HOW TO ADD A MONETARY CONTRIBUTION 1. Go to Monetary Contributions. Click Transactions and then Monetary Contributions.

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1 Help Content: Monetary Contributions HOW TO ADD A MONETARY CONTRIBUTION 1. Go to Monetary Contributions. Click Transactions and then Monetary Contributions. 2. Search for the contributor by Last Name. Use the Search by Last Name or Entity Name box to see if the contributor s name record already exists. If so, click on the name. If the name is not there, click Add Name. 3. Click Add Contribution. You are now on the contributor s page that will include all monetary contributions s/he made, corresponding backup documentation, and any refunds that you may have issued to the contributor. Click the blue Add Contribution button to proceed. 4. Enter the details of the contribution and click Save. C-SMART will alert you if you leave out required information. Complete the fields as follows: Date Received: Enter the date the campaign received the contribution. You may do this by entering the date in the field using the MM/DD/YYYY format or by selecting a date from the calendar that appears when you click on the blank field. Amount: Enter the dollar amount of the contribution. Matching Amount: Enter the matching amount. Please note that this is the amount of the contribution that can be matched, not the amount of public funds that could be paid by the Campaign Finance Board. C-SMART will not allow you to save an amount that exceeds the maximum matchable amount per contributor per election. CANDIDATE SERVICES TIP: If you plan to seek public funds, remember to claim all eligible contributions for match within the reporting period in which they are received by Pg. 1

2 entering a Matching Amount. If you fail to claim a contribution for match during the reporting period, you will lose the ability to claim that contribution for match. Contribution Type: From the options available in the drop-down menu, select the method (cash, check, credit card, money order, or other) used to make this contribution. Check/Money Order Number: If the contribution was made by either a check or money order, enter the check or money order number. If the contribution was made by another method, leave this field blank. Is this contributor in the Doing Business Database?: If the contribution is greater than the Doing Business contribution limit for the office you are seeking or if the contribution pushes the contributor s aggregate contribution total past the Doing Business limit, use the link to check if the person is listed in the database. Use the drop-down menu to indicate if the person is listed in the database. Segregated: Check this indicator if the transaction was to/from your campaign s segregated bank account. A segregated bank account is used for raising funds to pay debt from a previous election, making contributions to other political committees, or engaging in other types of spending that would cause a deduction in public funds pursuant to Rule 5-01(n). You must disclose the segregated bank account to the CFB and follow all the guidance contained in the Segregated Bank Accounts Guidance Document. Runoff/Rerun: Check this indicator if the contribution was received for an anticipated runoff or court-ordered rerun election. You can accept contributions for runoffs only if the Campaign Finance Board has announced that a runoff is reasonably anticipated. See the Runoff Guidance Document for more information. Committee: Select the committee receiving this contribution. C-SMART will automatically default to your principal committee. You may select a different committee if the default does not apply to this transaction. Event: If the contribution was collected at a fundraising event, use the drop-down list to select that event. If the event does not appear in the drop-down list, you need to add the event in Fundraising Events. Intermediary Name: If this contribution was intermediated, select the name of the intermediary from the drop-down list. If the name of the intermediary does not appear in the drop-down list, select Add Intermediary to add a name record for the intermediary. Notes: Enter any additional notes related to this transaction. Please be aware that this same note field appears on both the main transaction and any associated transactions. If you make changes on any one of the associated transactions, those changes will be reflected in those associated transactions as well as the main transaction. Important: Information entered and saved in this field is intended for use by the campaign only and is not part of any data submitted to the Campaign Finance Board during any submission process. Pg. 2

3 CANDIDATE SERVICES TIP(S): Upon clicking Save, if a warning message pops up, read it. It might notify you of a potential compliance issue that you need to address immediately. Use the tab key to navigate through the fields so that you don t miss one, like Matching Amount. 5. Your transaction has been successfully saved. At this point, C-SMART will go back to the contributor s Monetary Contributions page. You will see that the Totals box is updated to account for the saved transaction and the list of monetary contributions on the bottom of the screen includes the contribution you just saved. CANDIDATE SERVICES TIP(S): Notice that the transaction now has a Transaction ID. Write this number on the backup documentation (contribution card, copy of the check, money order, credit card processing documentation, etc.) for audit and recordkeeping purposes. Pg. 3

4 HOW TO EDIT A MONETARY CONTRIBUTION 1. Click Edit. From the contributor s Monetary Contributions page, click the Gear icon and then Edit OR use the Search Transaction ID bar if you know the Transaction ID and click the Edit button. OR 2. Update and click Save. Modify, add, or remove the applicable fields and then click Save. CANDIDATE SERVICES TIP(S): Notice that the timestamp will be updated to reflect who made the modification to the transaction and when. Pg. 4

5 3. The contribution has been successfully edited. HOW TO DELETE A MONETARY CONTRIBUTION 1. Click on the Transaction ID or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the Transaction ID for the transaction you wish to delete OR use the Search Transaction ID bar if you know the Transaction ID. Pg. 5

6 OR 2. Click Delete. Once you have reviewed the saved transaction and are positive that this was saved in error and did not actually occur, you can click the Delete button. 3. The contribution has been successfully deleted. CANDIDATE SERVICES TIP(S): In most cases, you should delete a transaction only if you are sure it was entered or saved in error and did not actually occur. HOW TO ADD MONETARY CONTRIBUTION DOCUMENTATION 1. Click on the Transaction ID or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the Transaction ID for the transaction for which you wish to add documentation OR use the Search Transaction ID bar if you know the Transaction ID. Pg. 6

7 OR 2. Click Add Document. Click the blue Add Document button to proceed. 3. Enter the details of the document and click Save. Select a PDF file to upload: Click Upload PDF to select the file from your computer or other device. The file size cannot exceed 4 MB. Once you select the file, it will display in the PDF Preview field. Select page(s) and Type of Document: o Enter the page number(s) of the PDF that is/are associated with the transaction. You can use a dash to select a page range (3-4) or a comma to select nonconsecutive page numbers (1, 3). You also can choose Select All Pages if all pages of the PDF correspond to the transaction. o From the drop-down list, select the type of documentation that you are uploading. The document types are populated based on the contribution type Pg. 7

8 (check, cash, etc.). The asterisk denotes the minimum documentation that is required for the contribution type. Save: Click Save to store the document in C-SMART and link it to the transaction. CANDIDATE SERVICES TIP(S): Even if a document is stored in C-SMART and linked to a transaction, it is not submitted to the CFB when uploaded. Documentation is submitted to the CFB only when you file a disclosure statement in C-SMART. 4. The document has been successfully saved. At this point, C-SMART will go back to the contributor s Monetary Contributions page and you will see that the transaction will show that it has documentation linked to it. Pg. 8

9 HOW TO VIEW MONETARY CONTRIBUTION DOCUMENTATION 1. Click on the Transaction ID or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the Transaction ID for the transaction for which you wish to view the document OR use the Search Transaction ID bar if you know the Transaction ID. OR 2. Click View PDF. In the Documentation section, click View PDF. HOW TO DELETE MONETARY CONTRIBUTION DOCUMENTATION 1. Click on the Transaction ID or Search by Transaction ID. Pg. 9

10 From the contributor s Monetary Contributions page, click on the Transaction ID for the transaction for which you wish to delete the document OR use the Search Transaction ID bar if you know the Transaction ID. OR 2. Click Delete. Once you have reviewed the saved document and are positive that this was added in error and should not be linked to the transaction, you can click the Delete button in the Documentation section. 3. The document has been successfully deleted. Pg. 10

11 HOW TO ADD A MONETARY CONTRIBUTION REFUND 1. Click on the Transaction ID or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the Transaction ID for the transaction for which you wish to add a refund OR use the Search Transaction ID bar if you know the Transaction ID. OR 2. Click Add Refund. Click the blue Add Refund button to proceed. 3. Enter the details of the refund and click Save. C-SMART will alert you if you leave out required information. Complete the fields as follows: Refund Date: Enter the date the contribution was refunded. You may do this by entering the date in the field using the MM/DD/YYYY format or by selecting a date from the calendar that appears when you click on the blank field. Amount: Enter the amount refunded. Pg. 11

12 Matching Amount: Enter the matching amount to be refunded, if any. Entering this amount will cause the matchable amount on the associated monetary contribution to be reduced by that same amount. If the monetary contribution is from a different statement number than the refund, you must submit an amendment for the statement of the associated transaction. Refund Type: From the options available in the drop-down list, select the appropriate type of refund: o Select Contribution Refund if you are issuing a certified/bank check to refund some or all of the original contribution. o Select Returned/Bounced Check if the contributor's check bounced/was returned due to insufficient funds. o Select Other under other circumstances. Check Number: Enter the refund check number. Explanation: If you entered Other as the refund type, you must enter a reason containing an explanation of the refund. Bank Account: From the drop-down menu of bank accounts, select the account from which the refund was drawn. C-SMART will automatically default to your primary bank account. You may select a different bank account if the default does not apply to this transaction. Notes: Enter any additional notes related to this transaction. Please be aware that this same note field appears on both the main transaction and any associated transactions. If you make changes on any one of the associated transactions, those changes will be reflected in those associated transactions as well as the main transaction. Important: Information entered and saved in this field is intended for use by the campaign only and is not part of any data submitted to the Campaign Finance Board during any submission process. CANDIDATE SERVICES TIP(S): If your refund check was voided, click Void Check and enter the date voided. Voiding the check will void the Monetary Contribution Refund transaction. If you have to issue the contributor a new refund check, you must create a new Monetary Contribution Refund transaction. Pg. 12

13 4. Your transaction has been successfully saved. At this point, C-SMART will go back to the Monetary Contribution Details page and you will see that the Totals box is updated to account for the saved transaction, and the list of refunds on the bottom of the screen includes the refund you just saved. CANDIDATE SERVICES TIP(S): Notice that the transaction now has a Transaction ID. Write this number on the copy of the bank or certified refund check. Pg. 13

14 HOW TO EDIT A MONETARY CONTRIBUTION REFUND 1. Click Edit. From the transaction s Monetary Contribution Details page, click the Gear icon and then Edit OR use the Search Transaction ID bar if you know the Transaction ID and click the Edit button. Pg. 14

15 OR 4. Update and click Save. Modify, add, or remove the applicable fields and then click Save. CANDIDATE SERVICES TIP(S): Notice that the timestamp will be updated to reflect who made the modification to the transaction and when. If your refund check was voided, click Void Check and enter the date voided. Voiding the check will void the Monetary Contribution Refund transaction. If you have to issue the contributor a new refund check, you must create a new Monetary Contribution Refund transaction. Pg. 15

16 5. The refund has been successfully edited. HOW TO DELETE A MONETARY CONTRIBUTION REFUND 1. Click on the Transaction ID or Search by Transaction ID. From the transaction s Monetary Contribution Details page, click on the Transaction ID for the refund you wish to delete OR use the Search Transaction ID bar if you know the Transaction ID. OR Pg. 16

17 2. Click Delete. Once you have reviewed the saved transaction and are positive that this was saved in error and did not actually occur, you can click the Delete button. 3. The refund has been successfully deleted. CANDIDATE SERVICES TIP(S): In most cases, you should delete a transaction only if you are sure it was entered or saved in error and did not actually occur. Pg. 17

18 HOW TO ADD MONETARY CONTRIBUTION REFUND DOCUMENTATION 1. Click on the Refund or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the number in the Refunds column for the contribution that has been refunded. Then, click on the Transaction ID of the refund for which you are adding documentation. Or, if you know the refund s Transaction ID, use the Search Transaction ID bar. OR 2. Click Add Document. Click the blue Add Document button to proceed. Pg. 18

19 3. Enter the details of the document and click Save. Select a PDF file to upload: Click Upload PDF to select the file from your computer or other device. The file size cannot exceed 4 MB. Once you select the file, it will be displayed in the PDF Preview field. Select page(s), refund category, and type of document: o Enter the page number(s) of the PDF that is/are associated with the transaction. You can use a dash to select a page range (3-4) or a comma to select nonconsecutive page numbers (1, 3). You also can choose Select All Pages if all pages of the PDF correspond to the transaction. o From the drop-down list for Refund Category, select the reason for the refund (if applicable). If this refund is not in response to a CFB notification, leave this field blank. If you issued the refund and are submitting documentation in response to a CFB notification, select the category of CFB notification to which you are responding. o From the drop-down list for Type, select the type of documentation that you are uploading. Save: Click Save to store the document in C-SMART and link it to the transaction. Pg. 19

20 CANDIDATE SERVICES TIP(S): Even if a document is stored in C-SMART and linked to a transaction, it is not submitted to the CFB when uploaded. Refund documentation is submitted to the CFB when you complete a refund documentation submission to respond to a CFB request or through a regular disclosure statement submission. For assistance, please see the Help content for submitting refund documentation. 4. The document has been successfully saved. At this point, C-SMART will go back to the Monetary Contribution Refund page and you will see that the transaction will show that it has refund documentation linked to it. Pg. 20

21 HOW TO VIEW MONETARY CONTRIBUTION REFUND DOCUMENTATION 1. Click on the Refund or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the number in the Refunds column for the contribution for which you wish to see the refund documentation. Then, click on the Transaction ID of the refund for which you would like to view documentation. Or, if you know the Transaction ID, use the Search Transaction ID bar. OR 2. Click View PDF. In the Documentation section, click View PDF. Pg. 21

22 HOW TO DELETE MONETARY CONTRIBUTION REFUND DOCUMENTATION 1. Click on the Refund or Search by Transaction ID. From the contributor s Monetary Contributions page, click on the number in the Refunds column for the contribution for which you wish to delete the refund documentation. Then, click on the Transaction ID of the refund for which you would like to delete documentation. Or, if you know the Transaction ID, use the Search Transaction ID bar. OR Pg. 22

23 4. Click Delete. Once you have reviewed the saved document and are positive that this was added in error and should not be linked to the transaction, you can click the Delete button in the Documentation section. 5. The document has been successfully deleted. CANDIDATE SERVICES TIP(S): Once refund documentation has been submitted to the CFB through Contribution Refund Documentation Submission or a regular disclosure statement filing, you will no longer be able to delete it. Pg. 23

24 Help Content: Letters You can use C-SMART to generate letters (as PDF or rich text files) and s to send to contributors and vendors. You can generate letters for the following transactions and purposes: Monetary contributions: o Letters to respond to Invalid Matching Claim codes: Address Verification Contribution Affirmation Contribution Drawn on Business Account Contributor Under Eighteen Years of Age Missing/Incomplete Residential Information Reported Contributor Name Does Not Match Backup Document o Missing Employment Information o Thank You Monetary contribution refunds (PDF files only): o Cash-Over-Hundred Contribution o Over-the-Limit Doing Business o Over-the-Limit Contribution o Prohibited Contribution o Unregistered Political Committee In-kind contributions: o Missing Employment Information o Thank You Bills: o Subcontractor HOW TO PRINT A LETTER 1. Search for the transaction. Find the transaction for which you wish to print a letter by using the Search Name or Transaction ID bar. Search for the Transaction ID if you know it, or search for the individual or entity name and then click on the applicable Transaction ID. OR Pg. 24

25 CANDIDATE SERVICES TIP(S): If you require further assistance with this step, please review the applicable module: o Monetary Contributions (including How to Add a Refund) o In-Kind Contributions o Bills 2. Click Print Letter. Once you are on the page for the particular transaction for which you are printing the letter, click the Print Letter button. 3. Generate the letter. Select the type of letter you would like to send, the signature that you would like to add to the letter, the type of file you would like to create, and the letterhead margin. Then, click Print and the letter will automatically download. Pg. 25

26 CANDIDATE SERVICES TIP(S): If you wish to modify the letter before sending it, select the rich text output option. Pg. 26

27 HOW TO SEND AN 1. Search for the transaction. Find the transaction for which you wish to send an by using the Search Name or Transaction ID bar. Search for the Transaction ID if you know it, or search for the individual or entity name and then click on the applicable Transaction ID. OR CANDIDATE SERVICES TIP(S): If you require further assistance with this step, please review the applicable module: Pg. 27

28 o o o Monetary Contributions (including How to Add a Refund) In-Kind Contributions Bills 2. Click Send . Once you are on the page for the particular transaction for which you are sending the , click the Send button. 3. Prepare the . Select the address where the will be sent (if you have more than one address saved for this individual or entity), the type of you would like to send, the address from which you would like to send the , and the signature you would like to include in the . Then, click Send and the will be sent. Pg. 28

29 CANDIDATE SERVICES TIP(S): You must have at least one address saved for the individual or entity in order to send an . Review the Names module for assistance in adding an address. Pg. 29

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31 Help Content: Intermediary Documentation HOW TO ADD INTERMEDIARY DOCUMENTATION 1. Search for the intermediary. Go to the intermediary s name profile by searching for the intermediary s name in the Search Name or Transaction ID bar. 2. Click Add Document. Click the blue Add Document button in the Intermediary Documentation section to continue. 3. Enter the details of the document and click Save. Select a PDF document to upload: Click Upload PDF to select the file from your computer or other device. The file size cannot exceed 4 MB. Once you select the file, it will be displayed in the PDF Preview field. Select page(s) and type of document: o Enter the page number(s) of the PDF that is/are associated with the intermediary. You can use a dash to select a page range (3-4) or a comma to select non-consecutive page numbers (1, 3). You also can choose Select All Pages if all pages of the PDF correspond to the intermediary. o By default, Intermediary Documentation will be selected as the document type. Save: Click Save to store the document in C-SMART and link it to the intermediary. Candidate Services Tip: Pg. 31

32 Once saved, the documentation will be submitted with your next submission of a disclosure statement or amendment. HOW TO VIEW INTERMEDIARY DOCUMENTATION 1. Search for the intermediary. Go to the intermediary s name profile by searching for the intermediary s name in the Search Name or Transaction ID bar. 2. Click View. Click the blue View button in the Intermediary Documentation section. HOW TO DELETE INTERMEDIARY DOCUMENTATION 1. Search for the intermediary. Go to the intermediary s name profile by searching for the intermediary s name in the Search Name or Transaction ID bar. 2. Click Delete. Pg. 32

33 Once you have reviewed the saved document and are positive that this was added in error and should not be linked to the intermediary, you can click the Delete button in the Intermediary Documentation section. Pg. 33