North Carolina State Board of Elections

1. North Carolina State Board of Elections December 2010 Director’s Meeting Campaign Finance Office Organization

2. Office OrganizationOrganizing a Campaign Finance Office Office Organization Reporting Requirements Processing Reports Campaign Finance Reporting Software

3. Office OrganizationOrganizing a Campaign Finance Office • Every office should have an area dedicated to public viewing of all campaign finance reports. The area should be in plain view of a staff member at all times. • Every committee required to report to your office should have their own file that is easily found and accessible. All reports and correspondence should be maintained in this file.

4. Office OrganizationOrganizing a Campaign Finance Office • Original copies of reports that contain financial institution account numbers should not be available for public viewing. These should be kept in a locked filing cabinet. Instead, photocopies of these reports with the account numbers blacked out (redacted) should be available. • An adequate number of each reporting form should be kept available for public use. Sample forms are available on the SBOE website.

5. Office OrganizationOrganizing a Campaign Finance Office • A current Campaign Finance Reporting Manual should be kept in the public viewing area for reference. Include with the manual a copy of any law changes that have passed since publication. • A complete, updated list of all active committees in your county or municipalities should be available in the public viewing area. It may be helpful to include threshold status information on this list to accommodate public inquiry.

6. Office OrganizationOrganizing a Campaign Finance Office • A campaign finance reporting schedule relevant to all committees in your county or municipality should be posted in your public viewing area.

7. Reporting RequirementsCandidates for County Offices and Political Action Committees (PACs) Involved in County Elections only • Organizational Report (Candidate Committee) • Organizational Report (PAC) • 48-Hour Report ($1,000 or more) • Quarterly Reports (First Quarter Plus, Second Quarter, Third Quarter Plus, Fourth Quarter) • Semi-Annual Reports (Mid Year Semi-Annual, Year End Semi-Annual)

8. Reporting RequirementsReferendum Committees (County) • Organizational Report • Pre-Referendum Report • 48-Hour Report ($1,000 or more) • Final Report • Supplemental Final • Annual Report

9. Processing ReportsProcessing Campaign Finance Reports • Receive Reports – Paper reports are to be date-stamped upon receipt. The postmark date and delivery method should be noted on the Disclosure Report Cover Sheet prior to placing the report in the committee file. Electronic reports will come to the county through the State Board of Elections. The committee will e-mail the report to the Campaign Finance Division and after importing the report, SBOE staff will forward a copy of the report to the county office where the committee is registered.

10. Processing ReportsProcessing Campaign Finance Reports • Send a Five (5) Day Reminder – Five days after the due date of a report, a reminder postcard or letter should be sent to those committees that have failed to file the required report.

11. Processing ReportsProcessing Campaign Finance Reports • Make Reports Available to the Public – Within 8 hours of receipt reports must be available for public viewing. Members of the public are allowed to inspect and make copies of all campaign finance disclosure reports. Before disclosure, inspect reports for financial institution account numbers. Make a copy of any reports containing account numbers and black out (redact) account numbers on the copy (not the original). Keep the original in a secure location; the copy should be available for public viewing.

12. Processing ReportsProcessing Campaign Finance Reports • Inspection/Audit of Reports – Within 30 days of receipt, reports must be inspected and audited by the county board of elections for accuracy and compliance. As each report is audited an Audit Checklist should be completed and attached to the report. • Correspond with Committees – After completing the inspection and audit of a report, if there is any information that is missing, incomplete or incorrect on the report a letter must be sent requesting the additions/corrections to be made. The Campaign Report Discrepancies Form should be used to address these issues.

13. Processing ReportsProcessing Campaign Finance Reports • Certify Committees to the State Board of Elections – Any committee that has failed to file a report, filed a report late, failed to respond to a request for additional information from your office or has receipts or disbursements that are considered a violation of campaign finance law must be reported to the State Board of Elections so notification can be sent to the committee. Certification of Delinquent Reports Certification of Late Reports Certification of Noncompliant Committees Certification of Prohibited Receipts and Disbursements

14. Campaign Finance Reporting Software • Software can be used by all committees and is available free of charge (downloaded from our website) • Classes are taught at the State Board of Elections office and a User Guide is available on our website • Reports can be filed via email (through the State Board) or printed copy with the County Board of Elections

15. Finding Help • County Campaign Finance Procedure Manual • State Board of Elections Campaign Finance Staff (919) 733-7173 campaign.reporting@ncsbe.gov • 2011 Campaign Finance Manual • State Board of Elections Website http://www.sboe.state.nc.us