Virginia State Board of Elections : VAFiling Specifications

VIRGINIA STATE BOARD OF ELECTIONS

ELECTRONIC FILING: CONTRIBUTIONS AND EXPENDITURES TEMPLATE CREATION

Revised November 2004

PURPOSE:

For those who wish to create their own data entry template, this document

Describes the Electronic Filing requirements of the Virginia State Board of Elections. Filing data must be submitted in the format defined below.

GENERAL:

Campaign Finance Reports consist of a basic informational form that defines the specific filing being made along with a number of schedules that detail transactions. Each Schedule contains transactional-level data of a specific type. For example - Schedule A contains contributions made to a Committee or Candidate; Schedule B contains In-Kind Contributions made to a committee or candidate; Schedule C contains miscellaneous income received by a committee or a candidate, etc.

TEMPLATE FILE CONSTRUCTION:

The required template file consists of several separate parts. The first part, or "Header", holds data that identifies the committee, the type of file, and the Committee officer responsible for the information contained in the filing. Each subsequent section contains data from a specific schedule.

FIELD SEPARATERS:

SBE uses commas as are field separaters. Be sure that you do not use commas anywhere in the .txt file except as a field separator.

LINE IDENTIFIERS:

Lines in the template file must begin with specific characters that identify the type of information contained in the line

In the template - /* should be used to identify a comment line. You can place as many comment lines in your template as you wish. # should be used to identify a line containing header data { should be used to identify lines that contain field names.

Field names identify each specific piece of data and where it resides in the data lines. Lines that contain actual filing data begin with the letter that identifies the schedule and follow directly after the field name lines.

LAYOUT:

Each Schedule section - if it contains data - requires a FIELD NAME LINE at the beginning of the section that defines the data in the section. Field names are shown below as they are defined in the SBE database. If the field names as defined

in the template do not match the .txt file created, SBE will not be able to read the file and the report will be rejected.

SBE PROCESSING:

When you submit your filing to SBE, it will be automatically processed. It is read a line at a time from the top. Whenever a FIELD NAME line is encountered - remember, they begin with the character { - the program assumes that the data found in each and every line following the FIELD NAME LINE will be found in the textual order as specified in the FIELD NAME LINE. When, or if, it finds another FIELD NAME LINE further down the file that defines a new schedule, it starts over. In this way, there can be any number of data lines for each reporting schedule.

HEADER SECTION:

At the beginning of the template, place your header section. You can begin with comment lines if you wish, but make sure the header exists in the template BEFORE the schedule sections.

HEADER ITEMS:

/*Header Section

#FILINGCODE=C

#REGNMBR=Committee Code

#COMMITTEE=Committee Name

#REPORTYEAR=Year in which the report is having activity

#FILINGDATE=Date in which the file was created and the time of creation (07/15/2004 13:15)

#RPTSTARTDATE=Report's Activity Begin Date

#RPTENDDATE=Report's Activity End Date

#ADDRESS=

#ADDRESS2=

#ADDRESS3=

#CITY=

#STATE=

#ZIPCODE=

#OFFICER=Name of Person Preparing Report (Treasurer of the Committee)

#SECURITY_CODE=

/*VERSION=Name of Company or Vendor and Software version*/

#FILINGTYPE=(R=Regular, A=Amended)

#AmendedCount=Number of times the report has been amended

#FINAL=(N=Not a Final Report, Y=Is a Final Report)

#CERPTTYPE=(A=Financial Activity being Reported, N=No Activity being Reported)

#REPORTCODE=Enter Corresponding Report Code for Reporting Period

FIELD NAME LINES:

Note - The term Entity = the person or organization on the OTHER SIDE of a transaction - regardless of the transaction type. In some cases, such as contributions, the term entity represents a Contributor. In others, such as Expenditures, the term entity represents the Payee. ALL Sched_Versions, in this section, are = 1

/* Begin Schedule A = Itemization of contributions over $100 ... 14 fields

{Sched_id, Sched_Version,entity_name,entity_address,entity_city,entity_state,entity_zip,entity_occupation, entity_place_of_business, trans_type, trans_date, trans_amnt, trans_agg_to_date, entity_employer,

***NOTE: Data must be sorted by Last Name then by Date Received.

/* Begin Schedule B = In-Kind $100 in value ... 16 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,entity_occupation,entity_employer,entity_place_of_business,trans_type,trans_date,trans_amnt,trans_agg_to_date,trans_value_basis,trans_service_or_goods,

***NOTE: Data must be sorted by Last Name then by Date Received.

/* Begin Schedule C = Rebates, Refunds & Interest ... 11 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_type_of_payment,

***NOTE: Data must be sorted by Last Name then by Date Received.

/* Begin Schedule D = Itemization of Expenditures ... 12 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_officer,trans_item_or_service,

***NOTE: Data must be sorted by date paid then by Name.

/* Begin Schedule E = Loans ... 16 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_agg_to_date,coBorrower_name,coBorrower_address,coBorrower_city,coBorrower_state,coBorrower_zip,

***NOTE: Data must be entered by Transaction Type, then by Last Name, then by Date Received. Also, 'trans_agg_to_date' should list the remaining loan balance.

/* Begin Schedule F = Debts Remaining Unpaid ... 10 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,debt_purpose,debt_start_date,debt_balance,

***NOTE: Data must be sorted by Debt Start Date.

/* Begin Schedule I = Other Surplus Funds Paid Out ... 11 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_officer,

***NOTE: Data must be sorted by date paid then by Name.

/* Begin Schedule G = Statement of Funds ... 19 fields

{sched_id,sched_version,qty_contrib_a,Sum_contrib_A,qty_contrib_b,sum_contrib_b,qty_unitemized_contrib,sum_unitemized_contrib,qty_unitemized_contrib2,sum_unitemized_contrib2,total_qty_contrib,total_contrib,Sum_contrib_C,sum_exp_b,sum_exp_d,begin_loan_Bal,Sum_Loans_recvd_e,Sum_Loans_paid_e,End_Loan_bal,

***NOTE: Fields must not be left blank. For fields with no value, please enter zero.

/* Begin Schedule H = Summary of Receipts and Disbursements ... 24 fields

{sched_id,sched_version,begin_cash_bal,recpts_line5_g,recpts_line6_g,recpts_line12_g,tot_expend_funds,exp_line10_g,exp_line14_g,tot_surplus_I,end_cash_bal,debt_outstanding,bal_start_cycle,tot_recpts_line24_last_rep,tot_recpts_to_date,tot_recpts_elec_cycle,tot_funds_avail,tot_disb_last_rep,tot_exp_to_date,tot_disb_elec_cycle,ending_balance,bank_name,bank_name2,bank_name3,

***NOTE: Fields must not be left blank. For fields with no value, please enter zero.

NOTE: In the example file shown below, the Field Name Lines are shown on multiple lines for clarity. When a file is submitted to SBE, each

Field Name Line and each Data line must occupy one and only one line, regardless of length. Also, there have been extra comment lines inserted

between the sections. They are not necessary, but if you choose to do the same, they are not a problem.

Explain the fields e.g. "Trans_Type"

EXAMPLE FILE AS SUBMITTED TO SBE: Campaign Finance Report for January 18, 2005:

/*Header Section

#FILINGCODE=C

#REGNMBR=88-411

#COMMITTEE=Name of the Committee

#REPORTYEAR=2004

#FILINGDATE=10/21/2004

#RPTSTARTDATE=07/01/04

#RPTENDDATE=12/31/04

#ADDRESS=123 Main St.

#ADDRESS2=Suite 123

#ADDRESS3=

#CITY=Richmond

#STATE=VA

#ZIPCODE=23219

#OFFICER=Treasurer’s Name

#SECURITY_CODE=123456

/*VERSION=3.1*/

#FILINGTYPE=R

#AmendedCount=0

#FINAL=N

#CERPTTYPE=A

#REPORTCODE=JANPJ15_05

/* Begin Schedule A = Itemization of contributions over $100 ... 14 fields

A,1,Elvis Lives Inc.,1977 Graceland Court,Richmond,VA,23122,Lounge Singer,Richmond VA,R,07/09/04,1000.00,1000.00,East Vegas Hilton,

A,1,Harris Mike,789 Main St. Apt. # 789,Harrisonburg,VA,22208,Student,N/A,R,09/15/04,150.00,150.00,N/A,

A,1,Smith Joe,456 Main St. Suite 456,Richmond,VA,23219,Carpenter,Richmond VA,R,07/01/04,5000.00,5000.00,Smith and Sons Inc.,

A,1,Smith Joe,456 Main St. Suite 456,Richmond,VA,23219,Carpenter,Richmond VA,R,08/15/04,10.00,5010.00,Smith and Sons Inc.,

A,1,Smith Joe,456 Main St. Suite 456,Richmond,VA,23219,Carpenter,Richmond VA,R,12/31/04,500.00,13969.34,Smith and Sons Inc.,

/* Begin Schedule B = In-Kind $100 in value ... 16 fields

B,1,McKay Dylan,1122 Watergate Tower,Beverly,CA,90120,Beach Bum,Fox Television,Los Angeles CA,R,12/05/04,6120.35,6120.35,Fair Market Value,Easy Life,

B,1,Smith Joe,456 Main St. Suite 456,Richmond,VA,23219,Carpenter,Smith and Sons Inc.,Richmond VA,R,08/16/04,7805.12,12815.12,Actual Cost,Happy Meal at McDonald's,

B,1,Smith Joe,456 Main St. Suite 456,Richmond,VA,23219,Carpenter,Smith and Sons Inc.,Richmond VA,R,12/25/04,654.22,13469.34,Actual Cost,Whopper Sandwich,

/* Begin Schedule C = Rebates, Refunds & Interest ... 11 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_type_of_payment,

C,1,Dell Computers,1 Dell Dr.,Silicon Valley,CA,95654,R,09/07/04,150.00,Mail-In Rebate on Computer,

/* Begin Schedule D = Itemization of Expenditures ... 12 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_officer,trans_item_or_service,

D,1,Jagger Mick,Satisfaction Way,New York,NY,10011,P,10/15/04,500.00,Elvis Presley,Entertainment at Fundaraiser,

D,1,PAC Name,PAC Ave.,Richmond,VA,23125,P,10/21/04,54.00,Elvis Presley,Fee for Purchase Computers,

D,1,PAC Name,PAC Ave.,Richmond,VA,23125,P,10/31/04,564.22,Elvis Presley,Services for Fundraising Event,

/* Begin Schedule E = Loans ... 16 fields

E,1,Warbucks Mr. Daddy VI,124 Bank St. Office 645,Richmond,VA,23219,R,10/15/04,50000.00,50000.00,Tutter Master Ojo Jr.,111 Bear Ave.,Treelo,MT,56464,

E,1,Warbucks Mr. Daddy VI,124 Bank St. Office 645,Richmond,VA,23219,P,10/16/04,45000.00,45000.00,Tutter Master Ojo Sr.,111 Treelo Lane,Hawkeye,MT,54654,

/* Begin Schedule F = Debts Remaining Unpaid ... 10 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,debt_purpose,debt_start_date,debt_balance,

F,1,Warbucks Mr. Daddy Sr.,145 Bank St.,Richmond,VA,23219,Needed Extra Money,10/15/04,5000.00,

/* Begin Schedule I = Other Surplus Funds Paid Out ... 11 fields

{sched_id,sched_version,entity_name,entity_address,entity_city,entity_state,entity_zip,trans_type,trans_date,trans_amnt,trans_officer,

I,1,Dinosaur Dorothy the,123 Captain Feathersword Way,Wiggles World,ZZ,56666,P,12/31/04,881.59,Chris Piper,

/* Begin Schedule G = Statement of Funds ... 19 fields

G,1,5,6660.00,3,14579.69,0,0.00,0,0.00,8,21239.69,150.00,14579.69,1118.22,0.00,50000.00,45000.00,5000.00,

/* Begin Schedule H = Summary of Receipts and Disbursements ... 24 fields

H,1,0.00,21239.69,150.00,50000.00,71389.69,15697.91,45000.00,881.59,9810.19,5000.00,0.00,0.00,71389.69,71389.69,71389.69,0.00,61579.50,61579.50,9810.19,First National,,,