Treasurers will have to pay a lot of attention to keeping accurate and up-to-date contribution records. The PDC recommends that campaigns use its free ORCA software that allows easier handling of large volumes of data and automatic calculation of cumulative totals for contributors.
"Receipt" of a campaign contribution occurs at the earliest of the following:
An exception is online and credit card contributions, which should be considered received on the date the transfer is initiated from the merchant account to the campaign account.
Deposit monetary contributions within five business days of when they are received. Committees who select the full reporting option will report each deposit to the PDC.
The contributor's name and address, along with the amount given, and the date the candidate received the contribution must be collected for each contribution received. Treasurers will also need to obtain occupation and employer information regarding individuals who give more than $100 in the aggregate contributions.
Candidates and treasurers who file disclosure reports listing their sources of contributions must often make decisions about whom to show as the contributor. Contributors have the obligation to inform campaigns of the true and actual source of the donation at the time the contribution is made. However, in the absence of other information concerning a contribution's true source, follow the interpretations given below when keeping records, identifying your contributors on the C-3 report and when complying with the contribution limits.
List the name printed on the top of the check as the contributor.
Attribute equal parts of the contribution to each of the names of the parties printed on the check, unless a written explanation to the contrary accompanies the contribution. (In the case of $100 check drawn on the account of John and Mary Smith, attribute $50 to John and $50 to Mary. John and Mary each may contribute up to the maximum allowed by an individual.)
For contribution purposes, the owner of the business and the business entity are considered one and the same. The proprietor's aggregate contribution total must include donations from his/her personal funds as well as from the business.
List the partnership as the contributor, unless the contribution is to be paid from one or more of the partners' capital accounts, in which case the contribution is attributed to the partner or partners whose funds are being used. Written notice of this arrangement is to accompany the check.
Show the contribution as coming from the name printed on the check when reporting contributions from corporations, unions, membership organizations, associations, political committees and other organizaitons
Contributions by unemancipated children, under eighteen years of age, are considered contributions by their parents and are attributed proportionately to each parent. In the case of a single custodial parent, the total amount of the contribution is attributed to the parent; otherwise, 50% of the contribution is attributed to each parent.
Contributions from emancipated children, under eighteen years of age, are considered contributions from the child if the decision to contribute is made knowingly and voluntarily by the child, the contribution is from a source owned and controlled exclusively by the child, and the contribution does not result from a gift intended to give the child the wherewithal to contribute.
Do not deposit any contribution, or accept any in-kind contribution, if you know or suspect it has been made in a fictitious name, or by one person through an agent, relative, political committee, or any other person so as to conceal the true source or to exceed the contribution limits. Return such a contribution within ten calendar days to the source, if known, or endorse the check and make it payable to the State Treasurer. Send the endorsed check to the PDC, along with an explanation, for deposit in the state's general fund.
Include both monetary and in-kind contributions when aggregating a donor's contributions.