWEEN January 31 report Nov 23, 2004 through Dec 31, 2005 Jan 1 and Jan 31, 2006 June 30 report Jan 1, 2006 through May 31, 2006 June 1 and June 30, 2006 Pre-Primary report June 1, 2006 through Aug 23, 2006 Aug 24 and Aug 31, 2006 Post-Primary report Aug 24, 2006 through Oct 2, 2006 Oct 3 and Oct 12, 2006 Pre-General report Oct 3, 2006 through Oct 18, 2006 Oct 19 and Oct 26, 2006 Post-General report Oct 19, 2006 through Nov 27, 2006 Nov 28 and Dec 7, 2006 ¹ This table does not include additional filing deadlines provided for by the Citizens Clean Elections Act. Please see Title 16, Chapter 6, Article 2, available from the Secretary of State’s Office and materials provided by the Citizens Clean Elections Commission. ² This table does not include additional filing deadlines in effect for standing political committees as required by A.R.S. § 16-913(K). Please visit www.http://www.azsos.gov/cfs/library.htm or call 1-877THE VOTE toll free or 602-364-4855 for a specialized table. 29 An Arizona Secretary of State Publication Campaign Finance Software Handbook Non-Participating Candidate Reporting DEFINITION OF TERMS Participating candidate means a candidate who elects to apply for public funding from the Citizens Clean Elections Commission (CCEC). Non-participating candidate means a candidate who elects not to apply for public funding from the CCEC and will finance the campaign from private funding. SIX PERIOD REPORTS Non-participating candidates must continue to file the same six (6) election year campaign finance reporting requirement as do all political committees. The six (6) campaign finance period reports are the January 31st, June 30th, Pre-Primary, Post-Primary, Pre-General, and the Post-General Reports. All reports must be filed electronically. TRIGGER REPORTS The Citizens Clean Elections Act established additional reporting requirements for Non-participating candidates who choose to privately finance their campaigns. These additional reports are called trigger reports and are required of all statewide and legislative non-participating candidates regardless of whether there is a participating candidate in the race. Non-participating candidates file trigger reports upon reaching certain thresholds for expenditures in the primary election and contributions in the general election. Thresholds are set for each election cycle and differ according to the office sought as indicated on the Contribution Limits chart. SOFTWARE ADVISOR The campaign finance software has been programmed with trigger thresholds and will alert committees when a triggering threshold has been reached if the software is opened and updated with committee activity on a daily basis. FILING Once a committee has reached a threshold, the committee must file on or before the next campaign finance reporting deadline. A trigger report is filed the same as other mandated campaign finance reports. The committee must electronically transmit its updated filing to the Secretary of State. This is accomplished by using the campaign finance software and transmitting the committee campaign finance reporting over the Internet or submitting a diskette. 30 Campaign Finance Software Handbook An Arizona Secretary of State Publication "Clean Elections Act" 2005 Biennial Adjustments Pursuant to A.R.S. § 16-959(A) Participating Candidate Expenditure & Contribution Limits for 2006 Elections General Election Spending Limits A.R.S. § 16-961(H) Maximum Independent Expenditure Limit A.R.S. § 16941(D) Maximum Early Contributions (Aggregate) A.R.S. § 16945(A)(2) Maximum Early Contributions (Individual) A.R.S. § 16945(A)(1) Maximum Personal Contributions Office Primary Election Spending Limits A.R.S. §16961(G) Governor $453,849 $680,774 $580 $46,440 $120 $1,160 Secretary Of State $95,550 $143,325 $580 $23,820 $120 $1,160 Attorney General $95,550 $143,325 $580 $23,820 $120 $1,160 Treasurer $47,770 $71,655 $580 $11,910 $120 $1,160 Superintendent Of Public Instruction $47,770 $71,655 $580 $11,910 $120 $1,160 Corporation Commissioner $47,770 $71,655 $580 $11,910 $120 $1,160 Mine Inspector $23,890 $35,835 $580 $5,950 $120 $1,160 Legislature $11,945 $17,918 $580 $2,980 $120 $580 A.R.S. § 16941(A)(2) 31 An Arizona Secretary of State Publication Campaign Finance Software Handbook Other Adjustments of Concern to Committees Late Filing Penalty Petty Cash Account Limits A.R.S. § 16-942(B) A.R.S. § 16-948(C) Statewide Legislative Expenditure Balance $350 $120 $120 $1,160 Administrative Adjustments Commissioner Per Diem Salary A.R.S. § 16-955(G) $230 32 CCEC 2003-4 Calendar Year Spending Limit Coefficient Tax Form Tax Credit Limit A.R.S. § 16-954(B) A.R.S. § 16954(A) $580 $5 A.R.S. § 16949(A) $5 Check-box Cap Campaign Finance Software Handbook An Arizona Secretary of State Publication Non-Participating Candidates Trigger Reporting Dates Under the Clean Elections Act Election Year 2006 MONTH January February March April May June July August September October November DATES 1 1 1 1 1 1 1, 11, 18, 25 1, 8, 15, 22, 29, 30, 31 1, 5, 6, 7, 8, 11, 12, 19, 26 3, 10, 17, 24, 25, 26, 27, 30, 31 1, 2, 3, 6, 7 33 An Arizona Secretary of State Publication Campaign Finance Software Handbook Installing the Campaign Finance Software System Requirements At least 13 megabytes of available hard drive storage space Windows 98 or above 64 megabytes of RAM AND EITHER A 3 ½” floppy drive or CD Writable drive (if not submitting reports on the Internet) OR Internet access (when filing reports electronically) NOTE: Our experience reveals that computers on company networks, computers having a firewall, or anti-virus software, may or will prevent access to Internet filings. In these cases, you will need to file on a floppy disk or CD-R. You will also need a printer if you intend to use the software to print amended Statements of Organization or Campaign Finance period reports. Committees are not required to file printed period reports with the Secretary of State, as all reports must be filed electronically per A.R.S. § 16-958(E). Any printed period reports or forms generated by the CF software will be for the committee’s use or the use of filing with a local jurisdiction. NOTE: Before installing the Campaign Finance Software, make sure all virus scanning, pop-up blocking, Internet protection, and parental guard software is Disabled. NOTE: Some images may differ from what is shown, depending on what version of windows your computer uses. Installing from the Internet Open your Internet browser (Microsoft Internet Explorer, AOL, Netscape, etc). Go to the Secretary of State Campaign Finance Software page at: http://www.azsos.gov/cfs/cfs_software.htm Click “Download CFS Software for Arizona” 34 Campaign Finance Software Handbook An Arizona Secretary of State Publication The next screen shows (below) a floppy disk rotating next to text. Click on the text Depending on your version of Windows, a pop-up window will show options for “Open”, “Run”, “Install from Internet” or “Cancel” Choose “Open”, “Run” or “Install from Internet” Do not “Save” or “Save to disk” 35 An Arizona Secretary of State Publication Campaign Finance Software Handbook To continue the installation click Next Read the license agreement and select “I accept the terms in the license agreement” Click Next NOTE: The Readme Information dialogue box appears suggesting you back up all of your data before continuing with the installation. You may have already backed up your data or you may wish to continue installing Campaign Finance 2006 without backing up. We recommend backing up committee data before any changes are made to your computer or software. Click Next to continue. 36 Campaign Finance Software Handbook An Arizona Secretary of State Publication Enter your user name and your organization’s name. Notice the selections at the bottom of the screen Install this application for: “Anyone who uses this computer” or “Only for me (user)”. Please make your selection “Anyone who uses this computer (all users)” Click Next Continue the installation of the software by clicking Install. The Campaign Finance 2006 – Arizona Edition – InstallationShield Wizard will complete the installation process 37 An Arizona Secretary of State Publication Campaign Finance Software Handbook When prompted click on Finish. The current version of the Campaign Finance software is now installed on your computer. There is also a new Icon located on your desktop allowing you to open the Campaign Finance software from your desktop. The Campaign Finance Software splash screen appears when opening the software. The splash screen shows the current version on this screen. Close by clicking OK For software operation and set up refer to Software Setup (page 43) 38 Campaign Finance Software Handbook An Arizona Secretary of State Publication Installing from CD INSTALLATION OF CAMPAIGN FINANCE 2006 The following step by step procedures will assist you to successfully install the new Arizona Secretary of State Campaign Finance software 2006. Place the CD into your CD Rom. The installation process should start within a few seconds. If Autorun fails to automatically start the CD installation then go to the Start button. Click Start then click on Run. Type in upper case (your drive):\setup.exe to start the CD installation. The first dialogue box to pop up is the “Campaign Finance 2006– Arizona Edition 7.0 Rel 0 Bld 8 InstallShield Wizard”. Click on the Next button 39 An Arizona Secretary of State Publication Campaign Finance Software Handbook Read the license agreement and click on the button “I accept the terms in the license agreement”. The Next button will enable and click. NOTE: The Readme Information dialogue box appears suggesting you back up all of your data before continuing with the installation. You may have already backed up your data or you may wish to continue installing Campaign Finance 2006 without backing up. We recommend backing up committee data before any changes are made to your computer or software. Click Next to continue. In this screen enter your user name and your organization’s name. Notice the selections at the bottom of the screen Install this application for: “Anyone who uses this computer” or “Only for me (user)”. Please make your selection “Anyone who uses this computer (all users)” and Click Next 40 Campaign Finance Software Handbook An Arizona Secretary of State Publication A dialogue box will list the name of the file you are about to install and the location it will be installed. Click on Install A dialogue box shows the progress of the installation. When prompted click the Next button. 41 An Arizona Secretary of State Publication Campaign Finance Software Handbook The final dialogue box will show you that the installation has been completed. Click on the Finish button. Once the installation is complete an Icon will appear on your Desktop. Double click on the icon. The Campaign Finance Software splash screen appears when opening the software. The splash screen shows the current version on this screen. Close by clicking OK For software operation and set up refer to Software Setup (page 43) 42 Campaign Finance Software Handbook An Arizona Secretary of State Publication Software Setup Running the CFS Program Double-click on the CFS 2006 Arizona icon on your desktop. Note: This first time that the software is opened a dialogue box will ask if you would like to look for updates. Click No This is the main window. Your committee name will not be shown on the title bar unless you have set up your committee. See the section entitled Setting Up a Committee (page 48) for instructions. Changing System Preferences All system preferences are changed in the Preferences window. In the main window, click on File, Preferences. 43 An Arizona Secretary of State Publication Campaign Finance Software Handbook The Preferences dialogue box appears. Changing General Options Click on the General tab of the preference window. The General options appear. Options: Showing/Hiding The Status Bar The status bar shows useful period information on the bottom of the screen. You may need to set the current period to get it to display period information. To show the status bar, check the box marked Show Status Bar by clicking on it. To hide the status bar, uncheck the box by clicking on it again. 44 Campaign Finance Software Handbook An Arizona Secretary of State Publication Showing Balances Balances columns can be displayed for the accounts list, and in individual account windows, if desired. To show balances in individual account windows, check the box that says Show Balances in Transaction Lists. To show balances in the accounts list, check the box that says Show Balances in Account Lists. Confirmation Sounds Sounds confirm transactions by an audio beep. Putting a check in this box will enable this feature. Leaving it blank will prevent a beep when confirming a transaction. Changing the System Printer Reports other than period reports are automatically routed to the printer selected in the Preferences window. Follow these steps to select a printer: Click on the Printers tab of the preference window. The Printer options appear The Default Printer options appear. If the name of your printer is not shown, select by clicking on the drop down arrow and selecting the correct printer. Click OK. If you don’t see the printer you wish to use, you may need to install it first. Consult the documentation for your operating system for instructions on how to do this. 45 An Arizona Secretary of State Publication Campaign Finance Software Handbook Changing Startup Options Click on the Startup tab of the preference window. The Startup options appear Options: Splash Screen If you wish to view a splash screen that shows the version number of the software while waiting for the software to load, click the box that says Show Splash Screen. Window Restore When you close and re-open the software, the program is capable of remembering which windows you have open, along with their size and position. If you would like to turn on this option, click on the box that says Restore size and position of windows. 46 Campaign Finance Software Handbook An Arizona Secretary of State Publication Enabling and Disabling Warning Click on the Warnings tab of the Preferences window. The Warnings options appear Options: Turn On / Off Limit Checking Checking for limit violations helps a committee discover excessive contributions as they are entered. If a committee is using the software in an election cycle subsequent to the release of the software, or for a local jurisdiction, the committee may need to disable the limit checking in order to enter contributions. For regular use it is strongly recommended that this check remains enabled. To disable limit checking, click on and check the box that is labeled Disable warning if transaction will go over limit. To enable limit checking, uncheck the box by clicking on it again. Turn On / Off Period Checking Period checking is a safety feature to help avoid invalid transactions. It is strongly recommended that if you turn off the period checking for data entry purposes, you restore it as soon as you are done with data entry. To disable period checking, check the box that says Disable period check on transaction entry by clicking on it. To restore it, uncheck the box. Turn On / Off Limit Checking on exit The software performs a limit check upon closing of the software. This is a good way for the user to check that the data entered so far is within contribution limits. For regular use it is strongly recommended that the check remains enabled. To disable limit checking when exiting the software, click on and check the box that is labeled Disable campaign limit violations check on exit. To enable limit checking, uncheck the box by clicking on it again. 47 An Arizona Secretary of State Publication Campaign Finance Software Handbook Setting Up a Committee NOTE: We suggest you have your committee’s Statement of Organization in front of you when setting up your committee in the software. Start the software if it is not already running. In the main window, click on File, New Committee. The Committee Properties window appears. Begin setting up your committee by entering the Filer ID # assigned to you when you registered your Statement of Organization at the Arizona Secretary of State’s office. Use the pull-down arrow for Type to select your committee type. Continue to fill out the rest of the form, using the TAB key to move between fields on the form. Click on Continued tab. Fill in the fields for the section, then continuing to the next sections; Chairman, Treasurer and Designee. Complete all screens until you have all the information from the Statement of Organization in the sections pertaining to your committee. Click Finish when you are done. 48 Campaign Finance Software Handbook An Arizona Secretary of State Publication Changing Committee Information At some point you may need to change some of the information regarding your committee. If your committee files with the Secretary of State, then changing this information is a two-step process: 1) You must change the information in your database using the CF software. 2) You must file with the Secretary of State’s office an amended Statement of Organization. The CF software will print out a completed Statement of Organization for you. See Printing an Amended Statement of Organization (page 74) for instructions. In the main window, click File, Committee Properties The Committee Properties window appears Select the tab that holds the information you want to change. For example, click on the Treasurer tab to change the treasurer’s address. Type in the changes in the appropriate fields, and when you are done Click Finish. 49 An Arizona Secretary of State Publication Campaign Finance Software Handbook Changing The Filer Identification Number The filer ID cannot be changed in the committee information window. In the main window click on File, Committee Actions, Correct FilerID The Correct FilerID window will appear Type in the corrected filer identification number Click OK 50 Campaign Finance Software Handbook An Arizona Secretary of State Publication Working With More Than One Committee Treasurers that work on behalf of more than one committee may wish to record transactions and report from just one computer. The campaign finance software facilitates record keeping for multiple committees. Setting Up Subsequent Committees Follow the instructions in the section entitled Setting Up a Committee (page 48) for each committee you wish to set up. Switching Between Committees The software has only one ACTIVE committee at a time. This is the committee whose name appears on the title bar of the main window. To switch the attention of the software to a different committee: In the main window click on File Open Committee The Committee Select window appears Double-click the committee that you wish to make active The selected committee now becomes the active committee. The active committee name appears on the blue title bar. All changes, transactions and reports will regard only the active committee. You may switch between committees at any time you wish. 51 An Arizona Secretary of State Publication Campaign Finance Software Handbook Deleting a Committee Deleting a committee is a non-reversible action. Make sure that you back up the final version of the committee information for your records before you delete a committee. See the section called Backing Up Your Data (on page 62) for instructions. In the main window click on File, Delete Committee The Committee Select window appears Double-click on the committee you wish to delete A Confirm window appears Click Yes 52 Campaign Finance Software Handbook An Arizona Secretary of State Publication Clearing All Data It is strongly recommended that you backup your existing data before clearing it. To find out how to do this, consult the section entitled Backing Up Your Data (page 62) for instructions. Clearing All Transactions This function clears all the transactions currently in the database, without clearing any names. In the main window click File, Committee Actions, Clear All Transactions A confirm window appears Click Yes If you have already backed up your data click No. Otherwise, backup your data now by clicking Yes 53 An Arizona Secretary of State Publication Campaign Finance Software Handbook Clearing All Names And Transactions All names in the database can be cleared at the same time as the transactions. In the main window click on File, Committee Actions, Clear All Names & Transactions. A confirm window appears Click Yes If you have already backed up your data click No. Otherwise, backup your data now by clicking Yes. 54 Campaign Finance Software Handbook An Arizona Secretary of State Publication Exporting And Importing Names Exporting Names In the main window, click on File, Committee Actions, Export, Names The Export data window appears Choose where you would like to store the export file Click Save Importing Names Name lists can be imported from text files meeting the specifications described in the web pageError! Hyperlink reference not valid. http://www.azsos.gov/cfs/cfs_import-export_description.htm Once a data file has been created, it may be imported into the CFS database. It is strongly recommended that you back up your data before importing data. See the Backing Up Your Data (page 62) section for instructions. In the main window, click File, Committee Actions, Import, Import Names 55 An Arizona Secretary of State Publication Campaign Finance Software Handbook Import Tab Delimited Names File window appears Click on Browse The Restore data file window appears Select the drive the prepared file is on by clicking the “Look in:” pull down arrow Double-click on folders and sub-folders in the window, following the path to the prepared file Double-click the name of the prepared file 56 Campaign Finance Software Handbook An Arizona Secretary of State Publication Click Import A prompt appears asking if you want to back up your data. If you have already backed up your data click No. Otherwise, backup your data now by clicking Yes. The import function protects against duplicate names. If a name in the import file already exists in the software, the function will produce a window that asks whether or not you would like to replace the existing name with the new name or just discard the new name. When the import is complete Click Close 57 An Arizona Secretary of State Publication Campaign Finance Software Handbook Changing Election Cycles Applicable laws: A.R.S. § 16-905(H) A.R.S. § 16-915(A) A.R.S. § 16-915.01(A)(1)&(C) Contribution Limitations; civil penalty, complaint Contents of campaign finance reports Disposal of surplus monies; transfer of debt If a candidate committee or an exploratory committee is to continue operations in a subsequent election cycle, the committee may choose to: Pay off all loans and debts owed by the committee Collect all loans and debts due the committee Open a new committee for the new election cycle Transfer surplus money to the new committee Terminate the previous committee The names list can be exported from the old committee and imported into the new committee in order to avoid re-entering information. See the section Exporting And Importing Names (page 55) for instructions. If the old committee does not have enough cash on hand to retire the debts, the debts can be transferred to the new committee as allowed by A.R.S. § 16-915.01(C). Alternatively, the committee may remain active until it receives funds to retire the debts and can then terminate. In this case, either: A) Campaign finance reports must be filed in a timely manner for the committee as required by A.R.S. § 16-913(B or C) until the committee is terminated, Or B) Pursuant to A.R.S. § 16-913(E), a candidate committee may file an Annual No Activity Statement by January 31 of the election year. If this option is exercised, the committee does not report until the next year, unless a contribution or expenditure is made. Transferring a Committee’s Previous Surplus A Note About Previous Surplus The surplus from a committee’s previous election cycle will be the amount of cash the previous committee had on hand at the end of the last reporting period of the previous election cycle. You can find this amount on line 7 on the first page of the final period report from the previous election cycle. Surplus from Previous Campaign account (account #620) is the internal account that holds the surplus 58 Campaign Finance Software Handbook An Arizona Secretary of State Publication from the previous campaign. Entries to this account can be viewed and edited. See the section on Viewing and Editing Account Entries (page 64) for instructions. Recording Previous Surplus In the main window, click Transactions, Previous Committee, Set Previous Campaign Surplus. The Enter Surplus From Previous Campaign window opens. Enter the surplus amount Enter the last day of the previous election cycle Click OK Transferring Previous Debt A Note About Previous Debt Outstanding Debt from Previous Campaign account (account #630) is an internal account in the software that holds the debt carried over from the previous committee and payments on those debts. Entries to this account can be viewed and edited. See the section on Viewing and Editing Account Entries (page 64) for instructions. Note: Outstanding loans from the previous election cycle are recorded as previous debt in the current cycle. Recording Previous Debt In the main window, click Transactions, Previous Committee, Enter Previous Debt(s) The Enter Transferred Debt From Previous Committee window opens. 59 An Arizona Secretary of State Publication Campaign Finance Software Handbook If the committee has been previously used, select the committee name from the list by clicking the pulldown arrow at the From box. Otherwise, add the committee: Type the committee name in the From box An Information window appears asking if you would like to add the committee to a list Click OK The Vendor window appears Fill out the boxes in the window, pressing the TAB key between fields Click OK 60 Campaign Finance Software Handbook An Arizona Secretary of State Publication The entity is now added to the appropriate list, and the Enter Transferred Debt From Previous Committee window is once again active. Finish filling in the Enter Transferred Debt From Previous Committee window, pressing the TAB key between fields. Click OK Transferring Previous Loans A note about Transferring Previous Loans Outstanding loans become debts as the election cycle changes. Follow the instructions for Transferring Previous Debt (page 59) to transfer any outstanding loans. To repay the loans, see the section titled Loans, Repayments and Interest (page124). 61 An Arizona Secretary of State Publication Campaign Finance Software Handbook Backing Up And Restoring Data Backing Up Your Data A backup can be done at any time, and can never be done too often. It is important to safeguard your data against accidental erasure, hardware failures, and any other unforeseen dangers. Backing up often ensures that you always have a current copy to fall back on, should anything happen to the original data. Backing up is easy, and only takes a few moments. You may wish to give the backup file a meaningful name. Including the date of the backup or the committee name in the name of the file may help you locate the file later. Backup files from the CF software have a file extension of .cfb. Most commonly, a backup file would be stored on a removable magnetic media such as diskette or zip cartridge. Other options would include CD-RWs or CD burners, Jump drives, network drives and secondary hard drives. In the main window, click File, Database, Backup The Backup data file window appears Click on the Save in pull down arrow Click on the drive you wish to store the backup file in (in this case, the A: drive is used) If you wish to store the file in a folder or subfolder on the drive, double click that folder in the window Enter an appropriate name in File name Click Save 62 Campaign Finance Software Handbook An Arizona Secretary of State Publication Restoring Back Up Data Restoring replaces all data that is currently in the database with data that has been backed up previously. In the main menu, click File, Database, Restore A Confirm window appears Click Yes The Restore data file window appears Click on the Look in pull down arrow Click on the drive that the backup file is in (in this case, the A: drive) If the file is in a folder or subfolder on the drive, double click those folders in the window Double-click on the backup file to restore the data 63 An Arizona Secretary of State Publication Campaign Finance Software Handbook Viewing and Editing Account Entries Viewing Accounts and Their Balances Transactions are entered into the database using techniques described in the section entitled Entering Common Transactions (page 85). Each transaction increases or decreases the balance of one or more accounts, or lists of transactions in a particular category. In the main window, click on Lists, Accounts The Accounts List window appears The window shows the account number, name and type. It may also show the current balance for each account if the option is selected in the Preferences window. See the section entitled Changing System Preferences (page 43) for instructions. 64 Campaign Finance Software Handbook An Arizona Secretary of State Publication Viewing Transactions In An Account In the main window, click Lists, Accounts The Accounts List window appears Double click on the account to be viewed in the Accounts List Window. A window specific to that account appears. 65 An Arizona Secretary of State Publication Campaign Finance Software Handbook Deleting A Transaction In the main window, click Lists, Accounts The Account Window Appears 66 Campaign Finance Software Handbook An Arizona Secretary of State Publication Double-click on the account that holds the transaction you wish to delete. For example, if you have erroneously entered an invoice and need to delete the entry, double-click on Accounts Payable (shown below). When the transaction window appears, click on the transaction you wish to delete to highlight it Click Delete A confirmation window appears Click OK 67 An Arizona Secretary of State Publication Campaign Finance Software Handbook Editing Transactions In the main window, click Lists, Accounts The Account Window Appears 68 Campaign Finance Software Handbook An Arizona Secretary of State Publication Double-click on the account that holds the transaction you wish to edit. For example, if you have received an amended invoice and need to edit the original invoice entry, double-click on Accounts Payable (shown below). When the transaction window appears, double-click on the transaction you wish to edit Enter Bill for Goods or Services window appears Update the applicable information Click OK 69 An Arizona Secretary of State Publication Campaign Finance Software Handbook Viewing and Editing The Names List Viewing Names While transactions are entered using techniques described in the section entitled Entering Common Transactions (page 85), names are being added to the database. In the main window, click Lists, Names The Names List window appears. Note the tabs across the top. By default the All Names page is selected and shows all the names in the database and their type. The total number of names is shown at the bottom. If you would like the list to show only names from a certain category, click on the tab with that category name. Editing Names Names are not stored with transactions. Rather, a pointer to a name is stored; thus many transactions may have pointers to a single name. Once a name or information about a name is changed, it is changed for all transactions that have pointers to that name. This is a very convenient arrangement compared to changing information for a name in every single transaction in which it occurs. However, this situation implies that a name cannot be deleted if it is used in one or more transactions, because those transactions would then be left without a name attached to them. 70 Campaign Finance Software Handbook An Arizona Secretary of State Publication In the Names List window, double-click on the name you wish to edit The appropriate information window appears. For instance, if you click on an individual, the individual window appears. Click on the information you wish to change, then type in the new information. Click OK Deleting Names In the Names List window, double-click on the name you wish to delete Click Delete 71 An Arizona Secretary of State Publication Campaign Finance Software Handbook If the name is not used in any transactions, the Confirm window appears Click Yes 72 Campaign Finance Software Handbook An Arizona Secretary of State Publication Adding Names In the Names List window, click Add at the bottom of the page The Select Name Type Window appears Select the Name Type of the name that you would like to add. Click OK The appropriate window will appear so that identification information can be entered for that entity. For example, if you select individual in the Select Name Type window, the Individual window will appear. Fill in the information in the window, pressing the TAB key between fields. Click OK 73 An Arizona Secretary of State Publication Campaign Finance Software Handbook Reporting Printing an Amended Statement of Organization Pursuant to A.R.S. § 16-902.01(D), if your committee files campaign finance reports with the Secretary of State, you must file an amended Statement of Organization within 5 days of making any changes to your committee information. To find out how to record changes in committee information, read the section called Changing Committee Information (page 49). After making changes, print out the amended Statement of Organization. In the main window, click on Reports, Statement of Organization A window opens to select the printer Click Print NOTE: If your committee is a standing committee, the Statement of Organization must be notarized before sending to the Secretary of State! Mail or deliver the form to: Secretary of State – Election Services 1700 W. Washington Street, 7th floor Phoenix, AZ 85007 Clean Elections Forms Application for Certification of a Participating Candidate See A.R.S. § 16-947 for details about why, when and how a candidate may file this application. In the main window, click Reports, Citizens Clean Elections, Application for Certification as a Participating Candidate 74 Campaign Finance Software Handbook An Arizona Secretary of State Publication A window opens to select the printer Click Print Application to Receive Participating Funds and $5 Qualifying Contribution List See A.R.S. § 16-950 for details about when and how a candidate may file this application. In the main window, click Reports, Citizens Clean Elections, Application to Receive Participating Funds and $5 Qualifying Contribution List A window opens to select the printer Click Print 75 An Arizona Secretary of State Publication Campaign Finance Software Handbook Viewing and Printing Period Reports All campaign finance reporting to the Secretary of State will be in electronic format, and no period report need be printed to accomplish this. Paper or Hardcopy reports are for the use of the committee or for filing with a local jurisdiction only. In the main window, click on Reports, Period Report The Report Selection window appears If an ID other than the committee ID number is to be printed on the report, enter that ID in the box labeled Alternate ID for Report. Choose either a pre-defined or custom report Pre-defined Reports Select the report from the list supplied by double-clicking on it. If you cannot find the report you need, you must define a custom report. 76 Campaign Finance Software Handbook An Arizona Secretary of State Publication Custom Reports Select a custom report by clicking the button for custom reports. The Report Selection window changes to look like this: Enter the first day of the election cycle. For the 2006 state election cycle, this would be November 23, 2004. Transactions from this date forward will be included in the report, on a cumulative basis if they occur before the period of the report. Enter the first and last day of the reporting period, and a report name and Filing Period description if any, pressing the TAB key between fields. Click Run The Period Report Setup window appears 77 An Arizona Secretary of State Publication Campaign Finance Software Handbook Printing the Report If you do not see the printer that you wish to use in the window, click the Pull-down arrow the printer from the list by clicking on it. Click Print The report begins printing immediately Previewing the Report In the Period Report Setup window Click Preview 78 and select Campaign Finance Software Handbook An Arizona Secretary of State Publication The Period Report Preview window appears. Click on the buttons described above to navigate and view the report. When done, click Exit 79 An Arizona Secretary of State Publication 80 Campaign Finance Software Handbook Campaign Finance Software Handbook An Arizona Secretary of State Publication 81 An Arizona Secretary of State Publication Campaign Finance Software Handbook Electronic Filing NOTE: This section is only intended for committees required to file with the Secretary of State. All campaign finance reporting to the Secretary of State will be in electronic format and no printed report need be specified to accomplish this. A.R.S. § 16-913 outlines six (6) reports that must be filed during an election cycle by all committees that report to the Secretary of State. Standing committees file three (3) additional reports, for a total of nine (9). Candidate committees that do not participate in Clean Elections and any person who makes independent expenditures over the amount stated in A.R.S. § 16-941(D) (adjusted biennially by the Secretary of State) may file additional reports in the election cycle, as prescribed by A.R.S. §§ 16-941 and 16-958. Consult these statutes for further information regarding these reports and when to file them. In the main window, click on Reports, Electronic Filing The Checkup Results window appears Click Close The Electronic Filing window appears Enter your PIN number in the space provided to activate the options of Diskette Filing or Internet Filing 82 Campaign Finance Software Handbook An Arizona Secretary of State Publication Diskette Filing In the Electronic Filing window after entering PIN number, click Diskette Filing The Electronic Filing window changes Insert a blank floppy disk into your floppy drive Click Next The Electronic Filing window presents an OK message Click Continue Bring or send the diskette to the office of the Secretary of State. Per A.R.S. § 16-916, the date of filing is the date of actual receipt by the Secretary of State unless filed by certified mail. For filings made by certified mail with a United States mail postmark, the date of mailing constitutes the date of filing. For documents filed by commercial delivery service, the date of delivery constitutes date of filing. 83 An Arizona Secretary of State Publication Campaign Finance Software Handbook Internet Filing Make sure that the computer is connected to the Internet In the Electronic Filing window after entering PIN number, click Internet Filing An action log appears in the Electronic Filing window You should receive a receipt number on the last line. Write down this number for your records. Click Done 84 Campaign Finance Software Handbook An Arizona Secretary of State Publication Entering Common Transactions Recording Transactions According to Law A.R.S. § 16-904 outlines the duties of the committee treasurer and A.R.S. § 16-915 defines the contents of campaign finance reports. These two laws provide the need and method of reporting the transactions found in this section. If you have questions about what transactions to report or why you should report a transaction, please refer to Title 16, Chapter 6 of the Arizona Revised Statutes. Entering Transactions For A Previous Period You are attempting to enter data outside of the current period if you see this warning: There are two ways to gain access to periods beyond the current period: 1) change the current period or 2) turn off the period checking. See the section entitled Enabling and Disabling Warnings in Changing System Preferences (page 43) for instruction on how to disable period checking. 85 An Arizona Secretary of State Publication Campaign Finance Software Handbook Setting the Current Period Sometimes committees will need to amend previous reports and enter transactions that were omitted or incorrectly entered in a previous filing period. This should be avoided whenever possible. In the main window, click on File, Set Current Period The Period Selection window appears Double-click on the period of the transaction you wish to amend Add or amend the transaction Change back to the current period using the technique above If a report has already been filed for the period that you have changed, an amended report should be transmitted to the filing office 86 Campaign Finance Software Handbook An Arizona Secretary of State Publication Receiving Contributions A Note About Receiving Contributions There are limits to how much individuals or committees may contribute to a committee. See the contribution limit chart in this handbook or go to the Secretary of State web page at http://www.azsos.gov/cfs/library.htm for updated contribution limits as defined by A.R.S. § 16-905. If a check is drawn on a joint account, the contributor is the person who signed the check. A.R.S. § 16-904(F) defines this, with the exception: “unless specified by the contributor(s) to the contrary”. Enter the date that the contribution was received by the committee. 87 An Arizona Secretary of State Publication Campaign Finance Software Handbook Contributions From Individuals Notes About Individual Contributions If your committee is a ballot measure committee, all “single source” contributions as defined in A.R.S. § 16-914.01(E) will be entered here. If a contributor donates $25 or less, and they may contribute again later in this election cycle, record their contribution using the “Contributions from Individuals/Personal/Family contributions”. When you know the contributor will only be contributing once, record their contribution using “Small (Aggregate $25 or less)”. The cumulative total of contributions made by every individual must be recorded per A.R.S. § 16-904(E). Keep track of who has contributed how much is to record them as contributions from individuals. If a married couple makes a contribution, make two entries. Ask what each person’s share is of the contribution. In the software, there is an internal account (account #210) for contributions from individuals and refunds of those contributions. Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions on how to do this. Recording Individual Contributions Information Recorded: Individual Contributions more than $25 Contributions of $25 or less from individuals who may contribute again Single source contributions (for ballot measure committees) Contributions by a candidate’s family member Contributions of a candidate’s personal monies Contributions from a married couple In the main window, click on Transactions, Contributions, Individual/Personal/Family Contribution, Receive The Receive Individual/Personal/Family Contribution window appears 88 Campaign Finance Software Handbook An Arizona Secretary of State Publication If the contributor is already in the names list click the pull down arrow the name in the From box and choose If this is a new contributor, a confirmation window appears to find out if you would like to add the individual to the list of contributors. Click OK A window appears to record the individual’s information pursuant to A.R.S. § 16-915 Fill out the required information, pressing the TAB key between fields If this is a contribution from a candidate or a family member, make sure to toggle the appropriate button. Click on OK 89 An Arizona Secretary of State Publication Campaign Finance Software Handbook Back in the Receive Individual Contribution window, enter the date and the amount of the contribution, and any other information in the memo line. Click OK Contributions From Committees Notes About Committee Contributions A.R.S. § 16-905(H) mandates that candidate committees and exploratory committees may not make contributions to other candidate or exploratory committees. There are two different contribution limits for two distinct types of committees. A committee that is commonly referred to as a “PAC” (Political Action Committee) is actually a non-candidate committee, as defined in statute and gives at the lower limit. A “Super PAC” is a PAC certified by the Secretary of State to give at the upper limit. See A.R.S. § 16-905(A)(B) for contribution limits. The Secretary of State adjusts these limits biennially. The requirements needed by a committee to be a Super PAC are listed in § 16-905(I). Copies of a Super PAC’s certification from the Secretary of State must accompany any contributions from those committees. In the software, there is an internal account (account #220) for contributions from committees and refunds of those contributions. Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Recording Committee Contributions In the main window, click on Transactions, Contributions, Committee, Receive The Receive Political Committee Contribution window appears 90 Campaign Finance Software Handbook An Arizona Secretary of State Publication If the contributor is already in the names list click the pull down arrow the name in the From box and choose If this is a new contributor, a confirmation window appears to find out if you would like to add the committee to the list of contributors Click OK A window appears to record the committee’s information pursuant to A.R.S. § 16-915 Fill out the required information, pressing the TAB key between fields. Click OK Back in the Receive Political Committee Contribution window, enter the date and the amount of the contribution, and any other information for that transaction. Click OK 91 An Arizona Secretary of State Publication Campaign Finance Software Handbook Small (Aggregate) Contributions (Of $25 or Less) A Note About Small Contributions If a committee is to receive small contributions from several individuals, the total sum of contributions from all of the individuals can be recorded here. Examples of this would be entering the total revenue from a fundraising dinner or a T-shirt sale where the cost of the items or service is $25 or less. When using this function, it is important to document the transaction in the memo line so that the committee can explain the contributions if asked to do so. For example, the committee may note “100 T-shirts @ $15.00 per shirt.” A.R.S. § 16-904(E)(2) mandates that the treasurer of a committee must keep identification records for all contributors, no matter how small the contribution. For small contributions, this is usually done with a 2-part receipt book or a separate journal. Keep in mind that these records, although not reported to the filing office with period reports, may be requested at any time. This function is used to record contributions of $25 or less from contributors whose cumulative contributions are $25 or less. If a contributor will contribute to a committee on more than one occasion, these contributions should be recorded as Contributions from Individuals or Contributions from Committees, not small contributions. This is an easier way for the committee to ensure that the aggregate sum of contributions received from that contributor has not exceeded the $25 limit. Cumulative reporting is required for contributions. In the software, there is an internal account (account #200) for contributions of $25 or less. Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Recording Small Contributions In the main window, click on Transactions, Contributions, Small (Aggregate $25 or less) The Receive Contributions of $25 or Less window appears Enter the date the contribution was received, the aggregate amount of the contribution, and any remarks, pressing the TAB key between fields. Click OK 92 Campaign Finance Software Handbook An Arizona Secretary of State Publication In-Kind Contributions A Note About In-Kind Contributions and Expenditures Pursuant to A.R.S. § 16-901(15), in-kind contribution means a contribution of goods or services or anything of value and not a monetary contribution. In-kind contributions must be reported at the fair market value, or the amount that the general public would pay for the same goods or services. Contribution limits as described in A.R.S. § 16-905 apply to in-kind contributions. Keep in mind that the Secretary of State adjusts the limits and levels in this statute biennially. Consult the Campaign Finance Web page at http://www.azsos.gov/cfs/library.htm for current limits. In the software, there is an internal account (account #500) for in-kind contributions. This account holds all of the in-kind contributions received in the current election cycle. There is a sister account (account #510) that holds all the expenditures of in-kind contributions. Receiving an in-kind contribution is actually a two-part process, f the contribution is received, and then it is expended. It may be expended as soon as it is received (e.g.: limousine ride during current reporting period), or it may be expended in part or in whole in some upcoming reporting period (e.g.: a contributor gives something that cannot be used until the next reporting period). Either way, there are at least two separate entries to be made: One for the contribution in account #500, and one or more for the expenditure in account #510. Both of these entries can be made at the same time by checking the box in the Receive In-Kind Contribution window that says Expend Immediately. To find out how to expend an in-kind contribution at some point in the future, see the section titled Expending In-Kind Contributions (page116) for instructions. Recording In-Kind Contributions In the main window, click on Transactions, Contributions, In-Kind The Receive In-Kind Contribution window appears If the contributor is already in the names list click the pull down arrow the name. Otherwise, add the contributor: in the From box and choose 93 An Arizona Secretary of State Publication Campaign Finance Software Handbook Type the contributor name in the From box An Information window appears asking if you would like to add the contributor to a list. Click OK The Select Name Type Window appears Click the button next to the type of contributor Click OK The appropriate window will appear so that identification information can be entered for that entity. For example, if you select individual in the Select Name Type window, the Individual window will appear. Fill out the boxes in the window, pressing the TAB key between fields Click OK 94 Campaign Finance Software Handbook An Arizona Secretary of State Publication The contributor is now added to the appropriate list, and the Receive In-Kind Contribution window is once again active. Finish filling in the Receive In-Kind Contribution window, pressing the TAB key between fields. If you wish for an entry to be made to the in-kind expenditures account at the same time, make sure the Expend Immediately check box is checked. Click OK 95 An Arizona Secretary of State Publication Campaign Finance Software Handbook Printing and Previewing Accounts Lists All accounts can be previewed and or printed, except the names list. In the main window, click on Lists, Accounts The Accounts List window appears Double click on the account to be previewed or printed in the Accounts List Window. A window specific to that account appears 96 Campaign Finance Software Handbook An Arizona Secretary of State Publication Option shown permits all names, dates, and transactions to be printed The screen below gives a preview of the account to be printed WARNING: DO NOT SAVE From this window you may choose to preview, print a single page, all pages 97 An Arizona Secretary of State Publication Campaign Finance Software Handbook Qualifying Contributions Citizens Clean Elections Commission (CCEC) A Note About Qualifying Contributions Qualifying contributions are not grouped with any other contributions. They are contributions held by the committee until they are transferred, all at once to the Secretary of State to be placed in the CCEC fund. They are not a part of receipts or disbursements on the period report. In the software, the Qualifying Contributions account (account #800) hold the total of all qualifying contributions received in the current election cycle. As the account increases, so does the Qualifying Contribution Holding account (account #820). The Qualifying Contribution Distributions account (account #810) holds the total of qualifying contribution monies that have been transferred to the CCEC. Entries to these three accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Recording Qualifying Contributions In the main window, click on Transactions, Contributions, Qualifying Contributions, Receive The Receive Qualifying Contribution window appears If the contributor is already in the names list click the pull down arrow in the From box and choose the name. Otherwise a confirmation window appears to find out if you would like to add the individual to the list of contributors. 98 Campaign Finance Software Handbook An Arizona Secretary of State Publication Click OK The CCEC Qualifying Contributor window appears Fill out the form, pressing the TAB key between fields Click OK 99 An Arizona Secretary of State Publication Campaign Finance Software Handbook Printing $5 Qualifying Contributions List Applicable laws: A.R.S. § 16-946 A.R.S. § 16-950 Qualifying contributions Qualification for clean campaign funding After the data entry for the $5 Qualifying Contributions has been completed, you will need to generate a list. In the main window, click on Reports, Citizens Clean Elections, Application to Receive Participating Funds and $5 Qualifying Contribution List Verify the correct printer is selected Click the Print button A completed application to Receive Participating Funds AND $5 Qualifying Contribution List will print. To preview the list of $5 Qualifying Contributions list see the section Viewing and Editing Account Entries (page 64) for instructions. 100 Campaign Finance Software Handbook An Arizona Secretary of State Publication 101 An Arizona Secretary of State Publication 102 Campaign Finance Software Handbook Campaign Finance Software Handbook An Arizona Secretary of State Publication Participating Funding A Note About Participating Funding Participating funding is a contribution from the CCEC, and appears on the period reports on Schedule A (contributions from individuals). In the software, there is an account (account #250) named Participating Candidate Funding account. Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Recording Participating Funding In the main window, click on Transactions, Contributions, Clean Campaign Participating Funding, Receive The Receive Participating Candidate Funding window appears Enter the transaction information Click OK 103 An Arizona Secretary of State Publication Campaign Finance Software Handbook Receipts Other Than Contributions Receipts in this section appear on line 7 of the Detailed Summary Page of the campaign finance report. See the section on Viewing and Printing Period Reports (page76) for instructions. Receiving Interest And Dividends This is where to receive interest or dividends on the committee account. An entry using this function will increase the Committee Equity account (account #100) and the Interest and Dividends account (account #230). Entries to these accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. In the main window, click on Transactions, Interest The Receive Dividends or Interest window appears If the bank is already in the names list, click the pull-down arrow name of the bank by clicking on it. If the bank is not in the names list, enter their name in the From box An Information window appears Click OK 104 in the From box and select the Campaign Finance Software Handbook An Arizona Secretary of State Publication The Bank window appears Fill out the information regarding your bank, pressing the TAB key between fields Click OK Back in the Receive Dividends or Interest window, enter in the date and amount of the transaction Click OK Other Receipts This function records any receipts that are not contributions and are not interest. These transactions increase the Other Receipts account (account #240) and the Committee Equity account (account #100). Entries to these accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. In the main window, click on Transactions, Other, Receipts The Other Receipts window appears If the contribution is from an entity that is already in the names list, click the pull-down From box and select the name of the giver by clicking on it. arrow in the If the giver is not in the names list, enter their name in the From box. 105 An Arizona Secretary of State Publication Campaign Finance Software Handbook An Information window appears Click OK The Select Name Type window appears . Select the type of entity for the giver by clicking on the button next to it Click OK The appropriate window will appear to record information about that particular type of entity. For instance, for an individual the Individual window will appear. Fill out the form, pressing the TAB key between fields. Click OK Back in the Other Receipts window, enter the date, amount, and description of the receipt, pressing the TAB key between fields. 106 Campaign Finance Software Handbook An Arizona Secretary of State Publication Refunding Contributions Applicable Laws: A.R.S. § 16-905 A Note About Refunding Contributions If a committee receives a non-acceptable contribution from an entity, they should immediately refund the contribution (or the part of it that causes it to be non-acceptable). Refunds are stored in the same accounts as their corresponding contributions. They can be viewed and edited. See the section on Viewing and Editing Account Entries (page 64) for instructions. Refunds To Individuals In the main window, click on Transactions, Contributions, Individual/Personal/Family Contribution, Refund. The Refund Contribution from an Individual window appears Select the contribution that is to be refunded by clicking on it Enter the date, amount, and reason for the refund in the Memo field Click Process 107 An Arizona Secretary of State Publication Campaign Finance Software Handbook Refunds To Committees Notes About Refunding Committee Contributions In the software, refunds of committee contributions are stored in Contributions from Committees account (account #220). Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Recording Refunds To Committees In the main window, click on Transactions, Contributions, Committee Contribution, Refund. The Refund Committee Contribution window appears Select the contribution that is to be refunded by clicking on it Enter the date, amount, and reason for the refund in the Memo field Click Process 108 Campaign Finance Software Handbook An Arizona Secretary of State Publication Refunding Qualifying Contributions In the main window, click on Transactions, Contributions, Qualifying Contributions, Refund The Refund Qualifying Contributions window appears Select the contribution that is to be refunded by clicking on it Enter the date, amount, and reason for the refund in the Memo field Click Process 109 An Arizona Secretary of State Publication Campaign Finance Software Handbook Expenses, Payments, and Credits When a committee purchases goods or services, an expense is incurred. When expenses are incurred, the Operating Expenses account (account #700) increases. If the expense is paid for at the time it is incurred, the Committee Equity account (account #100) decreases. If the goods or services are purchased on credit, the Accounts Payable account (account #400) increases. Entries to these accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Paying For An Expense As It Is Incurred (Record Expenditure) To record an expense and debit the committee equity account at the same time, use the Record Expenditure function. This function is only used to record payments made when goods and services are received, not to pay on bills for goods and services that have been received on credit and previously recorded with the Enter Bills function. This function increases the Operating Expenditures account (account #700) and reduces the Committee Equity account (account #100) at the same time. If you pay for goods or services with cash, you can still use this function to record the transaction. In this case, do not enter a check number. In the main window, click on Transactions, Expenditures, Record Expenditure. The Record Expenditure window appears Record a check number if applicable Enter the date If this payment is going to an existing vendor, click the pull down arrow a vendor by clicking on it If this payment is going to a new vendor, type in the vendor name 110 in the Payee box and select Campaign Finance Software Handbook An Arizona Secretary of State Publication An information window appears if this is a new vendor Click OK A Vendor information window appears Fill out the required information Click OK Back in the Record Expenditure window record the amount. Enter a description of the expense in the memo box. Click OK 111 An Arizona Secretary of State Publication Campaign Finance Software Handbook Entering Bills This function is only used to record Expenditures made on credit. It increases the Operating Expenditures account (account #700) and Accounts Payable (account #400) at the same time. In the main window, click on Transactions, Expenditures, Enter Bills The Enter Bills for Goods or Services window appears If this payment is going to an existing vendor, click the pull down arrow a vendor by clicking on it. If this payment is going to a new vendor, type in the vendor name An information window appears if this is a new vendor Click OK A Vendor information window appears 112 in the From box and select Campaign Finance Software Handbook An Arizona Secretary of State Publication Fill out the required information Click OK In the Enter Bills for Goods or Services window, enter the date, bill amount, and a description of the goods or service purchased, pressing the TAB key between fields. Click OK Paying Bills This function is used to record payments against bills recorded in the Enter Bills function. It reduces the Accounts Payable account (account #400) and the Committee Equity account (account #100) at the same time. In the main window, click on Transactions, Expenditures, Pay Bill The Pay Bill window appears Highlight the debt you wish to pay on by clicking on it Enter the date, amount, and check number (if any), pressing the TAB key between fields. Click Pay 113 An Arizona Secretary of State Publication Campaign Finance Software Handbook Paying Debts from the Previous Committee In the main window, click on Transactions, Previous Committee, and Pay on Previous Debt(s) The Pay Transferred Debt window appears Highlight the debt you wish to pay on by clicking on it Enter the date and amount of the payment, and the check number if any Click Pay 114 Campaign Finance Software Handbook An Arizona Secretary of State Publication Receiving Credit from a Vendor If a credit note is issued from a vendor before the original bill from that vendor is paid, it is entered here. This is for credits issued for overcharges or contract revisions or other reasons that are not intended for just this particular committee. Credits that are “special treatment” for this committee should be recorded as in-kind contributions. This function decreases the Accounts Payable account (account #400) and the Operating Expenditures account (account #700). In the main window, click on Transactions, Expenditures, Receive Credit from vendor The Receive Credit window appears Highlight the bill you wish to apply the credit to by clicking on it Enter the date, the amount and the reason for the credit, pressing the TAB key between fields Click Process 115 An Arizona Secretary of State Publication Campaign Finance Software Handbook Expending In-Kind Contributions Some in-kind contributions are expended as soon as they are received. See the section titled In-Kind Contributions (page 93) for instruction. To record the use of in-kind contributions that were not expended immediately, will be recorded here. In the main window, click on Transactions, Expenditures, In-Kind Expenditure The In-Kind Contributions Not Expended Yet window appears Highlight the in-kind contribution you wish to expend by clicking on it Enter date goods or services expended Click Expend 116 Campaign Finance Software Handbook An Arizona Secretary of State Publication Independent Expenditures Independent expenditures are defined in A.R.S. § 16-901(14). Committees other than exploratory committees, candidate committees, or $500 threshold committees may record independent expenditures using the software. Independent expenditures increase the Independent Expenditures account (account #410) and decrease the Committee Equity account (account #100). Entries to these accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. In the main window, click on Transactions, Independent Expenditure The Independent Expenditures window appears If this purchase is from an existing vendor, click the pull down arrow vendor by clicking on it in the Vendor box and select a If this payment is going to a new vendor, type in the vendor name An information window appears Click OK 117 An Arizona Secretary of State Publication Campaign Finance Software Handbook The Vendor information window appears Fill in the information Click OK Back in the Independent Expenditures window, enter the date, amount, and a description of the goods or service purchased, pressing the TAB key between fields. Click the button the candidate. next to Benefited or Opposed, depending on if the expenditure benefited or opposed If this is not a new candidate, click the pull-down arrow If this is a new candidate, type in the candidate name An Information window appears Click OK 118 in the Name box from the pull-down list Campaign Finance Software Handbook An Arizona Secretary of State Publication The Candidate window appears Fill in the information, pressing TAB between fields Click OK Back in the Independent Expenditures window Click OK to finish 119 An Arizona Secretary of State Publication Campaign Finance Software Handbook Contributing To Other Committees Contribution limits apply to contributions to other committees There are two different contribution limits for two distinct types of committees. A committee that is commonly referred to as a “PAC” (Political Action Committee) is actually a non-candidate committee, and gives at the lower limit. A “Super PAC” is a non-candidate committee certified by the Secretary of State to give at the upper limit. See A.R.S. § 16-905(A)(B) for contribution limits. The Secretary of State adjusts these limits biennially. The requirements needed by a committee to be a Super PAC are listed in A.R.S. § 16-905(I). Copies of a Super PAC’s certification from the Secretary of State must accompany any contributions to other committees. Contributions to other committees increase the Other Disbursements account (account #440). Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries for instructions on how to accomplish this. Recording Contributions To Other Committees, Including Candidate Committees In the main window, click on Transactions, Contributions, Contribute to The Other Disbursements window appears If you have paid this entity before, click the pull-down arrow name by clicking on it If this is a new entity, type in the entity name An Information window appears 120 in the From box and select the entity Campaign Finance Software Handbook An Arizona Secretary of State Publication Click OK The Select Name Type window appears Select the type of entity by clicking on the button next to it Click OK The appropriate window will appear to record information about that particular type of entity. For instance, for an individual the Individual window will appear. Fill out the form, pressing the TAB key between fields Click OK Back in the Other Disbursements window, enter the date, amount, and description of the disbursement, pressing the TAB key between fields Click OK 121 An Arizona Secretary of State Publication Campaign Finance Software Handbook Other Disbursements Use this function to record disbursements that are not operating Expenditures. Examples of these disbursements may include non-essential goods or services received by the committee. This function increases the Other Disbursements account (account #440) and decreases the Committee Equity account (account #100). Entries to this account can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. In the main window, click on Transactions, Other, Disbursements The Other Disbursements window appears If you have paid this entity before, click the pull-down arrow name by clicking on it If this is a new entity, type in the entity name An Information window appears Click OK 122 in the From box and select the entity Campaign Finance Software Handbook An Arizona Secretary of State Publication The Select Name Type window appears Select the type of entity by clicking on the button next to it Click OK The appropriate window will appear to record information about that particular type of entity. For instance, for an individual the Individual window will appear. Fill out the form, pressing the TAB key between fields Click OK Back in the Other Disbursements window, enter the date, amount, and description of the disbursement, pressing the TAB key between fields Click OK 123 An Arizona Secretary of State Publication Campaign Finance Software Handbook Loans, Repayments and Interest According to A.R.S. § 16-906, loans are contributions to the extent that they are unpaid. Therefore, loans made to the committee by persons other than the candidate or his/her family members are subject to contribution limits as defined by A.R.S. § 16-905. Loans made to the committee by the candidate or his/her family members are subject to personal monies notification levels as outlined in A.R.S. § 16-905. The Secretary of State adjusts the limits and levels in this statute biennially. Consult the Campaign Finance Web page at http://www.azsos.gov/cfs/library.htm for current limits. In the software there are four internal accounts that hold loan information. Loans from Candidate account (account #300), Loans from Other Sources account (account #310), Loans Made by Reporting Committee account (account #320), and Loan Interest account (account #420). Entries to these accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Receiving Candidate Loans A note about candidate loans This is where to record loans made by a candidate to their exploratory or candidate committee. Other types of committees should not use this function. Entries of candidate loans increase the Loans from Candidate account (account #300) and the Committee Equity account (account #100). Recording Candidate loans In the main window, click on Transactions, Loans, Candidate Loan, Receive Candidate Loan 124 Campaign Finance Software Handbook An Arizona Secretary of State Publication The Receive Candidate Loans window appears If this is not the first time you have referenced this candidate, click the pull-down arrow box and click the candidate name. in the From If this is the first time you have used this function, enter the candidate name in the From box An Information window appears Click OK The Candidate window appears Fill out the form, pressing the TAB key between fields 125 An Arizona Secretary of State Publication Campaign Finance Software Handbook Click OK Back in the Receive Candidate Loan window, enter the date and amount of the loan, pressing the TAB key between fields. Click OK Repaying Candidate Loans A note about repaying candidate loans Repayments of candidate loans decrease the Loans from Candidate account (account #300) and the Committee Equity account (account #100). Recording repayment of candidate loans In the main window, click on Transactions, Loans, Candidate Loan, Repay Candidate Loan The Repay Candidate Loan window appears Select the loan that you wish to make a payment on by clicking on it Enter the date and amount of the payment, pressing the TAB key between fields Click Process 126 Campaign Finance Software Handbook An Arizona Secretary of State Publication Accruing Interest For Candidate Loans In the main window, go to Transactions, Loans, Candidate Loans, Accrue Interest on Candidate Loans The Enter Accrued Interest for Loan window appears Select the loan that you wish to accrue interest by clicking on it Enter the date and amount of interest along with any comment on memo line Click Process 127 An Arizona Secretary of State Publication Campaign Finance Software Handbook Receiving Non-Candidate (Other) Loans A note about non-candidate loans Entries of non-candidate loans increase the Loans from Other Sources account (account #310) and the Committee Equity account (account #100). Recording non-candidate loans In the main window, click on Transactions, Loans, Other Loan, Receive Other Loan. The Receive Other Loans window appears If this is not the first time you have received loans from this lender, click the pull-down arrow From box and click on the lender name in the If this is the first time you have received loans from this lender, enter the lender name in the From box An Information window appears Click OK 128 Campaign Finance Software Handbook An Arizona Secretary of State Publication The Select Name Type window appears Select the type of entity for the lender by clicking on the button next to it Click OK The appropriate window will appear to record information about that particular type of entity. For instance, for an individual the Individual window will appear. Fill out the form, pressing the TAB key between fields Click OK Back in the Receive Other Loans window, enter the date and amount of the loan, pressing the TAB key between fields Click OK 129 An Arizona Secretary of State Publication Campaign Finance Software Handbook Repaying Non-Candidate (Other) Loans A note about repaying non-candidate loans Repayments of non-candidate loans decrease the Loans from Other Sources account (account #310) and the Committee Equity account (account #100). Recording repayment of non-candidate loans In the main window, click on Transactions, Loans, Other Loan, Repay Other Loan The Repay Other Loan window appears Select the loan that you wish to make a payment on by clicking on it Enter the date and amount of the payment, pressing the TAB key between fields Click Process 130 Campaign Finance Software Handbook An Arizona Secretary of State Publication Accruing Interest For Non-Candidate Other Loans In the main window, click on Transaction, Loans, Other Loans, Accrue Interest, Other Loan The Enter Accrued Interest For Loan window appears Select the loan that you wish to make a payment on by clicking on it Enter the date and amount of the payment, pressing the TAB key between fields Click Process 131 An Arizona Secretary of State Publication Campaign Finance Software Handbook Making Committee Loans Candidate or exploratory committees must not make loans to other candidate or exploratory committees, with exceptions described in A.R.S. § 16-905(H). Loans made by the committee increase the Loans Made by Reporting Committee account (account #320) and decrease the Committee Equity account (account #100). In the main window, click on Transactions, Loans, Committee Loan, Make Loan The Loans Made By Committee window appears If the recipient is already in the names list, click the pull-down arrow recipient name on the pull-down list in the From box and click the If the recipient is not in the names list, enter the recipient name in the From box An Information window appears Click OK 132 Campaign Finance Software Handbook An Arizona Secretary of State Publication The Select Name Type window appears Select the type of entity for the recipient by clicking on the button next to it Click OK The appropriate window will appear to record information about that particular type of entity. For instance, for an individual the Individual window will appear. Fill out the form, pressing the TAB key between fields Click OK Back in the Loans Made By Committee window, enter the date and amount of the loan, pressing the TAB key between fields Click OK. 133 An Arizona Secretary of State Publication Campaign Finance Software Handbook Transfers of Funds These transfer functions record transfers of funds from one committee to another that are not contributions. For instance, a committee may wish to transfer funds from a previous committee to a subsequent committee at any time during the election cycle, or two or more committees may host a joint fundraising effort and need to split the proceeds later. Prompts in the transfer functions will ask the operator for the committee ID of the sending or receiving committee. If the committee does not have an ID issued by the Secretary of State, enter the ID issued by a local jurisdiction. There are two accounts that hold transactions regarding transfers of funds: transfer to another committee account (account #600) and transfer from another committee account (account #610). Entries to these accounts can be viewed and edited; see the section on Viewing and Editing Account Entries (page 64) for instructions. Transfers To Another Committee This function decreases the Committee Equity account (account #100) and increases the Transfer To Another Committee account (account #600). In the main window, click on Transactions, Transfers, To Another Committee ID The Transfer to Another Committee window appears If the receiving committee is already in the names list, click the pull-down arrow and click on the name of the receiving committee in the From box If the receiving committee is not in the names list, enter the committee name in the From box An Information window appears 134 Campaign Finance Software Handbook An Arizona Secretary of State Publication Click OK The Political Committee window appears Fill out the form, pressing the TAB key between fields Click OK Back in the Transfer To Another Committee window, enter the date and amount of the transfer, along with any remarks, pressing the TAB key between fields Click OK 135 An Arizona Secretary of State Publication Campaign Finance Software Handbook Transfers From Another Committee This function increases the Committee Equity account (account #100) and the Transfer from Another Committee account (account #610). In the main window, click on Transactions, Transfers, and From Another Committee ID The Receive Transfer From Another Committee window appears If the sending committee is already in the names list, click the pull-down arrow click on the name of the sending committee in the From box and If the sending committee is not in the names list, enter the committee name in the From box An Information window appears Click OK The Political Committee window appears 136 Campaign Finance Software Handbook An Arizona Secretary of State Publication Fill out the form, pressing the TAB key between fields Click OK Back in the Receive Transfer From Another Committee window, enter the date and amount of the transfer, along with any remarks, pressing the TAB key between fields. Click OK. NOTE: Also see section on Transfer Previous Committee Surplus 137 An Arizona Secretary of State Publication Campaign Finance Software Handbook Submittal of Qualifying Contributions to CCEC Fund When a committee submits an application to receive participating funds, it writes a check for the amount of $5 Qualifying Contributions it has received. Use this function to record that event. In the main window, click on Transactions, Contributions, Qualifying Contributions and Submit $5 Qualifying Contributions to CCEC Fund The Submit $5 Qualifying Contributions to CCEC Fund window appears Enter the date and amount of the transfer Click OK 138 Campaign Finance Reporting Dates 1. 2. 2006 Pursuant to A.R.S.§§ 16-913(B),(C) and 16-916(D) NAME OF REPORT TIME PERIOD COVERED IN REPORT REPORT DUE BETWEEN January 31 report Nov 23, 2004 through Dec 31, 2005 Jan 1 and Jan 31, 2006 June 30 report Jan 1, 2006 through May 31, 2006 June 1 and June 30, 2006 Pre-Primary report June 1, 2006 through Aug 23, 2006 Aug 24 and Aug 31, 2006 Post-Primary report Aug 24, 2006 through Oct 2, 2006 Oct 3 and Oct 12, 2006 Pre-General report Oct 3, 2006 through Oct 18, 2006 Oct 19 and Oct 26, 2006 Post-General report Oct 19, 2006 through Nov 27, 2006 Nov 28 and Dec 7, 2006 1. This table does not include additional filing deadlines provided for by the Citizens Clean Elections Act. Please see Title 16, Chapter 6, Article 2, available from the Secretary of State’s Office and materials provided by the Citizens Clean Elections Commission. 2. This table does not include additional filing deadlines in effect for standing political committees as required by A.R.S.§16-913(K). Please visit www.azsos.gov or call 602-542-8683 for specialized table. Issued by Janice K. Brewer Arizona Secretary of State Office Revision 01/01/2005 Campaign Finance Software, Handbook of Instructions A publication of the Arizona Secretary of State’s Office, Election Services Division November 2005