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        Keeping SSF records
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      Recording fundraising for an SSF

Recording fundraising for an SSF Forwarding contributions A person who collects SSF contributions (including payroll deductions) must forward to the committee treasurer the contributions and the required records within certain time periods: Contributions of $50 or less (and the required records) must be forwarded within 30 days of receipt.Contributions exceeding $50 (and the required records) must be forwarded within 10 days of receipt. Requirements for collecting agents Anyone or any entity who raises money for an SSF must forward the required recordkeeping information to the SSF along with the collected contributions. The information that must be obtained for the SSF’s records varies, depending on the amount of each individual contribution.
 Learn more about the rules for recording receipts
 A collecting agent must retain all records of SSF contribution deposits and transmittals for three years and must make the records available to the Commission upon request. The SSF must keep records of all transmittals of contributions received from collecting agents for three years. The SSF must also keep written authorization for electronic deductions for three years from the date of the report disclosing the last deduction.
 Learn more about the rules for collecting agents
 Recording payroll deduction authorizations To comply with the record retention policy, an SSF must maintain a record of each authorization signed by an employee for three years after the last report disclosing a contribution by that employee. While the Commission recommends that SSFs retain the original payroll deduction authorization forms, other forms of documentation, including spreadsheets, wire transfer records or other electronic or written records, are acceptable. Recording electronic signatures A record of the electronic signature, including verification that the signature came from a particular employee, must be maintained in a retrievable form available to the Commission in the event of an audit or investigation. Recording prior approvals received by trade associations The trade association must retain a copy of the written prior approval for three years after the year to which the approval applies.
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          Taking in receipts as an SSFFundraising for an SSFRecording receipts for an SSFRecording disbursements for an SSF From the FEC Record Policy statement on payroll deduction recordkeeping
 Need help? Get help from the FEC by phone or email
 Legal citations Regulations 11 CFR 102.6(c)Collecting agent procedures 11 CFR 102.9(c)Records retention 11 CFR 114.8(d)(2)Retaining prior approval received from corporate member of trade association
 Advisory opinions AOs 2001-04 and 1999-03Recordkeeping of electronic authorizations
 Federal Register notices Statement of Policy on recordkeeping for payroll deduction authorizations, 75 Fed. Reg. 38513 (Jul. 7, 2006)


This information is not intended to replace the law or to change its meaning, nor does this information create or confer any rights for or on any person or bind the Federal Election Commission or the public. The reader is encouraged also to consult the Federal Election Campaign Act of 1971, as amended (52 U.S.C. 30101 et seq.), Commission regulations (Title 11 of the Code of Federal Regulations), Commission advisory opinions and applicable court decisions.


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