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Iowa State Reporting ReadMe

Article ID: 926
Last updated: 08 Jun, 2010

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.

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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.

Welcome to Iowa State Reporting

This manual is an addendum to the Campaign Manager Manual for Committees that must file compliance reports with the Iowa State Ethics & Campaign Disclosure Board.  Campaign Manager’s most valuable feature is its ability to prepare accurate and compliant state reports at the click of a button.  This manual will provide detailed data-entry instructions for the most common, as well a number of the more obscure, financial transactions a Political Party Committee or Political Action Committee will encounter.

 

If a situation arises that is not covered in this manual, your first step is to call the Ethics and Campaign Disclosure Board.  Explain the situation to them and have them tell you what line on the detailed summary page they would like the transaction to be disclosed on, as well as any special notations they want to see.  Once you have this information, contact Aristotle Customer Support and they will instruct you on how to get the transaction to show up on the proper line.  Due to legal reasons, without the prior guidance of the State Ethics and Campaign Disclosure Board, Aristotle’s Customer Support team cannot advise on how to report non-standard transactions.

 

Where to Learn More

Iowa State

Ethics & Campaign Disclosure Board

Main Address:
Iowa Ethics & Campaign Disclosure Board
514 East Locust,
Suite 104
Des Moines, Iowa 50309-1912

Telephone Numbers
Candidates Call: (515) 281-4106
PACs Call: (515) 242-6274

Online http://www.state.ia.us/government/iecdb/Entry.html

 

Aristotle Customer Support
You can reach Aristotle Customer Support in the following ways:

·        Online at http://support.aristotle.com
·        Email at support@aristotle.com
·        Phone at 1-800-243-4401
 
Aristotle Technical Support Representatives are available 24-hours a day, 7 days a week. Please don’t hesitate to contact us if you need help. We want to help you get the most out of our products.
 

 
Supported Schedules/Forms
 
Schedule/Form
Record Type
Cont./Disb.
Type or Kind
Note
DR-2/Summary Page
 
 
 
 
Sch. A Contributions
 
All
C
Receipt
Offsets to Operating Expenditu
Other Receipt
Transfers from Nonfederal
Transfers from Affil./Auth
Refund of Contribution Made
Interest Received
Refund of Contribution
Earmarked to Federal Campaign 
I.
Sch.B
Expenditures
All
D
Operating Expenditure
Contribution to Fed. Comm.
Contribution to ST/Local Comm.
Other Disbursement
Trans. To Affil
Transfer to Non-federal
Payment of Debt Obligation
Earmarked(Deposited)
Cont. to Fed. Comm. In-Kind
Contribution to Comm. InKind
II.
Sch D
Debts/Obligations
All
D
Debt/Obligation
Payment of Debt/Obligation
III.
Sch. E In-Kind
Contributions
All
C
In-Kind
Forgiven Loan
IV.
Sch. F Monetary
Loans Received
& Repaid
 
All
D
Loan Received
V.
Sch F. Monetary
Loans Received
& Repaid
All
C
Repay Loan Made/Guar by
Cand.
Loan Repayment
 
VI.
Sch G. Monetary Expenditures made by Consultant
 
D
Expense Paid By Consultant
Total Compensation
VII.
Sch H.
 
C/D
Disposal of Campaign Property
Operating Expenditure(DK)
In-Kind
VIII.
 
Notes
I. Schedule A- Monetary Receipts
 
A.     If the receipt is associated with a fundraiser, use the syntax FUN: in the Note field. This will ensure that the fundraiser check box is marked on your report.
 
B.     If the contributor has a relationship to the candidate, use the syntax REL:<title or description> in the Note field of the Contribution Edit screen. Please ensure the relationship is typed exactly as follows:
None, Spouse, Child, Parent, Brother, Sister, Half-brother, Half-sister, Grandchild, Grandparent, Uncle, Aunt, Nephew, Niece, Great-grandparent, Great-grandchild, Stepchild, Stepmother, Stepfather, Mother-in-law, Father-in-law, Stepbrother, Stepsister, Brother-in-law, Sister-in-law, Stepgrandchild, Stepgrandparent, Stepuncle, Stepaunt, Stepnephew, Stepniece, Stepgreat-grandparent, Stepgreat-grandchild, Self, Father, Mother
 
C.    The Committee I.D. number is printed when using a Record Type of PAC, Political Party Committee, Candidate Committee or Authorized Committee. This I.D. number should be entered in the Voter ID field of the Committee record. Please note, Iowa is VERY SPECIFIC about the Committee ID. These ID’s can be confirmed here:
 
D.    Iowa is also VERY SPECIFIC about the name of Committees. Please use the above link to verify how a Committee name is to be entered into the “Mail Name” field

E.     Record types are assigned to a Contribution Entity Type as follows:
-- "Individual", "Candidate", "Senator", "Volunteer", and "Consultant" pull as INDIVIDUAL
-- "Consultant", "PAC", "Partnership", "Corporation", "Bank/Lender", "Political Party Committee" and "Authorized Committee" pull as ORGANIZATION
-- "Trust" pulls as TRUST
-- "Vendor" and "Business" pull as VENDOR
-- All others pull as MISC
 
 
II. Schedule B- Expenditures
 
  1. The Candidate ID number should be entered into the Item number field of the Disbursement Edit screen. A listing of these Candidate ID numbers can be obtained from the state.
 
  1. The PAC Check # field is pulled from the Check # field of the Disbursement Edit screen.

  2. The Expenditure Category is pulled from the Purpose field of the Disbursement Edit screen before the data entry of “CAT: “. All data following this is considered the transaction description. Please note, if there is no "CAT:" in purpose field, then everything in Purpose field will be pulled as the Expenditure Category. This will cause an error from the state, and the transaction/report could potentially be rejected.

    Here is a sample entry:
    "Advertising CAT: post in newspaper"

    The Expenditure Categories are as follows. Please note, Iowa is VERY SPECIFIC about the Categories. The Categories MUST be typed as follows (note capitalization and spacing):
    Advertising
    Bank Charges
    Campaign Merchandise
    Charitable Contributions
    Civil Penalty, Hearing Cost
    Constituency Expenses
    Consultant Services
    Debt Forgiven
    Dissolution Distribution
    Fund-Raiser (Attended)
    Fund-Raiser (Holding)
    Gifts or Meals for Volunteers
    HQ Expenses
    Interest on Loan
    Loans Forgiven
    Meals Reimbursement
    Mileage
    Miscellaneous or Unitemized
    Office Equipment
    Office Holder Expenses
    Office Supplies
    Other Expenditure
    Photography
    Political Contribution
    Postage, Shipping, Delivery
    Printing & Reproduction
    Professional Fees
    Reverse Transaction
    Salary & Gratuity
    Travel
 
III. Schedule D- Debts/Obligations Remaining This Reporting Period
 
  1. Debt/Obligations are connected to payments towards the debt via an account number. A unique Account Number should be created and entered into the original debt and any associated payments.
 
  1. The description of the Debt/Obligation should be entered into the Purpose field of the Disbursement Edit screen.
 
  1. If the actual figure of the debt is unknown, type Estimated in the Purpose field of the disbursement. This will cause Estimated to print below the amount on the report as required.
 
IV. Schedule E- In-Kind Contributions
 
  1. The description of the In-Kind contribution comes from the Note field of the Contribution Edit screen.
 
  1. If the contributor has a relationship to a candidate, type the syntax REL:<title or description> in the Note field of the Contribution Edit screen.
 
  1. If the type of Forgiven Loan is used, it will be included in the total on Schedule F, Total Loans Forgiven.
 
V. Schedule F- Monetary Loans Received
 
  1. To display candidate relationship information, enter REL:<relationship description> in the Note field of the Contribution Edit screen.
 
  1. To display Loan Guarantor information, place the loan Guarantor’s Voter ID# into the Contact field of the original loan’s Contribution Edit screen. The name of the Guarantor name will be displayed in the same block as the original loan.
 
  1. Total of Unpaid Loans must be manually entered in the Iowa State Reports interface.
 
VI. Schedule F- Monetary Loans Repaid
 
  1. To display Loan Guarantor information, place the loan Guarantor’s Voter ID # into the Contact field of the original loan’s Contribution Edit screen. The name of the Guarantor name will be displayed in the same block as the original loan.
 
  1. Totaling all contributions that have a type of Forgiven Loan derives the TOTAL LOANS FORGIVEN on the last page of schedule F.
 
VII. Schedule G.
  1. Add a record for the Consultant with Record Type: Consultant. Fill in a unique Voter ID in the consultant record add a Disbursement Kind for Total Compensation.
 
  1. Go into the Vendor record that the Consultant has paid for and add a Disbursement Kind for Expense Paid by Consultant. The Item Number of this transaction should contain the Voter ID of the Consultant.
 
VIII. Schedule H.
There are 2 parts to schedule H. 
  1. If the transaction is an in-kind, use the Disbursement Kind: In-Kind and place the word property in the Note field. To add the Fair Market Value put the Fair Market Value in parenthesis in the Note field. Ex. Property (560).
 
  1. If the transaction is an operating expenditure, use the Disbursement Kind: Operating Expenditure and place the word property in the Note field. To add the Fair Market Value put the Fair Market Value in parenthesis in the Note field. Ex. Property (560).
 
  1. Schedule H part 1 has a threshold limit of 500 for the actual transaction, and a limit of 100 for the Fair Market Value.
 
  1. Part 2 of schedule H will pull the Contribution Type of Disposal of Campaign Property.
Creating Reports
Report Interface
Printing

1. Finish data entry for all transactions.
2. Chose the proper Reporting Period and enter the Schedule A Itemization Threshold.
3. Use the Edit Summary Page feature to finish summary page information.
4. If you would like to preview the report use the Preview button.
5. To Print, click the Print button and all chosen schedules should print out.
 
Electronic Filing
1. Choose all appropriate schedules and prepare as if printing the report. Use to file.
2. Click the Electronic button and save the file in a folder. It is a good idea to create a folder just for your e-files.
3. Contact the state and follow their upload process.
 


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Article ID: 926
Last updated: 08 Jun, 2010
Revision: 1
Views: 484
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