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Georgia State Filing Guide for Campaign Manager

Article ID: 437
Last updated: 14 Jul, 2009

  

Copyright © 2009 Aristotle International, Incorporated. All rights reserved.

This document, as well as the software described within are furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Aristotle International Incorporated. Aristotle International, Incorporated assumes no responsibility or liability for any errors, inaccuracies or advisories that may appear in this book.

 

Except permitted by license, no part of this publication may be reproduced, stored in a retrieval system or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Aristotle International Incorporated.

Any references to names or businesses are for demonstration purposes only and are not intended to refer to any actual organization.

 

Aristotle International, Incorporated. 205 Pennsylvania, S.E. Washington, DC 20003 U.S.A

Reasonable and prudent efforts have been taken to ensure that any and all information contained in this document that references either directly, or through implication, applicable state or federal filing authority, filing dates, procedures, practices, requirements, or directives accurately reflects the applicable state or federal filing authority’s published specifications as of the date of publication. Because filing authorities may modify compliance requirements at any time, it remains the sole and exclusive responsibility of the filing organization to determine whether or not they are in compliance with applicable State or Federal Law at all times.

Filing Georgia State Reports in Campaign Manager

This is addendum to your Campaign Manager Manual is designed specifically for organizations that are required to file Georgia reports. In the pages that follow, we'll walk you through the process of preparing and filing your forms using Campaign Manager.

This walk-through is designed for Campaign Manager Users who have completed formal training on Campaign Manager software and who are familiar with routine accounting methods and procedures as used in Campaign Manager. If you have any questions regarding any aspect of Campaign Manager, including data-input, general reporting, or receipt and expense coding, please contact your Aristotle Account Manager or Representative for guidance.

As always, we are here to help whenever you need us. For a prompt response, contact us by email or phone anytime, on any day:

Online at http://support.aristotle.com

Email at support@aristotle.com

Phone at 1-800-243-4401

This Guide presumes that you’ve already determined that your organization is required to file the Georgia State Report and that you’ve registered with the Georgia State Ethics Commission and received your registration number.

If you have questions regarding your filing status, or need more information about filing with the Georgia State Ethics Commission, here's how to reach them: 

Main Address       
205 Jesse Hill Jr. Dr.
Suite 478, S.E. Tower
Atlanta, GA  30334

Telephone Numbers
(404) 463-1980 phone
(404) 463-1988 fax

You can find the answer to most any question regarding Georgia State filing requirements on the internet at:

http://ethics.georgia.gov/

 


Supported Forms

 

Schedule/Form

Record Type

Cont/Disb

Type or Kind

Cover Page

 

 

 

Summary Page

 

 

 

Addendum Statement

 

 

 

Contributions

Individual
PAC
Candidate Bank/Lender
Candidate Committee
Corporation
Political Party Committee
Authorized Committee
State Candidate Committee
County Candidate Committee
Partnership

C

Receipt
Other Receipt
In-Kind
Loan Received
Other Loan

Offset to Operating Expenditure
Earmarked(Receipt)
Earmarked to Federal Campaign
Refund of Contribution Made
Transfers from Nonfederal
Transfer from Affil./Auth.
Interest Received
Memo[1]

Expenditures

Individual
PAC
Candidate
Candidate Committee
Bank/Lender
Corporation
Political Party Committee
Authorized Committee
County Candidate Committee
State Candidate Committee

D

Operating Expenditure
Contribution to Fed. Comm.
Contribution to ST/Local Comm.
Transfer to Non-Federal
Transfer To Affil.
Independent Expenditure
Loan Made to Other
Repay Loan Made/Guar. By Cand.
Repayment of Other Loan
Refund of Contribution
Other Disbursement
Earmarked(Deposited)
Con. to Fed. Comm(In-Kind)
Cont. to ST/Local Comm(In-Kind)
Cont. to Fed. Comm. In-Kind
Contrib to Committee. In-Kind
Contribution to Comm. In-Kind[2]

Outstanding Indebtedness

 

Individual
PAC
Candidate
Candidate Committee
Bank/Lender
Corporation
Political Party Committee
Authorized Committee
County Candidate Committee
State Candidate Committee

C/D

Loan Received (Contribution Type)
Loan Credit (Disbursement Kind)
Deferred Payment (Disbursement Kind)
Payment of Deferred (Disbursement Kind)
Repayment of Other Loan (Disbursement Kind)[3]

 



[1] See Contibutions for additional information.

[2] See Expenditures for additional information

[3] See Outstanding Indebteness for additional information.

Before you prepare this form, you should have completed the set-up tasks outlined in the Compliance Reporting chapter of the Campaign Manager Manual.

Summary Page

The Cover and Summary Page information for the GA state report is filled out on the interface seen below.

Full name of (Check one box and complete): Field Name Public Officer or Candidate or Other Person or Organization

When selected will flag on Cover Page Candidate or Public Official or Report of organization or Person Other than Candidate’s Campaign Committee

Person Name

Identifying and Contact Information

 

Address, City, State, Zip

Identifying and Contact Information

Chairperson

Name of Chairman

Phone: Office, Home

Primary Contact Phone Number

Office Sought – Include district, port, or judicial circuit where it applies

Enter Office Sought or Held; include county, municipality, district, post of judicial circuit

Campaign Committee: Field Name

 

Campaign Committee: Yes/No

Select Yes or No

Registered with SOS? Yes/No

Select Yes or No

Report Parameter: Field Name

 

Report Type

Select the filing period of your Report Type

Amendment Number

Report Type – Amendment #

Type of Report: Field

 

Any Field

4. Period for which you are Reporting

Full name of (Check one box and complete): Field Name

Where will the field print on my GA Cover Page for Organization of Person of than Candidate’s Campaign Committee?

Other Person or Organization required to file

2. Filing is being made on behalf of Organization or Person Other than Candidate’s Campaign Committee

Campaign Committee: Field Name

 

Committee

2. (1) Identifying Contact Information

Address, City, State, Zip

2. (3) Identifying Contact Information

Phone: Office, Home

2. (4) Identifying Contact Information

Report Parameter: Field Name

 

Report Type

1. Report Type

Amendment Number

1. Report Type – Amendment #

Type of Report: Field

 

Any Field

3. Period for which you are Reporting

Addendum/Amendment Button

 

Password

Required for all Electronic filings

Email

Required for all Electronic filings

Report date

Required for all Electronic filings


Notes

1. Contributions

  • Occupation and Employer of Contributor comes from the Occupation and Employer fields of the Master Edit screen.  This must be filled in or the electronic file will not upload. 
  • Election Cycle comes from the Period field of the Contribution Edit screen.
  • Description of contributions comes from the Note field of the Contribution Edit screen.

Receipt:  Contribution Type appears as Monetary.

Other Receipt:  Contribution Type appears as Monetary.
 
In-Kind:  Contribution Type appears as In-Kind.

Loan Received:  Contribution Type appears as Loan.  Also appears on Outstanding Indebtedness Schedule on Line 2.

Other Loan:  Contribution Type appears as Loan.

Offset to Operating Expenditure:  Contribution Type appears as Monetary.

Earmarked (Receipt): Contribution Type appears as Monetary.

Earmarked to Federal Campaign:  Contribution Type appears as Monetary.

Refund of Contribution Made: Contribution Type appears as Monetary.

Transfers from Nonfederal:  Contribution Type appears as Monetary.

Transfer from Affil./Auth.:  Contribution Type appears as Monetary.

Memo: Expenditure Type appears as End Receipt

Reporting Loans:
If a loan has a co-signer or guarantor, enter the Voter Registration # of the guarantor into the NOTE field.  This will result in the co-signer’s name and address printing beside the original loan on the report.GA requires an occupation/employer for all guarantors. If the guarantor is an organization, put "Not Applicable" for both entries.

Loans from previous periods that have yet to be paid will appear on the Outstanding Indebtedness Schedule Line 1.

Any payments, credits, or deferments on loans must be tied to the original loan received through the Contact field in the original loan Contribution Edit screen and the Item # on the loan payment in the Disbursement Edit screen.
 
Partnership Contributions: 
Partnership contributions are linked from the partnership to the partners.  Enter the total amount of the partnership contribution in the partnership record.  The contribution should have a unique Contact number.  Each of the partners should have a Contribution Type: Memo with their portion of the contribution, along with the same Contact number that was in the original partnership contribution record.  Each partner needs to have an Occupation and Employer filled in as well.

Regulated Entities: 
This is a new requirement for 2009. If you are currently holding or running for an “Elected Executive Office” (EEO), then you must highlight contributions that come from an individual that works for or an organization that falls under your office’s Regulated Entities. To do this, add “RE*” into the Memo field of the affected contribution. "Elected Executive Officer" means the Secretary of State, Attorney General, State School Superintendent, Commissioner of Insurance, Commissioner of Agriculture, and Commissioner of Labor.

2. Expenditures

  • Enter the general purpose of the expenditure in the Purpose field.
  • Expenditures appear as an aggregate total on the schedule.  To itemize expenditures, enter a Purpose for the expenditure in the disbursement.  If a single record has expenditures for more than one purpose, a separate total will print for each purpose.  When entering multiple expenditures for the same purpose, be sure the Purpose field is filled in identically on each.
  • If the Record Type is Individual, the Occupation field will print.  If the Occupation is not filled in, the Employer will print instead.
  • A check number will appear on the schedule if present in the Disbursement Edit screen.
  • The Disbursement Kind Contribution to Fed. Comm. and Contribution to ST/Local Comm. will aggregate into Aggregate total of Non-GA disbursements.  The program will filter out all disbursements of Contribution to Fed. Comm. & Contribution to ST/Local Comm. where the home state of the Master record does not equal GA. 


Operating Expenditure:  Describes the cost of daily functions-wages, postage, etc.  Expenditure type appears as Expenditure.

Contribution to Fed. Comm.:  Describes a contribution to a Federal Committee.  This transaction appears on line 29 of the FEC Form 3X.  Expenditure type appears as Expenditure.  Expenditure purpose appears as Campaign Contribution.

Contribution to ST/Local Comm.:  Describes a contribution to a state or local committee.  This transaction appears on line 23 of the FEC Form 3X.  Expenditure type appears as Expenditure.  Expenditure purpose appears as Campaign Contribution.

Transfer to Non-Federal:  Describes transfers to a non-federal banking account.  Expenditure type appears as Expenditure.

Trans. To Affil.:  Describes transfers to an affiliated bank account.  Expenditure type appears as Expenditure.

Independent Expenditure:  Describes an expenditure that is not directly authorized by the Candidate or Candidate Committee.  Expenditure type appears as Expenditure.

Loan Made to Other:  Describes a loan made by the committee.  Expenditure type appears as Expenditure.

Repay Loan Made/Guar. By Cand :  Describes a payment towards a loan that the committee has received.  Expenditure type appears as Expenditure.

Repayment of Other Loan:  Describes a payment towards a loan that the committee has received.  Expenditure type appears as Expenditure, also appears on Outstanding Indebtedness Schedule Line 4.

Refund of Contribution:  Describes the return of a contribution the committee has received.  Expenditure type appears as Refund.

Other Disbursement:  Describes disbursements that do not fit in any of the above categories.  Expenditure type appears as Expenditure.

Earmarked (Deposited): Expenditure type appears as Expenditure.

Con. to Fed. Comm (In-Kind): Expenditure type appears as In-Kind.

Con. to ST/Local Comm(In-Kind):  Expenditure type appears as In-Kind.

Cont. to Fed. Comm. In-Kind: Expenditure type appears as In-Kind.

Contrib. to Committee In-Kind: Expenditure type appears as In-Kind.

Contribution to Comm. In-Kind: Expenditure type appears as In-Kind.

Memo: Expenditure type appears as End Receipt

Credit Card Transactions:
Credit Cards are entered as two transactions: one transaction for the credit card that you are paying and another for the vendor that the credit card paid.  The first transaction is in the vendor’s record as Disbursement Kind: Operating Expenditure, Credit Card in the Note field, and a unique item number entered in the Item Number field of the Disbursement Edit screen.  The second transaction is in the vendor’s record as Disbursement Kind: Memo with the same unique item number entered in its Item Number field on the Disbursement Edit screen.

Reimbursements:
Reimbursements are entered as two transactions: one transaction for the individual that you are reimbursing and another for the vendor that the individual paid.  The first transaction is in the individual’s record as Disbursement Kind: Operating Expenditure, with REIMBURSEMENT SEE BELOW in the Note field, and a unique item number entered in the Item Number field of the Disbursement Edit screen.  The second transactions is in the vendor’s record as Disbursement Kind: Memo with the same unique item number entered in its Item Number field on the Disbursement Edit screen.

Third Party Expenditures: 
To enter Third Party expenditures, enter expenditures as you normally would, but add 3P in the Note field of the Disbursement Edit screen.

3. Outstanding Indebtedness
Person liable for a loan:
Link the Voter ID of the person liable for the loan to the Note of the loan received.  If more than one, separate by a semicolon. CT: Other Loan.  For Example: RT Individual (Mary Smith) has a Voter ID of “GA1” and the record “The Bank” has a transaction CT: Other Loan with the Note: field filled with GA1, which is the individual who is personally liable for the loan.

Deferred Payment: Appears on the Outstanding Indebtedness Schedule Line 3.  Needs to be linked to loan via Item #/Contact field.

Payment of Deferred: Appears on the Outstanding Indebtedness Schedule Line 6.  Needs to be linked to a loan via Item #/Contact field.

Loan Credit: Appears on the Outstanding Indebtedness Schedule on Line 5.  Needs to be linked to a loan via Item #/Contact field.

Repayment of Other Loan:  Describes a payment towards a loan that the committee has received.  Appears on Outstanding Indebtedness Schedule Line 4, and also on Expenditure Schedule.  Needs to be linked to a loan via Item #/Contact field.

4. Addendum Statement
To input Information for the Addendum Statement select the Addendum/Amendment button on the GA State Report Main Interface screen.

5. 2nd Business Day Report (48 hour report)
To generate a 2nd Business Day report, modify the Reporting Period to the 2 day period, and set the Threshold amount to $1000.00.  Data entry will remain the same for the contribution schedules, and the Election column on the report will pull from the Period field in the Contribution Edit screen.  To run the report, select the 48hour box on the report interface and select Print or Preview. This report cannot be filed electronically by third party vendors.


Electronic Filing

Procedure
Aristotle’s GA State Report is designed to conform to the specifications set forth by the GA Secretary of State. 

In order to file electronically please select the Electronic Filing 2009 box on the report interface.  The electronic file will automatically save to your CM4temp folder.

Make sure you have your password, email, and report date information entered in on the Addendum/Amendment table on the report interface.

Submitting

  • You will need to use the CCDR.exe to upload the report. 
  • Make sure that you have an internet connection.
  • Click Browse For Report to find the file that you created within the Aristotle program.  Your ga_efile.xml file will be saved in your CM4temp folder.
  • Click Verify Only.  This will allow you to verify the report.  It will generate a list of errors if any on the report.  These should be corrected prior to filing.  The new state software is stricter than previous version.
  • Once the report passes validation click Verify and Send Report.  You should see a message stating that your report has been successfully uploaded and an email should be sent to you as well.

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Article ID: 437
Last updated: 14 Jul, 2009
Revision: 1
Views: 477
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