Services

Reporting

  • Prepare and file FEC/state reports, including any necessary amendments
  • Prepare and file any additional official communication with the FEC or state reporting agency
  • Ensure all contributions are permissible under federal/state law as well as any additional committee-specific restrictions
  • Identify and execute follow-up correspondence, including but not limited to “best efforts” and source verification letters
  • Reconcile FEC/state reports with bank accounts on a monthly basis (more often if required for reporting)
  • File IRS 1120-POL, if required
  • Enter data, both receipts and disbursements
    • Basic and complex data entry, including but not limited to source codes, attribution codes, and direct mail key codes
    • Batch all contributions
    • Implement coding system to track events, raisers, and contributions
    • Periodically remove duplicates from database
    • Recommend tools to keep the data up-to-date and accurate
    • Standardize data entry, using USPS validation and consistent occupations, capitalization, spelling, etc.

Financial Management

  • Provide general bookkeeping services
  • Administer accounts payable and ensure proper approval process is in place
  • Review disbursements to ensure proper use of committee funds
  • Deposit contributions in batches that can be reconciled to database
  • Reconcile bank statements monthly and provide statements and reconciliation reports to Committee
  • Ensure committee financial operations comply with FEC safe harbor recommendations, creating numerous checks and balances and protecting committee assets
  • Assist in development of budget and manage cash flow projections
    • Maintain budget
    • Track expenses
    • Provide regular budget updates
    • Recommend ways to reduce costs

Operations

  • Initial set up
    • Obtain Employer Identification Number from IRS
    • Initial bank account set-up
    • Initial QuickBooks set-up
  • Establish internal procedures to streamline and standardize processes, such as travel policies, contract approval, etc.
  • Administration
    • Liaise with payroll company
    • Liaise with health care brokers
    • Liaise with insurance brokers such as Liability Insurance
    • Collect W-9s from appropriate vendors and send 1099-MISC forms as required

Additional Services

  • Training
    • Provide on-the-ground training for compliance and finance staff
    • Identify processes and procedures to comply with FEC rules and regulations
    • Offer ongoing strategic support and guidance on compliance matters
  • Joint Fundraising
    • Draft joint fundraising agreement
    • File Statement of Organization to establish the committee
    • Obtain IRS tax ID and set up bank account
    • Process contributions and allocate them according to the formula laid out in the agreement
    • Process disbursements, including transfers to the participating committees
  • Special Elections
  • Serve as Treasurer or Assistant Treasurer
  • Review printed material for proper disclaimers
  • Maintain official committee records
    • Maintain records on secure SharePoint server
    • Provide access to Client Portal for requested documents
    • Utilize QuickBooks Online accounting software so your files are accessible to you at anytime