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FEC Form 3x Schedule A

Article ID: 682
Last updated: 26 Feb, 2010

Basic Data Entry and Terminology


5)  Mailing Information
6)  Record Type: The Record Type describes what kind of entity this record is (Individual,
Partnership, PAC, etc).  Record Type is extremely important, as only certain types will be
reported on certain lines. 
7)  Voter ID:  The Voter ID does not necessarily need to be the actual voter ID.  It can be
any mixture of letters and numbers, but must be unique in the dataset.  An exception to
this is for PACs.  The Voter ID field for PACs must contain their valid FEC ID number. 
The Voter ID is the most often used as a method to link transactions and is especially
important when entering earmarked contributions and credit card memos.  If it is not
needed for linking or identification, it can be left blank.
8)  Subfile Entry:  The Subfile Entry area displays what subfiles are entered for the record. 
To see all the contributions for this record, click on the Contributions tab.  To see all
disbursements, click on the Disbursements tab.  To add a subfile, make sure that the
appropriate tab is selected and double click on the gray area below it. 

Now a closer look at the Contribution Edit screen:


Anytime you are asked to create a new contribution record, this is where you want to be.  Almost
everything on this screen is important!  To create a new contribution record, press the + button
on the edit box.  If there are no previous contributions, this will ungray the fields and allow you
to enter the information.  If there are previous contributions, this will create blank fields for you
to work in.  When you are finished with the data entry, close the Contribution Edit window and
Save the changes, or press Ctrl-W.
 
Date:     The date the contribution was received.  This defaults to today’s date.
Amount:   The amount of the contribution.
Period:   The period in which the contribution will be reported.
Type:   This is one of the most important fields on the Contribution Edit screen.  The
Contribution Type is one of the fields that will determine what line the
contribution is recorded on.  This defaults to Receipt.
Source:  Should be used internally to track where the contribution came from.  Not used in
FEC reporting.
Note:  This field is for any auxiliary information.  Except in special situations, this field
will not show on the FEC report.  Two special keywords for the Note field:
   NOTE:  -  Putting this in the note field will make whatever
comes after it appear on the FEC report.  Be sure the include the colon.
   ITEMIZE  -  Putting this in the note field will force the record to
itemize on Schedule A, even if it is below the itemization threshold, or
would otherwise not itemize.
Check #:  Can be used to record the check number of the contribution.  Also often used to
link transactions.  This number must be unique within the subfile (E.g. Only one
Check # 205 in James Singleton’s Contributions).
Deposited:  The date the contribution was deposited.  This defaults to today’s date.
Letter:    Used for letter batches.  Not important for FEC filing.
Contact:  Used for linking transactions
Amend: Not used.
Account:  The budget account number that this transaction is associated with.  This field is
important if linking a transaction to a H1 or H2 ratio.  It is also important for FEC
filing when the contribution is associated with a Loan.
Reported:  The bank account that the contribution will be attributed to.  State parties will
always have a number of bank accounts, at least a Federal, a State, a FEA, a
Shared Funds, and a Levin.  It is vitally important that the correct one is chosen
for each contribution.
Batch:    Not used for FEC reporting.
Event:    Not used for FEC reporting
Client:   Not used for FEC reporting
 
And very similar to the Contribution Edit screen, the Disbursement Edit screen: 

Anytime you are asked to create a new disbursement record, this is where you want to be. 
Almost everything on this screen is important!  To create a new disbursement record, press the +
button on the edit box.  If there are no previous disbursements, this will ungray the fields and
allow you to enter the information.  If there are previous disbursements, this will create blank
fields for you to work in.  When you are finished with the data entry, close the Disbursement
Edit window and Save the changes, or press Ctrl-W.
 
Date:    The date of the disbursement.

Amount:  The amount of the disbursement.

Period:   The period in which the disbursement will be reported.

Kind:  This is one of the most important fields on the Disbursement Edit screen.  The
Disbursement Kind is one of the fields that will determine what line the
disbursement is recorded on.  This defaults to Operating Expenditures.

Purpose:  The purpose of the disbursement.

Item #:   Used for linking transactions.

Account:  The budget account number that this transaction is associated with.  This field is
important if linking a transaction to a H1 or H2 ratio.  It is also important for FEC
filing when the disbursement is associated with a Loan. 

Check #:  The check number for the disbursement.  Also used for linking transactions.

Reported:  The bank account that the disbursement will be deposited into.  State parties will
always have a number of bank accounts, at least a Federal, a State, a FEA, a
Shared Funds, and a Levin.  It is vitally important that the correct one is chosen
for each contribution.

Batch:  Not used for FEC reporting.
Now that we know what the Master Edit, Contribution Edit, and Disbursement Edit windows
look like we can go over some other terminology and notations used in this document. 
 
 
Using Federal and NonFederal Money 
 
State parties raise and spend both Federal and State money.  This money must be kept separate,
in the real world and in the database.  To keep the separation in the database, a field for bank
account is provided for every transaction.  A state party should always have at least the following
bank accounts: Federal, State, FEA, FEA Shared, Levin.  It is possible to have more, but this is
the minimum needed for the software to function.  Please remember that a bank account in the
software does not necessarily need to have a “physical” or “real life” equivalent. 
 
To set up these bank accounts, you need to go to Accounting > Bank Accounts on the menu bar. 
It will bring up this screen: 

 
The top two boxes, Account Name and Acct# should be filled out for every bank account in the
system.  Whatever you put into Account Name you should also put into Acct#.  For example,
when creating the Federal bank account, you should put Federal into both Account Name and
Acct#. While Bank Accounts are the basis for keeping Federal and NonFederal money separated,
Budget Accounts, in regards to schedule H1 through H6, are also instrumental in managing the
funds.

Form 3X Schedules 
 
Below is a list of conventions used in the data entry instructions for the Form 3 schedules:
 
FieldName:    All field names in the data entry instructions will appear in bold.
 
FieldSelection:  All selections that need to be made in a field will be in italics.
 
Example:  Record Type: Individual
 
Transaction Linking:  Many  different transactions often need to be linked together, or shown
next to each other, on the FEC report.  For example, Earmarked Receipts
need to be linked to their conduits; Credit Card itemizations need to be
linked to the Vendor disbursement; and Partnership contributions need to
be linked to the individual partners.
 
[…]<->[…]:  This notation shows which fields are actually doing the linking.  For
example, [Voter ID]<->[Contact] means that the Voter ID and the Contact
fields are going to be linked together.  Most importantly, this is a flag to
you to make sure that the data that appears in these two fields is identical.
 
“abc”:  Anything that needs to be typed in exactly as written here will appear in
double quotes.  Please do not type the double quotes.

Layout of the line numbers for Schedule A and B:

Schedule A – Receipts 
 
Schedule A details all of your itemized contributions.  On the detailed summary page, Schedule
A supports lines 11 through 18.  Below, listed line-by-line, are the types of contributions that can
be received and how the data entry for that type needs to be done.

NOTE:  ANY LEVIN FUND CONTRIBUTION NEEDS TO BE REPORTED TO THE LEVIN
BANK ACCOUNT, AND HAVE THE WOR DS LEVIN FUNDS IN ITS NOTE FIELD.
 
NOTE:  ANY FEA FUND CONTRIBUTION NEEDS TO BE REPORTED TO THE FEA
BANK ACCOUNT, AND HAVE THE WORD FEA IN ITS NOTE FIELD. 
 
 
Cash/Check Contributions from Individuals
This is the most basic entry that can be made.
 
3)  On the contributor’s Master Edit screen, fill out the Mailing Information,
Employer, and Occupation fields.  Check to make sure that the Record
Type is set to Individual.
4)  Create a new Contribution Record and enter the Date, Amount, and Period. 
Make sure that the Contribution Type is set to Receipt.  Enter the appropriate
bank account into the Reported field.

Cash/Check Contributions from Partnerships 
FEC regulations state that contributions from Partnerships must show how much each Individual
partner gave in relation to how much the Partnership gave.  To do this, the Receipt is created in
the Partnership’s Contribution Record and Memos are created in the Individual partner’s
Contribution Records.  The Receipt and the Memos are then linked together by the Partnership’s
Voter ID and the Individual’s Contribution Record’s Contact field, as well as by the Check #’s
in all the Contribution Records.
[Partnership’s Voter ID]<->[Individual’s Contact]
[Partnership’s Check #]<->[Individual’s Check #] 
 
Partnership
3)  Open the Partnership’s Master Edit screen and fill out the Mailing
Information.  Check to make sure that the Record Type is set to Partnership. 
In the Voter ID field, enter a unique sequence of letters and number.  This
will be used to link the Memos back to the Partnership.
4)  Create a new Contribution record and enter the Date, Amount, and Period. 
Make sure that the Contribution Type is set to Receipt.  The Check # field
must be filled in.  If there is no check number, make one up.  Remember, it
must be different from any other check number in this Partnership’s
Contribution subfile.  Enter the appropriate bank account into the Reported
field. 
 
Individual Partners
3)  Open the Partner’s Master Edit screen and fill out the Mailing Information,
Employer, and Occupation fields.  Check to make sure that the Record
Type is set to Individual.
4)  Create a new Contribution Record and enter the Date,  Amount that this
partner gave, and Period.  The Contribution Type will need to be changed
from  Receipt to Memo.  In the Note field, enter “PARTNERSHIP”.  In the
Check #, enter the same check number that you entered into the Partnership
Contribution Record’s Check  #.  In the Contact field, enter the unique
sequence of letters and numbers you entered into the Partnership’s Voter ID.

Earmarked Contributions
An earmarked contribution is a contribution that the contributor directs to a candidate or
candidate committee through an intermediary or conduit.  This could happen if an employee
makes a contribution to his company PAC and directs that PAC to then make a contribution to
the candidate.  In this case, that PAC has acted as a conduit for the employee. 
 
Earmarked contributions are counted against the Individual’s election cycle to date limit, not the
conduit’s.  However, the election cycle to date total of earmarked contributions going through a
particular candidate is reported.  This total will appear in the automatically generated conduit
Memo entry.
 
To properly link an Individual’s earmarked contribution to the conduit Committee, the conduit’s
Voter ID and the Individual’s Contribution Record’s Contact field.
 
 [Conduit’s Voter ID]<->[Individual’s Contact] 
 
Conduit
3)  On the conduit’s Master Edit screen, fill out the Mailing Information and Record
Type.  In the Voter ID field, enter a unique sequence of letters and number.  If the
conduit is a PAC, you must enter the PAC’s proper FEC ID number.  This will be
used to link the Memos back to the Partnership. 
 
Individual
5)  On the contributor’s Master Edit screen, fill out the Mailing Information,
Employer, and Occupation fields.  Check to make sure that the Record Type is set
to Individual.
6)  Create a new Contribution Record and enter the Date, Amount, and Period.  The
Contribution Type will need to be changed from Receipt to Earmarked(Receipt). 

In the Contact field, enter the conduit's Voter ID.  Enter the appropriate bank account into the Reported field.

Earmarked Contributions (Non-Deposited)
There are instances when an individual will hand a check to a PAC and ask that they pass the
contribution along to the candidate.  In this instance the check is never deposited into the PAC’s
account so the contribution will not add into the individuals election cycle to date total.  The data
entry is similar to the Earmarked Receipt data entry on page 15.  However instead of populating
the contact field with a voter id you will fill in the candidate id number from the Edit Candidate
List. To view the Edit Candidate List please see page__. 
 
InKind Contributions
An InKind contribution is a non-monetary contribution, such as goods or services that have a
monetary value attached to it.  InKind contributions are subject to the same contribution limits
allowed by the FEC and must be applied to the nearest upcoming election.  InKind contributions
cannot be redesignated.
 
 For example: An individual provides the printing and postage for invitations to your pre-primary
cocktail reception.  The printing and postage would normally have cost your committee $1,000. 
The individual has made a $1,000 InKind contribution for the Primary election.  Furthermore, if
this individual had previously donated $250 for the Primary, this InKind contribution has now
exceeded the $1,000 limit.  Any amount over the limit will have to be refunded or reattributed,
but the InKind cannot be redesignated.
 
Due to its non-monetary nature, InKind contributions do not effect your cash on hand. 
Campaign Manager will automatically balance the InKind contribution on Schedule A with an
InKind itemization on Schedule B.  It is not necessary for you to enter a Disbursement Record to
manually balance the transaction.
 
InKind contributions from Individuals are entered exactly the same as normal contributions from
Individuals, except that the Contribution Type will be changed from a Receipt to an In-Kind. 
InKind contributions from Partnerships are entered exactly the same as normal contributions
from Partnerships, except that the Contribution Type in the Partnership’s Contribution Record
will be changed from a Receipt to an In-Kind. 
 
 
Reattributions
When a contributor’s donations go over the contribution limit set by the FEC, one of the options
to deal with the surplus money is to reattribute it to the contributor’s spouse.  This is done in
Campaign Manager with a series of three transactions:  the original Receipt contribution from the
Individual, a negative Reattribution Memo contribution in the Individual’s record, and a positive
Reattribution Memo contribution in the spouse’s record.  These three transactions are linked by
the Check # field in all three records.
 
 [Contributor’s Receipt Check #]<->[Contributor’s Reattribution Memo Check #]<->[Spouse’s
Reattribution Check #] 
 
Contributor
4)   On the contributor’s master edit screen, fill out the Mailing Information and the
Employer and  Occupation fields.  Check to make sure that the Record Type is set
to Individual.
5)  Create a new Contribution Record and enter the Date, total Amount, and Period. 
Make sure that the Contribution Type is set to Receipt.  Enter the check number into
the Check # field.  Enter the appropriate bank account into the Reported field.
6)  Create a new Contribution Record and enter the Date and Period.  The Amount will
be a negative entry in the amount that needs to be reattributed.  The Contribution
Type will need to be changed from Receipt to Reattribution Memo.  In the Note field
enter “REATTRIBUTION TO SPOUSE”.  Enter the same check number into the
Check # field.  Enter the appropriate bank account into the Reported field. 
 
Contributor’s Spouse
3)  On the spouse’s master edit screen, fill out the Mailing Information and the
Employer and  Occupation fields.  Check to make sure that the Record Type is set
to Individual.
4)  Create a new Contribution Record and enter the Date and Period.  The Amount will
be the amount that the contributor has exceeded the FEC limit by.  The Contribution
Type will need to be changed from Receipt to Reattribution Memo.  In the Note field
enter “REATTRIBUTI ON FROM SPOUSE”.  Enter the same check number into the
Check # field.  Enter the appropriate bank account into the Reported field.

Redesignations
When a contributor’s donations go over the contribution limit set by the FEC, one of the options
to deal with the surplus money is to redesignate it towards the next election (from the primary
election to the general election for example).  This in done in Campaign Manager with a series of
three transactions:  the original Receipt contribution, a negative Redesignation FROM Memo
contribution, and a positive Redesignation TO Memo contribution.  These three transactions are
linked by the Check # field in all three records.
 
 [Receipt Check #]<->[Redesignation FROM Memo Check #]<->[Redesignation TO Memo
Check #]
 
5)  On the contributor’s master edit screen, fill out the Mailing Information and the
Employer and Occupation fields.  Check to make sure that the Record Type is set
to Individual.
6)  Create a new Contribution Record and enter the Date, total Amount, and Period. 
Make sure that the Contribution Type is set to Receipt.  Enter the check number
into the Check # field.  Enter the appropriate bank account into the Reported field.
7)  Create a new Contribution Record and enter the Date and Period.  The Amount will
be a negative entry in the amount that needs to be redesignated.  Make sure that the
Contribution Type is changed from Receipt to Redesignation FROM Memo.  Enter
the check number into the Check # field.  Enter the appropriate bank account into
the Reported field.
8)  Create a new Contribution Record and enter the Date  and the Amount  to be
redesignated. The period must be different from the period entered on the previous
two contribution records.  Make sure that the Contribution Type is changed from
Receipt to Redesignation TO Memo.  Enter the check number into the Check # field. 
Enter the appropriate bank account into the Reported field.

Returned Checks
In the unfortunate circumstance that a contributor’s check is returned due to insufficient funds,
the lack of money must be reflected in Campaign Manager.  This is entered exactly like a normal
contribution from the Individual, except that the Amount field will be negative.  If the original
contribution has already been reported to the FEC, you must also place “ITEMIZE” in the Note
field.

Line 11b – Contributions from Political Party Committees
Record Types:    Political Party Committee


All Transaction Types
All transaction types for Line 11b are done exactly the same as Line11a, except that the Record
Type on the Master Edit Screen must be set to Political Party Committee.


All Transaction Types
All transaction types for Line 11c are done exactly the same as Line11a, except that the Record
Type on the Master Edit Screen must be set to Authorized Committee, Candidate Committee, or
PAC.

Transfer from Affiliated/Authorized Committee
Transfers of money from affiliated committees are generally unlimited (within FEC guidelines)
but need to be tracked liked any other transaction.
 
Transfers from affiliated and authorized committee’s are entered exactly the same as normal
contributions from Individuals, except that the Record Type needs to be changed to Authorized
Committee.  The Contribution Type will also need to be changed from Receipt to Transfer from
Affil./Auth..  
 
 
Transfer from Affiliated/Authorized Committee
If the source of the transfer money needs to be disclosed, the Individual contributions that make
up that transfer must be itemized as memos and take into account the Individual's contribution
limit. This is done with Transfer Memos and is linked via the Contact field in both the Transfers
from Affil./Auth record and the Transfer Memo record.
 
 [Committee's Transfer Record's Contact]<->[Contributors' Memo Record's Contact] 
 
Authorized Committee

1.  On the Authorized Committee's Transfers From Affil./Auth. transaction, enter a unique
string of letters and numbers into the Contact field. 
Contributor

1.  On the contributor’s Master Edit screen, fill out the Mailing Information and make sure
that the Record Type is set to either Individual or PAC. 
2.  Create a new Contribution Record and enter the Date, Amount, and Period. The
Contribution Type will need to be changed from Receipt to Transfers Memo. In the
Contact field, enter in the same string of unique letters and numbers as used in the
Authorized Committee's record.

All Loans Received
All loans received have to have a supplementary Form C1 to show the loan’s bank or lender of
origin.  For information on filling out a Form C1, please look on page 39.  Because this loan
needs a Form C1, it will also need a unique Loan Number.  Loan numbers are assigned via
Budget Accounts.
 
All loans received are linked via the Budget Account number in the transactions’ Account field.
 
 [Budget Account]<->[Loan Contribution’s Account]<->[Loan Disbursement’s Account]
  
For instructions on repaying this loan, see Schedule B Line 26, on page 34. 
 
Budget Account
2)  Open the Budget Account screen by going to Accounting > Budget.  Press the New
button to prepare the text fields for a new Budget Account.  Enter a unique Budget
Account number and assign it a Category (e.g., “Loan from Sample Bank”).  These
are the only two fields needed to successfully track the loan. 
 
 
Bank/Lender
3)  On the Bank/Lender’s Master Edit screen, fill out the Mailing Information.  Change
the Record Type from Individual to Bank/Lender.
4)  Create a new Contribution Record.  Enter the date the loan was given in the Date
field.  Enter the Amount  and  Period.  The Contribution Type will need to be
changed from Receipt to Other Loan.  If there is an interest rate on this loan, enter
“INT:” followed by the interest rate in the NOTE: field (e.g., “INT:8.5”).  The
Deposited Date will need to be filled with the date the loan is due.  Enter the Budget
Account Number/Loan Number into the Account field.  Enter the appropriate bank
account into the Reported field.
 
 
If There Is A Guaranteer 
 
Guaranteer

1.  On the Guaranteer’s Master Edit screen, fill out the Mailing Information. Change the
Record Type to the appropriate type. Place a unique string of letters and numbers into
the Voter ID field. 

Bank/Lender 
1.  Go into the Loan's Contribution record. In the NOTE field, enter GUAR: followed by the
amount guaranteed (e.g., “GUAR:10 000”). In the  Contact field, enter the same unique
string of letters and numbers as was put into the Guaranteer's Voter ID.

Loan Repayments
Repayment of loans your committee made to other committees needs to show up here as well as
on Schedule C. To see how to set up a loan to a committee, see Schedule B, line 27.
1.  On the borrowing Committee’s Master Edit screen, make sure the Mailing Information
is correct and change the Record Type to the appropriate type. 
2.  Create a new Contribution record. Enter the Date, Amount, and Period and change the
Contribution Type to Loan Repayment.

Refunds, Rebates, Etc
Any offsets to operating expenditures, such as refunds or rebates, should be reported on Line 15. 
All transaction for Line 15 are done exactly the same as Line 11a, except that the Record Type
on the Master Edit Screen can be anything and the Contribution Type should be changed from
Receipt to Offsets to Operating Expenditu.


Refunds of Contributions Made
If a contribution is returned to you from a federal candidate or political committee, it will need to
appear here.

1.  On the refunder’s Master Edit screen, fill out the Mailing Information and check to
make sure that the Record Type is set to the appropriate type. 
2.  Create a new Contribution Record and enter the Date, Amount, and Period. The
Contribution Type should be changed from Receipt to Refund of Contribution Made. 
Enter the appropriate bank account into the Reported field.

Dividend and Interest Earnings
Reporting Dividends and interest earned is done exactly the same as Line 11a except that the
Record Type on the Master Edit Screen should be changed from Individual to the appropriate
Record Type and the Contribution Type should be changed from Receipt to Other Receipt.

Miscellaneous Transactions
Miscellaneous transactions for Line 17 are done exactly the same as Line 11a except that the
Record Type on the Master Edit Screen can be anything and the Contribution Type should be
changed from Receipt to Other Receipt.

Transfers from Nonfederal
Transfers from a nonfederal account for joint activity shows up on this line. The itemizations will
show up on Schedule H3.

1.  In the record created for the nonfederal account, fill out the Mailing Information and
make sure that the Record Type is set to the appropriate type. 
2.  Create a new Contribution Record and enter the Date, Amount, and Period. The
Contribution Type will need to be changed from Receipt to Transfers from Nonfederal.
Do not forget to fill in the proper Account. 

 
Transfer Memo

When the transferring committee is supporting the candidate for a different office than the
receiving committee, the Individual contributions that make up that transfer must be itemized as
memos and take into account the Individual's contribution limit. This is done with Transfer
Memos and is linked via the Contact field in both the Transfers from Affil./Auth record and the
Transfer Memo record.

[Committee's Transfer Record's Contact]<->[Contributors' Memo Record's Contact] 
 
Authorized Committee

1.  On the Authorized Committee's Transfers From Affil./Auth. transaction, enter a unique
string of letters and numbers into the Contact field. 

Contributor

1.  On the contributor’s Master Edit screen, fill out the Mailing Information and make sure
that the Record Type is set to either Individual or PAC. 

Create a new Contribution Record and enter the Date, Amount, and Period. The Contribution
Type will need to be changed from Receipt to Transfers Memo. In the Contact field, enter in the
same string of unique letters and numbers as used in the Authorized Committee's record. 

Schedule H5 is very similar to Schedule H3, except instead of using a Transfers from
NonFederal to move NonFederal money into your Federal account, you use Transfer of Levin
Funds to move Levin Fund money into your FEA Shared account.  

1)  In the record created for your FEA Shared  account, fill out the Mailing Information and
make sure that the Record Type is set to the appropriate type. 

Create a new Contribution Record and enter the Date, Amount, and Period. The Contribution
Type will need to be changed from Receipt to Transfer of Levin Funds. Do not forget to fill in
the proper event Account and make sure to mark the reported field with your FEA Shared
account.

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Article ID: 682
Last updated: 26 Feb, 2010
Revision: 1
Views: 1330
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FEC Form 3x Schedule B - Disbursements       Filing FEC Form 3