Help for GEFS
Send to ELEC - Filing Form G-1
Enter the candidate and treasurer registration numbers and PINs. This information is required to encrypt Form G-1 information onto the CD for filing. Select the treasurer name. Select “G1 Report.” Under G1 Information, from the drop down box, select the report being filed (e.g., 29 or 11-day preelection report, 20-day postelection report, or quarterly report).
Enter the “DATE RANGE” covered by the report period. For example, the 2001 general election 11-day preelection report includes contribution and expenditure information from October 7 through October 23, 2001. You must also enter the total of public matching funds received during the report period in the “Public Matching Funds Received” field.
CONTRIBUTIONS BELOW THE $400 THRESHOLD: If your campaign has determined as part of the submission process to disclose to the public all contributions, including contributions below the $400 threshold amount, as you prepare each Form G-1 you must check the box for “Include Contributions Below the Threshold.”
SUMMARY: You must next create the Form G-1 Summary report (pages 1 and 2 of Form G-1). Click on “Summary.” The Account Information and Summary screen will appear. Each bank account for which data was entered into GEFS Bank Account Information will be listed. Click in box next to bank name to select all accounts. The bank account information will automatically be inserted on page 1 of Form G-1.
Next, on the screen, manually enter on lines 1, 2, 3, 4, 6, and 7 the total amounts for each type of bank account. For example, the amount entered on line 1, Depository Account Total, must include amounts from both depository accounts maintained by the campaign. GEFS will calculate lines 5 and 8 and the TOTAL column. Click SAVE and CLOSE when you have finished entering amounts.
FORM G-1, PAGE 2: GEFS will automatically complete the Form G-1 Receipts and Expenditures Summary Tables on page 2 of Form G-1. Form G-1 schedules and pages 1 and 2 will be generated by GEFS using contribution and expenditure data selected based upon the date range that you entered on the Send to ELEC screen. You may print blank copies of all Form G-1 schedules and pages 1 and 2 from the Electronic Filing Main Menu, Reports, Blank G1 Reports.
SCHEDULE 10: See instructions under Expenditures, Schedule 10, for including outstanding obligations and loans. Review each GEFS entry on Schedule 10. Use the “Edit” function in the Expenditure Menu to enter information as needed for each loan or obligation that has already been reported. For example, if a payment was made during the reporting period on an outstanding obligation to a printer, enter the payment amount in the “Payment This Period” field. (Remember, this payment must also be reported as an expenditure on Schedule 6, Expenditures of Non-public Funds.) Insert the new “Outstanding Balance” and “Cumulative Payment to Date” amounts for the obligation to the printer. Click “SAVE.” The Schedule 10 submitted as part of the “Send to ELEC” will report the updated loan or obligation information. Also, GEFS will automatically insert the correct total amounts of outstanding loans and obligations on Form G-1, page 2, Table III, Loans and Obligations.
Once the obligation or loan has been reported on Form G-1 as satisfied, it is no longer required to be identified in a subsequent report period. Use the Edit function in the Expenditure Menu to select the Schedule 10 entry to be edited. In the “edit” mode, uncheck the “Include” box. The obligation or loan will no longer be listed on Schedule 10 that is submitted to the Commission.
PREVIEW A FORM G-1: Select “Send to ELEC Preview” to view on screen the current Form G-1 as it will be written onto a CD by GEFS. MAKE ANY CORRECTIONS TO FORM G-1 DATA BEFORE PROCEEDING FURTHER.
PRINT: Select “Print to Local Printer” to generate a paper copy of the entire Form G-1 for your records. This may be done when selecting the “Send to ELEC Preview” and/or when writing the information to the CD.
WRITE INFORMATION TO CD: GEFS will create two CDs for each Form G-1, one for campaign records and an encrypted CD for secure filing with ELEC. You must use CDs supplied by ELEC.
CANDIDATE CD: Insert the CD marked “Candidate Copy” into the CD writer. Be sure that no check mark appears on the screen in the “Send to ELEC Preview” box. Click on “SEND.” GEFS will write the Form G-1 information to the “Candidate Copy” CD. Insert the candidate’s name, check the Form G-1 report period, and enter the report due date on the label. Keep this CD for your records.
CD FOR ELEC FILING: Insert the CD for filing with ELEC into the CD writer. Be sure that no check mark appears in the “Send to ELEC Preview” box. Click on “SEND.” GEFS will write the Form G-1 information to the CD for filing with ELEC. The label of this CD requires certification by the Candidate and Treasurer and insertion of the candidate’s name, Form G-1 report period and report due date. The candidate and treasurer must complete the certifications on the label. This CD will not be accepted for filing unless the certifications are completed.
A pop-up box will appear indicating that the “Send to ELEC” is completed.
TO FILE FORM G-1 WITH ELEC: To file each Form G-1, you must use a specially labeled envelope provided by ELEC. Insert the certified Form G-1 CD into the envelope and deliver the envelope to ELEC no later than 5:00 p.m. on the report due date.
If the CD write process fails for any reason, you cannot abort and continue. Changes will have occurred to the database and any new CD write will not allow you to include all of the necessary information needed for a Submission. Should a disaster occur, CONTACT ELEC IMMEDIATELY. We will walk you through Disaster Recovery procedures.