![](media/image1.png){width="2.5125in" height="2.5125in"}

**[Getting Started with FECfile]{.underline}**

**[User Manual]{.underline}**

Hands-on Help with FECfile and Electronic Filing for PACs and Party
Committees

The Getting Started with FECfile User Manual was developed as a quick
reference tool for PAC and Party Committees to be used as a training aid
in FEC sponsored Reporting Workshops. Political committees must consult
the [FECfile User Manual for PACs and Party
Committees](http://www.fec.gov/elecfil/unauthorized_manual/manual.shtml)
for more detailed reporting assistance.

Reports Analysis Division (800) 424- 9530 Ext. 1130

Electronic Filing Office (800) 424- 9530 Ext. 1642

**Table of Contents**

**Getting Started** **2**

First Steps of Electronic Filing 2

Using FECfile 4

> Creating a New Committee File 4

Before You Begin: FECfile Basics 6

> Creating the First Report in a New Committee File 9
>
> Creating a New Report in an Existing File 10
>
> Creating a Statement of Organization 10

Creating a Notice of Multicandidate Status 13

**Receipts** **15**

Receipts Basics 15

Special Categories of Receipts 16

Tips for Receipts 18

**Disbursements** **19**

Disbursement Basics 19

Special Categories of Disbursements 20

**Allocation Schedules 26**

Schedule H1 27

Schedule H2 28

Schedule H3 29

Schedule H4 31

**Debts & Loans** **34**

Schedule D: Debts 34

Schedule C & Schedule C-1 36

**Closing/Uploading/Amending** **38**

Closing a Report 38

Uploading a Report 38

Amending a Report 39

**Secrets to FECfile 42**

Don't Make These Common E-Filing Mistakes 42

Common Validation Errors and How to Fix Them 43

**[Getting Started]{.underline}**

**[First Steps of Electronic Filing]{.underline}**

**When electronic filing is required:**

-   A committee receives contributions or makes expenditures in excess
    of \$50,000 in the current calendar year or has reason to expect to
    do so.

-   Voluntary filing is available for any non-presidential committee.
    However, once a committee decides to e-file on a voluntary basis, it
    must continue to do so for the remainder of the calendar year.

**Requesting a [password](http://www.fec.gov/elecfil/passwords.shtml):**

1.  Must be requested by the official committee treasurer or assistant
    treasurer. It is recommended that the assistant treasurer obtain a
    separate password.

2.  Requests must be faxed to 202-219-0674 **[or]{.underline}** mailed
    to**:**

> *Electronic Filing Office*

*Federal Election Commission*

*999 E Street N.W.*

*Washington, DC 20463*

3.  Should utilize committee letterhead and include:

    -   The committee name

    -   9 digit FEC ID number

    -   Treasurer's name

    -   Phone number

    -   Treasurer's signature

    -   If the assistant treasurer would like a separate password, then
        that person's information must also be provided and both the
        treasurer and the assistant treasurer must sign the Password
        Request Letter.

    -   The following statement must be included in the request for a
        password: *"I represent that I am the duly appointed treasurer
        and have that authority to sign FEC reports for the above named
        committee."*

4.  Upon verification by the Electronic Filing Office (typically within
    a few hours) the password will be provided via telephone.

5.  Note: if a password is lost, the committee must request a new
    password by following the same steps outlined above.

**Downloading Software:**

1.  From [www.FEC.gov](http://www.fec.gov/), select the e-Filing link at
    the bottom of the screen

![](media/image2.png){width="2.71875in" height="0.9013888888888889in"}

2.  Select "FECfile Filing Software"

3.  On the next page, confirm Minimum System Requirements are met.

4.  Select "Download FECFile Now"

5.  On the next page, select "Download Now" at the top of the screen for
    the most recent version of FECfile

    **FECFile Update List**

[[Download Now]{.underline}](http://www.fec.gov/elecfil/updatelist.html)

**Build X.X.X.X.\
**

6.  Please note the recommended steps to take under "Attention
    downloaders!" should a download error occur

7.  Select "Download Now"

8.  Follow the instructions to download and install the software

> Note: It is best to let the software install to its default location

**[Using FECfile]{.underline}**

**Creating a New Committee File:**

1.  ![](media/image3.png){width="2.6506944444444445in"
    height="1.679861111111111in"}Start FECfile using either the desktop
    icon or the Start Menu

2.  Next, select "Create a new committee file" when working with a new
    committee (see example at right)

3.  A window will appear to confirm that you want to create a new
    committee file. To continue creating a new committee file, click OK

4.  Select your Committee Type when the next window appears (see below)

-   If you are not a campaign committee of a candidate, please choose
    from the following list:

    -   Political Action Committee

    -   Political Party Organization

    -   Other (Political) Committee

    -   Committee/Organization supporting convention

    -   Independent Expenditure Filer -- Individual
        (Non-political/Non-profit)

    -   Independent Expenditure Filer -- Organization
        (Non-political/Non-profit)

    -   Communication costs Filer

    -   Electioneering Communications Filer --
        (Non-political/Non-profit) Individual

    -   ![](media/image4.png){width="3.99375in"
        height="2.551388888888889in"}Electioneering Communications Filer
        -- (Non-political/Non-profit) Organization

5.  ![](media/image5.png){width="2.9451388888888888in"
    height="4.490277777777778in"}Click OK when prompted to enter your
    committee information and the filer information box will appear (see
    example at right)

6.  Enter the required information based on the Type of committee
    previously indicated. When this is finished, click OK

7.  To immediately begin creating a report (Form 3X), select "Yes" at
    the next prompt (see below), choose the appropriate type of report
    and follow the directions on page 9. To create a different report
    (Form 1, 1M, 24, or 99), select "No" and continue to page 10

    ![](media/image6.png){width="3.7375in"
    height="1.0006944444444446in"}

**[Before You Begin: FECfile Basics]{.underline}**

**Working with the Different Views:**

FECfile is organized into seven different views. Each "views" a
different aspect of a report and is used to create and modify your
report. There are two different ways to access a view:

1.  Under the "View" menu, select the desired view

> ![](media/image7.png){width="2.251388888888889in"
> height="1.5611111111111111in"}

2.  Or click on the icon representing the view

> ![](media/image8.png){width="2.2583333333333333in"
> height="0.3347222222222222in"}

**About Each FECfile View**

![](media/image9.png){width="0.43472222222222223in"
height="0.41805555555555557in"}*Reports View* -- lists all reports
created in your committee file and is used to access these different
reports; when a report is highlighted, that is the report that you are
accessing.

![](media/image10.png){width="0.4513888888888889in"
height="0.4270833333333333in"}*Summary Page View* -- shows the Summary
and Detailed Summary Pages and the current line totals; double click on
a line to enter a transaction for that line.

![](media/image11.png){width="0.4513888888888889in"
height="0.41944444444444445in"}*Individuals/Organizations View* -- lists
[all]{.underline} entities entered in the [committee file]{.underline},
including your committee information, contributors, other committees you
have received/given contributions, businesses, etc.; to modify an
entity, double click on it (hint: use this view to modify addresses and
occupation/employer information).

![](media/image12.png){width="0.4354166666666667in"
height="0.41944444444444445in"}*Receipts View* -- lists
[all]{.underline} receipts entered in the [report currently selected in
Reports View]{.underline}; double click on a transaction to modify it
and right click on a transaction to delete, add memo text, etc. (hint:
this view will come in handy when having to respond to letters as it is
used to modify purposes, dates, and amounts of the receipts).

![](media/image13.png){width="0.4270833333333333in"
height="0.40347222222222223in"}*Disbursements View* -- lists
[all]{.underline} disbursements entered in the [report currently
selected in Reports View]{.underline}; double click on a transaction to
modify it and right click on a transaction to delete, add memo text,
etc. (hint: this view will come in handy when having to respond to
letters as it is used to modify purposes, dates, and amounts of the
disbursements).

![](media/image14.png){width="0.4513888888888889in"
height="0.40347222222222223in"}*Loans/Debts View* -- lists
[all]{.underline} debts, loans, or other obligations that are owed
[to]{.underline} or [by]{.underline} the committee in the [report
currently selected in Reports View]{.underline}; double click on a
transaction to modify it and right click on a transaction to delete, add
memo text, etc. (hint: this view will come in handy when having to
respond to letters as it is used to modify Schedules C, C-1, and D).

![](media/image15.png){width="0.4597222222222222in"
height="0.38680555555555557in"}*All Transactions View* -- lists all
transactions entered in the committee file; transactions are sorted (may
be sorted by different categories) by line number and then name; double
click or right click on a transaction to perform the functions listed
above.

**Working with Entities**

FECfile makes a separate record for each entity (individual, committee,
business, etc.) that is available to every report in the committee file.
This is helpful when you have repeated transactions with a particular
entity.

*There are two ways to enter an entity:*

1.  When you enter the first transaction associated with it

-   Make sure the cursor is in the "Name" field and press "Tab" or
    "Enter"

-   The Individual/Organization Information box will appear

2.  Separately using the Individuals/Organizations view

-   Right click anywhere on the workspace

-   The Individual/Organization Information box will appear

![](media/image16.png){width="3.263888888888889in"
height="1.575in"}*Filling Out the Individual/Organization Information
Box*

1.  Select the correct type from the drop down menu

2.  FECfile will automatically disable any fields that you do not need
    to fill out

3.  When you are done entering the information, click OK to return back
    to the trans-action or back to the "Individuals/Organizations" view.
    Please see the next section for information regarding the look-up
    feature

**Using the FEC Lookup Feature:**

When entering a transaction with a federal candidate or committee, you
can save time by using the "Lookup" feature to access an FEC database of
official committee information. This feature allows you to easily fill
out the name, address, committee ID, and office sought/state/district
information.

1.  ![](media/image17.png){width="2.2in"
    height="1.1819444444444445in"}In the "Individual/Organization
    Information" box, or entity record, click the "Lookup" button next
    to the Committee ID field

2.  The "FEC ID Lookup" window appears. Scroll through the list and
    click once on the entry when you find it

3.  To copy all applicable information, select the "Copy All" button

> ![](media/image18.png){width="4.753472222222222in"
> height="2.7069444444444444in"}

4.  ![](media/image19.png){width="2.9618055555555554in"
    height="2.1430555555555557in"}A window will appear allowing you to
    unselect any information you do not want copied into the entity
    record. Click OK

5.  All of the committee's information should now be filled in the
    entity record. Click OK to return to the transaction

**Creating the First Report (Form 3X) in a New Committee File:**

1.  ![](media/image20.png){width="2.6569444444444446in"
    height="3.4819444444444443in"}If you selected "Yes" to immediately
    begin creating a report, the Report Information screen will appear

2.  Select the Type of Report from the drop down menu and, if necessary,
    modify the dates

3.  To "sign" the report, move your cursor to the "Signed by" box and
    press either "Tab" or "Enter" if not already in List Box below

4.  An "Individual/Organization" box will appear. Ensure that the type
    selected is "Individual other than a Candidate" and then enter the
    rest of the Treasurer's information (name, address, etc.)

5.  When you are finished entering the Treasurer's information, click OK
    to return to the report information box

6.  Double check the information entered in the report information box
    and then click OK

7.  A FECfile prompt window will appear, asking what you would like to
    do next in the report:

![](media/image21.png){width="5.575694444444444in"
height="0.8118055555555556in"}

-   If you choose *not* to add transactions to the current report, the
    Individuals/Organizations screen will appear

-   If you choose to add transactions to the current report, the report
    Summary Page will appear

**Creating a New Report in an Existing Committee File:**

1.  ![](media/image22.png){width="2.5208333333333335in"
    height="2.265277777777778in"}To create a new report, first go to the
    "Reports" view

2.  Under the "Edit" menu, select "New" or right click anywhere in the
    workspace and select "New"

3.  The box at right will appear

4.  Select the report type (3X, 24, 1, 1M, or 99) you wish to create and
    click "OK"

5.  At the next window, enter in the report information. For more
    information on how to do this, please see the appropriate sections
    in this manual

**Creating a Statement of Organization (Form 1):**

1.  ![](media/image23.png){width="3.045138888888889in"
    height="4.686805555555556in"}After creating your committee file, you
    can create a Statement of Organization (Form 1). Follow the
    directions above for creating a new report

2.  When a box appears prompting you to select the report type, click on
    "Form 1 (Statement of Organization)" and then click "OK"

3.  The Statement of Organization dialog box appears. Select the type of
    Committee, and enter the URL (if applicable), fax number (if
    applicable), e-mail address, and date

4.  If the Treasurer field does not contain the name of the Treasurer of
    your committee, click "Edit"

5.  Select the Treasurer's name from the scroll box (note: if the
    treasurer's name does not appear in this box, you will need to press
    "Tab" or "Enter" to input that individual's information)

6.  Enter the Treasurer's phone number and Title/Relationship to your
    committee, then click "OK"

7.  To enter Connected Organizations, Affiliated Committees, Leadership
    PAC Sponsors, Joint Fundraising Representatives; Designated Agents;
    and Banks/Other Depositories, click on "Agents..."

8.  The "Affiliations, Agents & Banks Related to the Committee" dialog
    box will appear.

> ![](media/image24.png){width="4.631944444444445in"
> height="3.154861111111111in"}

9.  To add a Connected Organization, Affiliated Committee, Leadership
    PAC Sponsor, or Joint Fundraising Representative, click on
    "Affiliation"

> ![](media/image25.png){width="4.736805555555556in"
> height="3.270138888888889in"}

-   Select the name of the connected organization, affiliated committee,
    leadership PAC sponsor, or joint fundraising representative from the
    drop down box (note: if the name of the entity does not appear,
    press "Tab" or "Enter" to input its information).

-   Under Relationship Type, select the corresponding type of
    relationship then click OK.

10. To add a Designated Agent, click on "Designated\...."

-   Select the name of the Designated Agent from the drop down box
    (note: if the individual does not appear, press "Tab" or "Enter" to
    input that individual's information)

-   Enter the Designated Agent's Phone number and Title/Position with
    the committee then click OK

11. To enter a Bank/Other Depository, click on "Bank...."

> ![](media/image26.png){width="4.893055555555556in"
> height="3.3833333333333333in"}

-   Select the name of the Bank/Other Depository from the drop down box
    (note: if the committee does not appear, press "Tab" or "Enter" to
    input its information), then click OK

12. To Edit an entry in "Affiliations, Agents & Banks Related to the
    Committee," click on the particular entry to highlight it, then
    click Edit.

13. To Delete an entry on the Affiliation, Agents and Banks Related to
    the Committee, click on the particular entry to highlight it. Then
    click Delete.

14. Once you have entered all of the necessary information, click "OK."

15. When you return to the "Statement of Organization" box, click "OK"
    again.

16. You have now created your Form 1. To view your Form 1 to make sure
    that it is complete, click the blue FEC icon in the top menu bar.

> ![](media/image27.png){width="5.911111111111111in"
> height="0.7090277777777778in"}

**Creating a Notice of Multicandidate Status (Form 1M):**

1.  Follow the directions above for creating a new report.

2.  When a box appears prompting you to select the report type, click on
    "Form 1M (Notification of Multicandidate Status)" and then click
    "OK."

![](media/image28.png){width="2.511111111111111in"
height="2.2708333333333335in"}

3.  ![](media/image29.png){width="2.660416666666667in"
    height="3.751388888888889in"}The Notification of Multicandidate
    Status box appears. Select the type of Committee.

4.  Select the Treasurer's name from the scroll down box (note: if the
    Treasurer does not appear, press "Tab" or "Enter" to input the
    treasurer's information).

5.  Also choose one of the following, whichever is appropriate for your
    committee:

-   Status by Affiliation

-   Status by Qualification

6.  Once you have chosen a Status, you will need to enter the requisite
    information.

7.  For *[Status by Affiliation]{.underline}*, follow these steps (if
    you qualify for Multi-candidate Status by Qualification, please skip
    to \# 8):

-   ![](media/image30.png){width="2.5944444444444446in"
    height="2.0083333333333333in"}Click "Edit"

-   Select the Affiliated Committee from the drop down list (note: if
    the committee does not appear, press "Tab" or "Enter" to input its
    information).

-   Enter the Date.

-   Then click "OK"

8.  ![](media/image31.png){width="2.714583333333333in"
    height="2.0680555555555555in"}For *[Status by
    Qualification]{.underline}*, follow these steps (if you qualified
    for Multicandidate Status by Affiliation, please skip to \# 10):

-   Select the Candidate from the scroll down menu (note: this should
    already be entered because you have contributed to this candidate)

-   Also enter the date

-   Then click "OK"

-   You will need to repeat this action five times, once for each of the
    five candidates to whom you have contributed.

9.  ![](media/image32.png){width="3.3569444444444443in"
    height="4.729166666666667in"}Next, enter the date the committee
    received its 51st contribution, the date the committee originally
    filed a Form 1 with the FEC, and the date the committee qualified
    for Multicandidate Status.

10. For committees qualified by Affiliation, select "Status by
    Affiliation" and enter your affiliated committee.

11. For all committees, select the Treasurer's name from the drop down
    box and click "OK."

12. You have now created your Form 1M. To view your Form 1M to make sure
    that it is complete, click the blue FEC icon in the top menu bar.

**[Receipts]{.underline}**

**[Receipt Basics]{.underline}**

1.  Refer to Form 3X instructions for help in classifying your activity.

2.  Double click on appropriate Line of the "Summary Page View" to enter
    a transaction.

![](media/image33.png){width="5.514583333333333in"
height="1.9527777777777777in"}

3.  ![](media/image34.png){width="3.4479166666666665in"
    height="3.0104166666666665in"}Select name from scroll box
    immediately beneath the name field if the entity already exists in
    the FECfile database. If the entity is not in the database, you will
    need to press "Tab" or "Enter" to add the information. Refer to page
    7 for more information.

4.  Enter date and amount and any applicable description of the
    transaction.

5.  Click OK.

**[Special Categories of Receipts]{.underline}**

![](media/image35.png){width="2.41875in" height="1.7430555555555556in"}

1.  **Payroll deductions**: Same basic steps as "receipt basics" but add
    additional text in the description field indicating the amount
    deducted and the frequency of the deduction.

-   Note: all receipts during the reporting period can be entered as one
    large receipt from the individual rather than many small receipts
    (payroll deductions ONLY!).

-   FECfile will require a date for this field. It is recommended that
    the last day of the reporting period be used.

2.  ![](media/image36.png){width="2.428472222222222in"
    height="1.7520833333333334in"}**In-Kind Receipts**: Same basic steps
    as "receipt basics" but click the "in-kind" box shown at right.

-   Note: Checking the "in-kind box" will automatically create the
    necessary balancing entry on Schedule B.

3.  **Reattribution of a Contribution**: Go to the "Receipts" view.

-   Find the contribution that you would like to reattribute, right
    click on it and select the "Redesignate/Reattribute" option and then
    "reattribute."

![](media/image37.png){width="4.527083333333334in"
height="3.0006944444444446in"}

-   ![](media/image38.png){width="3.0in" height="2.18125in"}Enter the
    information for the person that the contribution is being
    reattributed to.

-   Note: remember to cross reference by including the name of the
    original contributor.

-   Then return to the "Receipts" view."

-   Highlight the newly created negative entry that FECfile generated
    for the original contributor, then right click and select "modify"
    (see below).

![](media/image39.png){width="5.950694444444444in" height="1.95in"}

-   ![](media/image40.png){width="3.2666666666666666in"
    height="2.323611111111111in"}Update description field to include the
    name of the person to whom the contribution is being reattributed.

-   Select OK and then select "yes" when asked if you are sure that you
    want to make the modification.

**[Tips Specifically for Receipts]{.underline}**

1.  FECfile automatically itemizes contributions according to the
    itemization thresholds outlined in the law. It is advisable to enter
    an individual record for each individual who contributes to your
    committee because FECFile can track aggregate year-to-date totals
    more effectively that way, and can save you a headache if that
    contributor crosses over from being unitemized to itemized.

2.  For offsets to operating expenditures: It is advisable to include
    additional text in the "description" field indicating "refund,"
    "rebate," etc. and to include the original date of the corresponding
    disbursement.

3.  Remember: refunds are reported on Schedule A (unless previously
    allocated), and voided checks are always reported as negative
    entries on the line where they were originally reported. Refunds are
    written on the recipient's account, whereas voided checks are those
    checks which have a "stop payment" on them, or have been returned
    uncashed.

4.  The check number and account identifier are NOT required fields;
    however, providing this information will allow for better financial
    records to be kept.

5.  The "Aggregate" box should be checked for transactions that should
    be aggregated with receipts from the same entity during the calendar
    year.

**[Disbursements]{.underline}**

**[Disbursement Basics]{.underline}**

Refer to Form 3X instructions for help in classifying your activity.

1.  Go to the **Summary Page** view and double-click on the appropriate
    line

![](media/image41.png){width="4.970833333333333in"
height="1.9006944444444445in"}

![](media/image42.png){width="2.323611111111111in" height="1.875in"}

2.  The appropriate disbursement box will appear (shown right)

3.  Select name from the scroll box below the "name" field. If the
    entity is not in the database, you will need to press "Tab" or
    "Enter" to add the information. Refer to page 7 for further
    instructions.

4.  Complete the date, amount, and any other applicable fields (see
    chart below for more information).

5.  Click OK.

**Applicable Fields for Disbursement Lines**

  -------------------- ------- ---- ---- ---- ---- ------- ------- ------- ---- -------
                       21(b)   22   23   24   25   28(a)   28(b)   28(c)   29   30(b)

  Name, Date, Amount                                                            

  Description                  \*                                               

  Election, Election   \*                                                       
  Year                                                                          

  Candidate/Campaign   \*                                                       \*
  Committee                                                                     

  Category Code, Check                                                          
  #, Account ID                                                                 
  -------------------- ------- ---- ---- ---- ---- ------- ------- ------- ---- -------

Required

\* May be required in certain situations.

> Note: Category Code, Check No., and Account Identifier are not
> required fields; however, providing this information will allow for
> better financial records to be kept.

**[Special Categories of Disbursements]{.underline}**

**Entering a Memo Entry:**

1.  ![](media/image43.png){width="2.498611111111111in"
    height="0.8291666666666667in"}Double-click on the appropriate line
    of the Summary Page view

2.  Enter the transaction information

3.  Check the "memo" box next to the Year of Election

![](media/image44.png){width="3.1618055555555555in"
height="1.2097222222222221in"}**Credit Card, Reimbursement, and Payroll
Payments:**

Payments to credit cards, payroll companies, and reimbursements all need
to disclose supporting memo entries to disclose the ultimate recipient
of the funds.

1.  Enter the payment on the appropriate line of the summary page to the
    credit card/payroll company or individual receiving the
    reimbursement. In the description field, make sure to mention it is
    a payment or reimbursement and to see the memo entries.

2.  Go to the "Disbursements" view and find the transaction you just
    entered.

3.  Right click on the transaction and select "Transaction Split" (see
    above).

4.  The "Transaction Split" window will open; select "Add New" (see
    below).

5.  A new transaction window will open; fill out the original vendor's
    information and click OK when you're finished (note: the "Memo" box
    is grayed out because it will automatically make this a memo entry
    for you)

> ![](media/image45.png){width="4.331944444444445in" height="2.44375in"}

6.  Repeat this process until you have added all of the supporting memo
    entries for the payment

7.  When you have finished, select "Close" to return to the workspace.

**Contributions to Federal Candidates:**

1.  Double-click on Line 23 of the Summary Page view.

2.  ![](media/image46.png){width="2.5347222222222223in"
    height="2.7805555555555554in"}Make sure the cursor is in the "Name"
    field and then press "Tab" or "Enter"

-   When the "Individual/ Organization Information" box comes up, make
    sure to select "Campaign Committee" rather than "Candidate"

-   Use the "Lookup" feature (see page 8) to find the candidate's
    principle campaign committee or enter the information manually
    (note: the campaign committee will usually have a name similar to
    "Smith for Congress" or "Friends of Smith")

-   Click OK to return to the transaction

3.  Enter the date, amount, election, and year of election

4.  Put your cursor in the "Candidate/Campaign Committee" field and
    press "Tab" or "Enter"

-   When the "Individual/Organization Information" window comes up, this
    time select "Candidate"

-   Use the "Lookup" feature (see page 8) to find the candidate or enter
    the information manually (note: the candidate's name will be listed
    alphabetically by last name and then first, such as "Smith, Joe").

-   Click OK to return to the transaction

5.  Double check to make sure your information is correct and select
    "OK"

![](media/image47.png){width="3.0430555555555556in"
height="2.8625in"}**In-Kind Contributions to Federal
Candidates/Committees:**

1.  Disclose a non-memo entry disbursement on *[line 23]{.underline}* to
    the vendor, also including a description, election, year of
    election, and candidate's name in the "Candidate/Campaign Committee"
    field (see right)

> **Redesignations of a Contribution Made:**

1.  To report a redesignation, go to the "Disbursements" view and find
    the transaction you would like to redesignate.

2.  Right click on the transaction, select "Select
    Redesignate/Reattribute," and then drag across to select
    "Redesignate"

![](media/image48.png){width="3.7333333333333334in"
height="1.7145833333333333in"}

![](media/image49.png){width="2.522222222222222in" height="2.375in"}

3.  Enter the candidate committee's name, date of redesignation, amount
    being redesignated, and corrected election designation for the
    portion being redesignated.

4.  Select OK to return to the "Disbursements" view.

5.  FECfile will automatically complete the reporting required for a
    redesignation (see below, red signifies a memo entry).

![](media/image50.png){width="4.753472222222222in"
height="0.6354166666666666in"}

![](media/image51.png){width="2.470138888888889in"
height="3.55in"}**Basic Reporting for Independent Expenditures -- Line
24:**

1.  Double click on line 24; note that the Independent Expenditure
    window looks slightly different than other transactions.

2.  Select the vendor name from the scroll down box (note: if the
    vendor's name does not appear in this box, you will need to press
    "Tab" or "Enter" to record the vendor's information).

3.  Enter the date, amount, description, whether the independent
    expenditure is supporting or opposing the candidate, election, and
    year of election.

4.  Select the *[candidate name]{.underline}* (not campaign committee)
    from the scroll down box (note: if the candidate's name does not
    appear in this box, you will need to press "Tab" or "Enter" to
    record the candidate's information; you can use the "Lookup" feature
    for this).

5.  ![](media/image52.png){width="2.685416666666667in"
    height="3.5145833333333334in"}Every time a committee reports
    disbursements on Schedule E, the Treasurer must provide a signature
    on the schedule to certify that the expenditures are made
    independently. This is required in addition to signing the actual
    report. To do this, return to the "Reports" view.

6.  Find the report which needs to be signed, right click, and select
    "Modify."

7.  The "Report Information" box will open (see left).

8.  In the "Signed by For Schedule E" field, insert the treasurer's name
    by selecting it from the scroll down box.

9.  Click OK.

10. Note: If the independent expenditure is disseminated before payment
    is made, see page 25.

**24 and 48 Hour Notices:**

1.  ![](media/image53.png){width="2.973611111111111in"
    height="2.0819444444444444in"}24 Hour and 48 Hour notices are
    *[separate reports]{.underline}* from Form 3X. To create a 24 hour
    or 48 Hour notice go to "Reports" view, right click, and select
    "New." In the report type window, select "24 hour notice (Form 24)"
    and click OK.

2.  The "24-hour notice (Form 24)" box will appear; fill in the election
    date, the state, and enter the treasurer's information in the
    "Signed by" box. All fields are required.

3.  Check the "48 hour" box only if this is a 48-Hour notice; if it is a
    24-Hour notice, do not check it.

4.  Select OK; please note that at this point the notice is not
    complete.

5.  Go to the "Reports" view and select the 24 Hour Notice by clicking
    on it.

6.  Now go to the "All Transactions" view and locate the disbursement(s)
    that require a 24/48 hour notice. Your disbursements will be sorted
    by line number so if you first find Line 24 it will be easier to
    find the disbursement which requires a notice.

7.  Once you find the transaction you are looking for, right click and
    select "Add to Form 24" (see below for an example).

![](media/image54.png){width="3.997916666666667in"
height="2.6368055555555556in"}

Your 24 or 48 Hour notice is complete. You must close it and upload it
the same way you would for a regular report of receipts and
disbursements.

**Special Reporting for Independent Expenditures -- Line 24:**

![](media/image55.png){width="3.1666666666666665in"
height="4.635416666666667in"}Independent expenditures must be reported
to the Commission using the date they were publicly disseminated.
However, it is common for an independent expenditure to be disseminated
before a committee has paid the vendor for the associated costs. If this
occurs, the committee must report the independent expenditure the
following way:

1.  Report the independent expenditure as a *[memo entry, using the date
    it is publicly disseminated]{.underline}* and during the reporting
    period the public dissemination date falls in. To do this, simply
    check the Memo box when entering the independent expenditure
    information (see right). For this type of transaction, the
    "Aggregate" box should also be checked to reflect accurate election
    cycle to date for office sought aggregate totals.

2.  On the same report, you must *[also show a debt being incurred to
    the vendor]{.underline}* for this amount.

3.  When final payment is made to the vendor, *[reflect this payment on
    Schedule D and on Schedule E as a regular, non-memo
    entry]{.underline}*. For this transaction, the "Aggregate" box
    should NOT be checked since aggregation already occurred for this
    activity when the memo entry was disclosed (when dissemination was
    disclosed).

4.  If a committee makes a payment to the vendor before it disseminates
    an independent expenditure, the committee should itemize the
    transaction on Schedule E at the time the payment is made. For this
    transaction, the "Aggregate" box should be checked. In addition, the
    requirements for filing 24-hour and 48-hour notices would still
    apply.

**[Allocation Schedules]{.underline}**

**SCHEDULE H1:**

Method of Allocation for:

-   Allocated Administrative and Generic Voter Drive Costs

-   Allocated Exempt Party Activity Costs *(Party Committees Only)*

-   Allocated Public Communications that Refer to any Political Party
    (but not a candidate) (*Separate Segregated Funds and Nonconnected
    Committees Only*)

    **SCHEDULE H2:**

    Ratios for Allocable Fundraising Events and Direct Candidate Support

    **SCHEDULE H3:**

    Transfers from Nonfederal Accounts for Allocated Federal/Nonfederal
    Activity

    **SCHEDULE H4:**

    Disbursements for Allocated Federal/Nonfederal Activity

    **[Creating Schedule H1:]{.underline}**

1.  Scroll to the bottom of the "Summary Page" view that will include
    the Schedule H1 and double click on the H1 line number.

-   *[Party Committees]{.underline}* must submit an H1 on the first
    report of each calendar year that discloses an allocable expense on
    Schedule H4 (or H6 for party committees only).

-   *[Separate Segregated Funds and Nonconnected
    Committees]{.underline}* must submit an H1 on *each* report that
    discloses an allocable Administrative, Voter Drive, or Public
    Communication disbursement on Schedule H4.

![](media/image56.png){width="4.277083333333334in"
height="1.0715277777777779in"}

2.  Select your allocation ratio:

-   *[Party Committees]{.underline}* should check the "State/Local Party
    Committee" box and select the appropriate fixed ratio.

![](media/image57.png){width="3.1395833333333334in"
height="0.9673611111111111in"}

-   *[Separate Segregated Funds and Nonconnected
    Committees]{.underline}* should check the "Non-connected/SSF" box
    and type the federal percentage of the allocated expenses; they
    should also check all boxes that the ratio applies to.

![](media/image58.png){width="3.1in" height="1.695138888888889in"}

-   *[If an additional H1 is needed,]{.underline}* (Party: for a special
    election during a non-election year, SSF/NCC: for additional types
    of allocated activity where a different federal percentage will be
    applied) click "Next Entry" and enter the appropriate federal
    percentage/activity type (repeat as necessary).

3.  When information is completed for Schedule(s) H1, click OK

    **[Creating Schedule H2:]{.underline}**

```{=html}
<!-- -->
```
1.  Scroll to the bottom of the "Summary Page" view that will include
    the Schedule H2 and double click on the H2 line number.

-   Note: All committees must submit an H2 on *[each]{.underline}*
    report that discloses an allocable fundraiser or direct candidate
    support on Schedule H4.

![](media/image59.png){width="4.500694444444444in"
height="1.0479166666666666in"}

2.  Type in the name of the event and press "Tab" (see below, left).

![](media/image60.png){width="2.975in" height="2.248611111111111in"}
![](media/image61.png){width="2.879861111111111in"
height="2.247916666666667in"}

3.  An additional dialog box will appear. Select the appropriate type of
    activity (Fundraising or Direct Candidate Support) and enter the
    date of the event (see above, right).

4.  ![](media/image62.png){width="2.8666666666666667in"
    height="2.323611111111111in"} Click OK to return to the "Allocation
    ratio for joint activity" box.

5.  Enter in the federal percentage share of the allocated activity and
    select the appropriate type of ratio (New, Revised, Same as
    Previous).

6.  If additional H2 entries are needed, click "Next Entry" and repeat
    the steps above. When information is completed for the Schedule(s)
    H2, click OK*.*

    **[Creating Schedule H3:]{.underline}**

    Note: An H1 or H2 ratio must be entered prior to creating a Schedule
    H3

```{=html}
<!-- -->
```
1.  From the "Summary Page" view, double click on line 18(a): Transfers
    from non-federal accounts (H3).

![](media/image63.png){width="5.002083333333333in"
height="0.5756944444444444in"}

2.  ![](media/image64.png){width="2.5902777777777777in"
    height="2.3819444444444446in"}Select the name of the non-federal
    account from scroll down box below the name field; if the nonfederal
    account has not been entered, type the name in the name field, then
    press "Tab" or "Enter" to open the "Individual/Organization" box.

3.  Enter the date and the *[total]{.underline}* amount of the transfer
    in the "Amount" field and then click "Breakdown."

4.  If the transfer, or part of the transfer, was for
    *[Administrative]{.underline}* expenses, double click on the
    Administrative line in the breakdown box.

5.  Enter the amount of the transfer for administrative expenses and
    click OK.

![](media/image65.png){width="5.00625in" height="2.9125in"}

6.  If the transfer or part of the transfer was for activity *[other
    than allocated administrative expenses]{.underline}*, select "Add
    New."

7.  Select the appropriate activity from the scroll down box (note: if
    an event/activity appears to be missing from the database box, make
    sure that a Schedule H2 has been created for that activity).

8.  Enter the amount of the transfer for that activity

9.  Click OK to return to the "Transfer Breakdown Details" box.

![](media/image66.png){width="5.013194444444444in"
height="2.9131944444444446in"}

10. The total amount shown in the transfer breakdown box should equal
    the total amount transferred.

11. If an activity/amount was incorrectly entered, it can be changed by
    highlighting the erroneous event and clicking Edit, or completely
    deleted by highlighting the line and clicking Delete.

12. ![](media/image67.png){width="2.522222222222222in"
    height="1.1263888888888889in"}Double check that the entries are
    correct and then click OK.

13. Select "Yes," when asked to save changes.

14. When all transfers have been entered, click OK.

**[Creating Schedule H4 -- Basics:]{.underline}**

Note: Schedule H1 and/or Schedule H2 must be created before entering H4
disbursements.

1.  From the Summary Page, click on line 21(a): Allocable Expenditures.

![](media/image68.png){width="5.002083333333333in"
height="0.9277777777777778in"}

2.  The "Allocable expenditure" box will open.

3.  Select the vendor name from the scroll down box (note: press "Tab"
    or "Enter" to enter the vendor information for the first time).

4.  ![](media/image69.png){width="2.5618055555555554in"
    height="3.61875in"}Select the appropriate activity from the list
    below the event field. FECfile defaults to Administrative.

5.  Enter the date, *[total amount]{.underline}*, and description of the
    disbursement.

6.  Next, click on the "Calc" button. FECfile will automatically
    calculate the federal share based on the ratio specified for the
    event that was selected (see below). This will also disclose the
    non-federal share on Schedule H4.

> Before:

![](media/image70.png){width="2.6256944444444446in"
height="0.5104166666666666in"}

After:

![](media/image71.png){width="2.6354166666666665in"
height="0.4895833333333333in"}

**Direct Candidate Support for both Federal/Non-federal Candidates**

If the disbursement is for a direct candidate support event the federal
share must be reported as an in-kind contribution, independent
expenditure, or a coordinated party expenditure (*party committees
only*) on behalf of the federal candidate.

> Note: This reporting method will show the *federal portion only* of
> the disbursement on Schedule H4 as a memo entry and will disclose a
> corresponding entry for the federal share on Schedules B, E, or F
> (supporting lines 23, 24, or 25)

1.  ![](media/image72.png){width="2.904861111111111in"
    height="3.5520833333333335in"}If you have not already created a
    Schedule H2 for this specific direct candidate support event, do so
    now (see page 28).

2.  After entering the vendor name, date, description, total amount, and
    calculating the federal share as per the above instructions, from
    the "This expenditure is" box select *Schedule B (23)* to report the
    federal share as an in-kind contribution, *Independent (Sch E)* to
    report it as an independent expenditure, or *Coordinated (Sch F)* to
    report it as a coordinated party expenditure.

3.  ![](media/image73.png){width="2.438888888888889in"
    height="2.6708333333333334in"}Select the appropriate election
    (primary, general, etc) from the Election drop down box and enter
    the year of the election in the year of election field.

4.  Click on the candidate & designated agent box in the lower
    right-hand corner. A new dialog box will appear. If the disbursement
    is for an independent expenditure, check the appropriate box to
    indicate if the communication supported or opposed the candidate.

5.  If the candidate name has already been entered into the system,
    select the name from the database list below the federal candidate
    field; if the candidate is not in the system, with the cursor in the
    candidate name field, hit the "Tab" key on the keyboard. The
    Individual/Organization Information dialog box will appear.

6.  ![](media/image74.png){width="2.838888888888889in"
    height="3.088888888888889in"}If the federal portion of the
    disbursement is a Coordinated Party Expenditure, select the
    designating and subordinate committees, if necessary. For In-Kind
    Contributions and Independent Expenditures, leave the designating
    and subordinate committee fields blank. Click OK in the Candidate
    and Designated Agent dialog box.

7.  When all the information is correctly entered into the allocated
    expenditure box, click OK, or Next Entry to continue with additional
    allocated disbursements.

**[Debts and Loans]{.underline}**

**[Schedule D: Debts]{.underline}**

**Debts owed by the committee:**

1.  To add a new debt owed by the committee, double click on Line 10 of
    the Summary Page, other debts owed by the committee.

![](media/image75.png){width="4.639583333333333in"
height="4.407638888888889in"}

2.  Then select the name field and enter in the vendor name. If the
    vendor has not been added to the system, press "Enter" or "Tab".

3.  Then enter in the date, amount, and the purpose of the debt in each
    appropriate field.

4.  Click OK.

![](media/image76.png){width="3.05in"
height="2.060416666666667in"}**Debt Repayments**

1.  To add debt repayments, go to the "Loans/Debts" view.

2.  Right click on the debt to which you would like to make a payment
    and select "Loan/Debt payments."

3.  In the "Loans/Debt payments" box, click on "Add new" and then select
    the type of disbursement, you would like to make.

4.  ![](media/image77.png){width="3.4583333333333335in"
    height="1.875in"}Then the appropriate box will appear depending on
    what type of transaction this payment should be. At this point
    select the name of the vendor, date, amount and the purpose of
    disbursement. The vendor should already be in system after adding
    this debt so just select the vendor in the selection below.

5.  Click OK. Then the debt payment will be shown in the Loan/Debt
    payment dialog box. At this point click on Close.

**[Schedule C & Schedule C-1]{.underline}**

**Loans Owed by the Committee:**

1.  Go to the "Summary Page" view and double click on Line 13 of the
    Detailed Summary Page.

![](media/image78.png){width="4.148611111111111in"
height="2.8930555555555557in"}

![](media/image79.png){width="2.9694444444444446in"
height="4.922916666666667in"}

2.  Type the name of the creditor in the name field. If that creditor
    has not been entered into the system, type the name and then press
    "Tab" or "Enter".

3.  Then type in the date the loan was incurred in the date field, the
    amount of the loan, and the interest rate. Also indicate if the loan
    was secured by checking the Secured box.

4.  Then click on the Schedule C-1 button, and enter all information
    that is applicable to your loan. Note: you are also required to file
    a hard copy of Schedule C-1 with the signature of the representative
    from the lending institution and the treasurer's signature, as well
    as a copy of the loan agreement.

5.  After completing this section simply click OK.

6.  ![](media/image80.png){width="4.010416666666667in"
    height="2.0in"}You are now returned to the Loans Received box. Click
    on "Guarantors" button to launch that box.

7.  Select the "Add new" button to enter guarantor information, or
    select "Edit" if the guarantor has already been added.

8.  Once the information has been added with the amount, click OK. Then
    click OK again to save any changes.

9.  The Loans received box will now reappear. At this point click OK and
    you will return to the Summary Page. Schedule A supporting Line 13
    and Schedule C supporting Line 10 will be automatically created now
    and the loan amount will be reflected on the Summary Page.

![](media/image81.png){width="2.4375in" height="3.875in"}**Loan
Repayments Made**

1.  Go to the "Loans/Debts" view.

2.  Select the loan for which repayment is being made, and right click
    on that entry, then select "Loan/Debt payments."

3.  The Loan/Debt payments dialog box then appears. Click on "Add New."

4.  The loan repayment dialog box then appears. If the creditor has
    already been entered then select that name. Then type in the name,
    date, and amount. Select OK.

5.  When you return to the Loan/Debt payments box, select Close.
    Schedule B supporting Line 26 and Schedule C supporting Line 10 will
    both be created and the amounts reflected on the Summary Page.

**[Closing/Uploading/Amending]{.underline}**

**[Closing a Report]{.underline}**

1.  Go to the "Reports" view.

2.  Right click the report you want to close.

3.  Select "Close Report" from the drop down menu.

![](media/image82.png){width="2.3097222222222222in"
height="0.4951388888888889in"}

4.  In the "Close Report" dialog box, enter today's date in the "Date
    closed" field and click OK. Note: a Filing ID is only required when
    filing amendments and should be left blank for new reports.

![](media/image83.png){width="2.25in" height="1.3388888888888888in"}

**[Uploading a Report]{.underline}**

1.  Follow the directions above for closing a report.

2.  When a report is closed, the letters should change to pink/purple.

3.  Choose "Upload" from the "File" menu or the Upload icon. Note: you
    can also run a Limits Check from the "File" menu before choosing to
    upload. This check will make sure all contributions (receipts and
    disbursements) fall within the limitations.

4.  The upload process will automatically run the validation program at
    this point to detect any errors.

5.  The validation program will notify the user if serious errors are
    found that will prevent the report from being accepted by the
    Commission's validation program. Note: for more information on
    Validation Errors, please see page 43.

> ![](media/image84.png){width="5.819444444444445in"
> height="1.0694444444444444in"}

6.  If no errors are found or the user indicates that they wish to file
    the report with warnings, the upload settings screen will appear.

7.  ![](media/image85.png){width="3.96875in"
    height="2.8958333333333335in"}Enter your password (see page 2),
    9-digit committee ID number, and fax OR email address. You must
    confirm your password and email address by entering it a second
    time, otherwise the report will not be uploaded. If you have an
    internet connection choose TCP/IP as the Filing Method and then
    click OK. Note: the "This filing amends" field should not be filled
    in for new reports.

    8.  Make a Backup of your "Date File" (\*.dcf).

**[Amending a Report]{.underline}**

**Creating an Amendment:**

1.  Go to the "Reports" view.

2.  Right click the report to be amended and then click on Amend (you
    may change the name of the treasurer at this point since the Report
    Information box will appear).

3.  Click the OK Button on the Report Information box.

-   Note: reports filed on paper can not be amended electronically

-   The report will now have an A1, A2, etc. in front of it. A1 is for
    the first amendment; A2 is for the second amendment. Any subsequent
    amendments will have "A" and the appropriate corresponding number of
    the amendment. If the user has filed any reports with coverage dates
    following the amendment, FECfile will automatically generate
    amendments for those reports. For instance, if the April Monthly
    report is amended in November, FECfile will also generate amendments
    for the May Monthly through November Monthly reports.

-   Note: these reports will automatically be generated, but
    [not]{.underline} uploaded. Also, these additional amendments need
    not be uploaded [unless]{.underline} there is a change in any of the
    dollar figures (most commonly, year-to-date or cash-on-hand totals).

**Modifying Transactions for the Amendment:**

1.  ![](media/image86.png){width="3.8097222222222222in"
    height="1.211111111111111in"}Using your different views, locate the
    transaction you wish to modify.

2.  Double click on the transaction.

3.  Make the desired changes to the transaction and select OK.

4.  FECfile will ask if you are sure you want to modify, select yes.

**Adding New Transactions for the Amendment:**

1.  This is handled the same as for a new report; go to the "Summary
    Page" view and double click on the appropriate line for that
    transaction.

**Deleting Transactions From an Amended Report:**

1.  ![](media/image87.png){width="3.75in"
    height="1.288888888888889in"}Using your different views, locate the
    transaction you wish to delete.

2.  Right click on the transaction and select "Delete."

3.  FECfile will ask if you are sure you want to delete the selected
    transaction, select yes.

**Filing an Amended Report:**

1.  ![](media/image88.png){width="2.2597222222222224in"
    height="1.3604166666666666in"}An amended report is filed like a new
    report (close the report, and then choose "Upload" from the File
    menu).

2.  When filing an amendment, the original filing ID and the filing ID
    of the most previous version of the report filed of the report is
    required; FECfile will automatically fill out these fields (circled
    in red at right and below) for you and it is suggested that you not
    alter them.

> ![](media/image89.png){width="5.080555555555556in" height="3.7125in"}

3.  If for some reason the filing ID is altered or deleted, you can find
    this information on the FEC's Electronic Reports Retrieval website
    (<http://www.fec.gov/finance/disclosure/efile_search.shtml>). Type
    in your committee ID number and click "Search" to find your
    committee's electronic filings.

**[Secrets to FECfile]{.underline}**

# [Don't Make These Common]{.underline} [E - Filing Mistakes](http://www.fec.gov/elecfil/mistakes.shtml)[!]{.underline}

# 

## Passwords 

-   Not getting a password.

-   Waiting until the last minute to get a password.

-   Forgetting your password.

-   If you forget to get a password or put it off until the last minute,
    it may not be possible to get one on a filing deadline day.

-   If you forget your password, we can\'t look it up for you. It is
    encrypted and you must have the Treasurer request a new one.

## Attempting a first filing on the filing deadline day

-   Any problem, be it technical or a matter of non-familiarity with the
    software, can be difficult to deal with during the rush of a
    deadline day.

-   Always file as early as possible, especially the first time you file
    electronically.

## No receipt, no Filing

-   After you upload your report electronically, a receipt will be sent
    to you via email or fax. If you do not get the receipt, you must
    assume that you have not successfully filed. Call the Electronic
    Filing Office (202-694-1642 Option #3) if more than a few minutes
    pass with no receipt.

-   The receipt is proof of filing. Print it out and keep it.

## 

## Validate early and often

-   Don\'t wait until the last minute to validate your filing.
    Validation will find problems that you might not have noticed.

-   If you validate on a regular basis, you will run much less risk of
    finding a long list of problems to resolve before uploading is
    possible.

## [Diskette Filing](http://www.fec.gov/support/faq_filing.shtml)

-   If you file your report on diskette:

    -   Use a 3.5\" floppy or CD. No other methods are accepted.

    -   Don\'t forget to include a printed out and signed Summary Page.

    -   Only one report per diskette.

## Back up your Data File!

-   The file that contains all of your reports, the \"Data File\"
    (\*.dcf), should be backed up to tape or floppy disk regularly.

-   It is very difficult and time consuming to recreate your file should
    you loose your data.

# [Common Validation Errors and How to Fix Them](http://www.fec.gov/support/faq_valid.shtml)

**Warning vs. Fail Messages**

There are two different types of validation errors: **warning messages**
and **fail messages**. **Warning messages** point out possible
incorrect/missing information in the report so the user can correct the
errors (if necessary) before uploading the report. They do not prevent
you from uploading a report. **Fail messages** point out more serious
problems with the report and prevent you from uploading it until the
errors are corrected.

**Reading and Understanding a Validation Error**

Each warning or fail message contains basic information that allows the
user to pinpoint which transaction is causing the error. It also gives a
brief, and sometimes cryptic, description of the error. For example:

> Form{Item}: SA11A1 {Johnson, Jane}
>
> Field Name: #012 Employer
>
> Warning Conditionally Required field is Empty

The **Form {Item}** field identifies where the transaction causing the
error is on the report. In the example above, the transaction is on
[S]{.underline}chedule [A]{.underline}, Line
[11]{.underline}([a]{.underline})([i]{.underline}) and is specifically
identified as "Johnson, Jane." **Field Name** identifies the aspect of
the transaction -- in this case the employer field -- that is causing
the error. The last line identifies what type of message this is
(**Warning**) and why the specific transaction/field caused the error
(**empty**).

In order to correct this error, the user should find the specific
transaction and edit it to disclose Jane Johnson's employer.

**[Common Warning Messages]{.underline}**

Below are a list of common warning messages that committees encounter
and the steps that need to be taken in order to correct the errors.

### *Conditionally Required field is Empty*

-   This indicates the user has failed to enter data in a particular
    field.

-   Correct this error by locating the transaction(s) and filling out
    the empty field(s).

### *\_\_{date}\_\_ is outside range of 1960-2099* 

-   This indicates that the date range entered falls outside the maximum
    range (either before 1960 or after 2099 and is most like the result
    of a typographical error.

-   Correct this by locating the transaction(s) and ensuring that the
    date(s) supplied are accurate.

### *Election Code invalid: \_\_\_ {description}* 

-   This indicates that the user has failed to provide a
    [complete]{.underline} election designation (Primary, General,
    Special, or Runoff [and]{.underline} Year are required) towards
    which a contribution was made.

-   Correct this error by locating the transaction and selecting an
    election designation. Please note that if you do not select a
    complete election designation, the contribution will automatically
    count against the candidate's next election.

### *Election Code missing: \_\_\_ {description}* 

-   This indicates that the user has failed to provide an election
    designation entirely (primary, general, special, or runoff
    [and]{.underline} Year are required) towards which a contribution
    was made. This differs from the previous warning message in that
    both fields are empty.

-   Correct this error by locating the transaction and selecting a
    complete election designation by filling out both the election and
    year fields.

### *Street Address is Missing* 

-   This indicates that the street address for a particular entry is
    missing.

-   Correct this error by locating the transaction and filling in a
    complete address.

### *Single-line Address NOT in 1st delimited field* 

-   This indicates that the user has entered a one-line address in the
    SECOND address field.

-   Correct this error by locating the transaction and moving the
    address from the optional second line box to the require first line
    box.

### *\_\_ not a valid 2-character USPS State Code* 

-   This indicates that the user has failed to enter in a correct two
    digit state code.

-   Since FECfile has a drop down menu for state codes, this shouldn't
    be an issue.

### *Zip Code is Invalid or Missing / Zip = \_\_\_\_\_\_\_\_\_* 

-   This indicates the user has failed to provide the state zip code or
    has entered in too many or too few numbers.

-   Correct this error by locating the transaction and editing the state
    and/or zip code fields as necessary.

### *Invalid Area Code/Phone Number: \_\_\_\_\_\_\_\_\_\_* 

-   This indicates the user has entered a phone number with too many or
    two few numbers.

-   This error will only occur on form types that require a phone number
    (ie, Statements of Organization).

### *Entity Type \[\_\_\_\] is not an acceptable value* 

-   This indicates that the user has entered a name that is too long to
    completely appear on public record.

-   Correct this error by locating the field and shortening the name.

### *Delimited Name should not exceed 38 letters & spaces* 

-   This indicates that the name field has exceeded the maximum number
    of characters allowed (NOTE: 38 characters is the maximum, including
    caret delimiters (Smith\^John\^Mr.\^Jr.) ).

-   To correct this error, locate the transaction (usually on 11(a)(i) )
    and shorten the name to 38 characters. (NOTE: the FEC requires
    disclosure of a first and last name).

### *Name has Too Many Parts (Over 3 Delimiters Found)* 

-   This indicates that more than the allowable number of name
    delimiters (3) have been used. (NOTE: Correct example
    (Smith\^John\^Mr.\^Jr.), incorrect (Smith\^John \^N\^Mr.\^Jr.) ).

-   Correct this error by locating the transaction and shortening the
    name so that it only uses three carets. (NOTE: the FEC requires
    disclosure of a first and last name).

### *Some H3 Transfer \$ Aggregates not equal Dollar Total* 

-   This indicates that there are math discrepancies within Schedule H3
    -- the total amount transferred from the Non-Federal account does
    not equal the amounts listed in the breakdown of the transfer.

-   When you entered this transaction for the first time, FECfile will
    have warned you:

![](media/image90.png){width="3.9972222222222222in"
height="1.0694444444444444in"}

-   To correct this error, take a look at Schedule H3 in the print view
    to make sure the totals are correct. When you find the discrepancy,
    locate the transaction and correct the totals.

### *H5 Transfer Total not equal sum of Dollar Breakdowns* 

-   This indicates that there are math discrepancies within Schedule H5
    -- the total amount transferred from the Levin account does not
    equal the amounts listed in the breakdown for each type of allocable
    federal election activity.

-   When you entered this transaction for the first time, FECfile will
    have warned you (see above).

-   To correct this error, take a look at Schedule H5 in the print view
    to make sure the totals are correct. When you find the discrepancy,
    locate the transaction and correct the totals.

**[Common Fail Messages]{.underline}**

Below are a list of common fail messages that committees encounter and
the steps that need to be taken in order to correct the errors. Please
remember that all fail messages must be corrected before you can upload
your report.

### *Filing must be in the current FEC format*

-   This indicates that you are using an outdated version of FECfile.

-   FECfile users will need to download the latest version of the
    software from the FEC\'s website
    ([[http://www.fec.gov/elecfil/updatelist.html]{.underline}](http://www.fec.gov/elecfil/updatelist.html)).

### *Amended filing must have an ID of the \"Original\"* 

-   This indicates that the user is trying to submit and amendment
    absent the original report ID number. The original report ID number
    must be used. If you are properly amending existing reports in the
    committee file, the original filing ID should appear automatically.

-   If the user cannot locate his receipt for the original report, the
    ID number can be located on the FEC\'s Electronic Filing Report
    Retreival website (see below)
    (<http://www.fec.gov/finance/disclosure/efile_search.shtml>).

![](media/image91.png){width="6.4944444444444445in"
height="0.5138888888888888in"}

![](media/image92.png){width="2.0722222222222224in"
height="1.2236111111111112in"}

-   Once you have located the original filing ID (F3XN), you will need
    to open, and then re-close your report so you can enter the filing
    ID (see right).

-   NOTE: If this original report ID number is entered incorrectly,
    system errors will occur on upload.

### *Amended filing must have an \"Amendment Number\"* 

-   ![](media/image93.png){width="1.898611111111111in"
    height="2.2444444444444445in"}This means that either the amendment
    indicator is missing or incorrect. Each amendment is numbered
    beginning with "1". If the same report is amended again the amended
    number will be "2" and so on.   

-   This error most likely occurred because you did not properly create
    an amendment or amended a report before it was filed.

-   Don't amend a report that you have not uploaded. FEC file will warn
    you with this message -- don't click OK

(see right).

-   In the "Reports" view, right click on the report you are trying to
    file. If the report is closed, unclose it. Right click again and
    select "unamend" (see right).

```{=html}
<!-- -->
```
-   Repeat this process until your report is at the correct numbered
    amendment.

### *Validation Terminated! -- Over 32,000 Problems Found!* 

-   This indicates that 32,000+ errors have been found, which limit
    (32,000) is the threshold for acceptance by the system; the first
    32,000 errors will be listed in accordance with their severity.

-   Hopefully you will never receive this error. If you do, it's time to
    call your analyst and start over -- or hire a professional to take
    over your reporting.

### ![](media/image95.png){width="3.3847222222222224in" height="1.6388888888888888in"}*ID# \_\_\_\_\_\_\_\_\_ NOT Correct FEC ID# Format* 

-   This indicates that the committee ID number used is not in the
    correct format.

-   To correct this error, you will need to edit your committee's
    information. To do this, go to the "Individuals/ Organizations" view
    and locate your committee. Double-click on your committee entry (it
    should be in red). Make sure that committee ID number is correct. It
    might help to use the FEC Lookup feature.

-   NOTE: (correct example: C00123456) - The "C" must be capitalized.

### *{field} exceeds maximum length of \_\_\_* 

-   This indicates the user has exceeds the maximum number of characters
    allowed in a particular field.

-   This shouldn't be a problem in FECfile because it will automatically
    limit the number of characters you can input.

### *{field) is Required, but field is Empty* 

-   This indicates that information is required to be entered in a
    particular field, but has not been.

-   Locate the transaction and fill in the field.

### *Extraneous data follows last field* 

-   This usually indicates a technical problem, generally involving
    invalid characters.

-   You should call the Electronic Filing Office if you receive this
    error (202-694-1307).

-   NOTE: Only characters between ASCII 22 and ASCII 126 are acceptable.
    The ASCII 32 - 126 used to be the only characters allowed, however,
    the foreign language alphabet and punctuation characters are also
    allowed. Specifically ASCII characters: 32 - 168 are allowed
    (excluding 127 and the series 157 through 159). Also, 173 is
    allowed.

### *Invalid double-quote surround text field -- OR - Embedded double-quotes (\") not allowed* 

-   This indicates that there are a set quotes around a text field where
    there shouldn\'t be.

-   Locate the transaction/field and take out the quotes.

-   NOTE: Quotes are used as part of the data delimiter.   Since the
    introduction of a level-8 message that says \"Embedded double-quotes
    (\") not allowed\", this message only applies to the very last field
    of a CSV string and only in the instance where a begin-quoted text
    is not terminated with an end-quote (falling within the maximum
    length of that last field.)

-   ADDITIONAL NOTE: Any field can have begin/end quotes (they are
    necessary for text that has embedded commas). However, any field
    that has surrounding quotes may not also contain double quotes
    anywhere within the text. Validator is only trapping \"embedded
    quotes\" within \"text fields\" which have surrounding begin-quotes
    and end-quotes. For example \[,\"\"\",\] is a case of an embedded
    double-quote, but \[,\",\] is not.

### *Body of text exceeds maximum of 20,000 characters (F99 filings)*

-   F99 (Miscellaneous text document) filings are limited to 20,000
    characters in length. 

-   To correct this, either shorten your Form 99 filing or file more
    than one.

### *Leading Blanks {e.g. \" TEXT\"} not allowed* 

-   This indicates that there are blanks prior to data; this is not
    allowed.

-   Locate the transaction/field and delete the spaces that precede the
    first word in the file.

### *Bad Date - \_\_\_\_\_\_\_\_ not YYYYMMDD format* 

-   This indicates the user has entered a date in the incorrect format.

-   Locate the transaction and re-enter the date trying this format:
    MM/DD/YYYY.

### *\_\_\_\_\_\_\_\_ is not a Real Date* 

-   This indicates that the user has entered an invalid date.

-   Locate the transaction and enter a valid date.

### *Invalid Amount format: \_\_\_\_\_\_\_\_\_\_\_\_ -- OR -- Non-numeric data in Numeric Field*

-   ![](media/image96.png){width="1.875in"
    height="1.176388888888889in"}This indicates that the user has
    entered values other than numbers and decimals.

-   Locate the transaction and enter only numbers and one decimal point.
    FECfile will warn you if you before you make this error with this
    message:

-   NOTE: Dollar signs and commas are not permitted.

### *\_\_\_\_ is an Invalid Year (CCYY) Format* 

-   This indicates the user has entered the year in the incorrect
    format.

-   Locate the transaction and make sure the year referenced in the date
    field is in a four-digit format.

### *District \"\_\_\" is not 2-digit Numeric format* 

-   This indicates the user failed to enter the congressional district
    as two digits.

-   Locate the transaction, and make sure the congressional district
    field has two digits (ex: 04, 11). Using the FEC Lookup feature
    might make things easier.