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Treasurer/Candidate Duties

Register

  • With NYSBOE and appropriate county/city board(s) of elections
  • Complete, where applicable, CF-02, CF-03, CF-04, CF-05 and CF-16 forms

In order to register with the applicable board(s) of elections, appropriate forms must be filed by: (1) a treasurer of a political committee; or (2) a candidate with a registered authorized committee that will be disclosing all of the financial activity of the candidate’s campaign including all of the financial activity of the candidate; or (3) a candidate who does not have a registered authorized committee that will be disclosing all of the financial activity of the candidate’s campaign, including the financial activity of the candidate; or (4) a candidate who has a registered authorized committee, but chooses to have financial activity for the campaign that will not be disclosed by the authorized committee.

Registration Forms:

Committee Registration/Treasurer and Bank Information (CF-02)

This form is used to register all committees. It provides the board(s) with the committee’s name, type, treasurer, bank/depository, candidates/ballot propositions supported or opposed, and other authorized banking signatories. This form must be filed within five days of choosing a treasurer and depository and prior to receiving or expending any funds. The CF-02 form is filed with the board(s) of elections where the campaign financial disclosure reports must be filed. Local filers should consult with the appropriate county or city board(s) of elections for their requirements and procedures. Only the treasurer, and the individuals so designated by the CF-02 in section G, "Person(s) Other than Treasurer Authorized to Sign Checks", may sign checks drawn on the committee depository. Your campaign’s bank account(s) must be opened at a banking organization authorized to do business in New York State. The branch where the account is opened and held must be physically located in New York State.

Note: Constituted Committee Exception

The CF-02 form is not required to be filed by a constituted committee. However, NYSBOE requests that all constituted committees required to file with NYSBOE submit a completed CF-02 form for administrative purposes. Constituted committees required to file disclosure reports with the county or city board(s) of elections should consult with the appropriate county or city board(s) of elections for their requirements regarding registration.

Committee Authorization Status (CF-03)

This form is used to indicate whether or not the committee has been authorized by the specific candidate(s) listed therein to aid or take part in their nomination or election. A CF-03 form must be filed by all political committees that support or oppose the nomination or election of any candidate through direct expenditure.

A CF-03 form is not required to be filed by a committee that only makes contributions (i.e., PACs).

The treasurer must file, or cause to be filed, the CF-03 form, if applicable, at the same time of the filing of the CF-02 form.

Authorization can only be granted by a candidate. This means the candidate(s) has affirmatively acknowledged to you that your committee is authorized to aid or take part in their campaign, which includes raising and spending money on their behalf. The mere fact that the candidate(s) knows that your committee is conducting activity relative to their campaign does not constitute authorization.

Time Requirement for Filing CF-02 and CF-03 Amendments

A treasurer must file amended CF-02 and CF-03 forms as applicable within two days of any changes to any information contained therein. (EL 14-118(1).)

Candidate’s Authorization for a Committee to Make ALL Campaign Financial Disclosures (CF-16)

This form is used by a candidate with an authorized committee that will make all of the candidate’s required campaign financial disclosure filings, including all of the activity of the candidate.

Candidate Campaign Finance Registration Form (CF-04)

This form is only used by candidates to register with NYSBOE in one of two circumstances:

  • The candidate does not have a registered authorized committee that will be disclosing all of the financial activity of the candidate’s campaign, including the financial activity of the candidate; or-
  • The candidate has a registered authorized committee, but chooses to have financial activity for the campaign that will not be disclosed by the authorized committee.

Keep

Detailed, Bound Accounts

The treasurer of every political committee, as well as every candidate who receives or expends any money or any valuable thing or incurs any liability to pay money or its equivalent, shall keep and retain detailed, bound accounts of all receipts, transfers, loans, liabilities, contributions and expenditures, made by the committee or any of its officers, members, or agents acting under its authority or in its behalf, or the candidate, as applicable. (EL 14-118.)

Receipts Requirement

All expenditures over $10 must be vouched for by a receipted bill stating the particulars of the expense. (EL 14-122(2).)

Evidence of Indebtedness/Forgiveness

Any campaign financial disclosure report indicating a loan shall have attached to it a copy of the evidence of indebtedness. (EL 14-102.) If filing electronically, the evidence of indebtedness should be filed under separate cover. Evidence of indebtedness is the loan document.

If any loan or outstanding liability is forgiven, then the report indicating such forgiveness must also include a copy of the evidence of forgiveness. If filing electronically, the evidence of forgiveness should be filed under separate cover. Evidence of forgiveness is a document that shows that the obligation has been forgiven.

Any loan or liability that is forgiven is subject to applicable contribution limits.

Limits on Cash

There are limits on the amount of cash that candidates and political committees/treasurers can receive and expend. No candidate, political committee or agent thereof may receive from any one person an aggregate amount greater than $100 in cash. Disbursements/expenditures in excess of $100 may NOT be in cash. (EL 14-118(2).)

Financial Activity–Deposits

All cash, checks, drafts or other instruments shall be deposited in the account of the candidate or committee in the designated depository. (EL 14-118 (2).)

File

The filer, who may either be the treasurer or candidate, is legally responsible for filing all required campaign financial disclosure reports. (EL 14-118(1), (3).) Filers filing with NYSBOE must file electronically, via diskette, CD, DVD or email, using NYSBOE’s Electronic Filing System (EFS) Software. (EL 14-102(4).)

Local filers should contact the appropriate county or city board(s) of elections for information on how to submit reports locally, if applicable.

Resign/Terminate

Request treasurer resignation/filer termination from appropriate board(s). Complete filing obligations until request is granted. Treasurers filing treasurer resignation reports or treasurers or candidates filing termination reports with NYSBOE must also file a paper Termination or Resignation Request Form/No-Activity Report Form (CF-18) with an original signature, making sure to check the box(es) applicable to the request. (See the "Resigning as Treasurer" and "Terminating Filing Obligations" sections in the Campaign Finance Handbook for details).

Maintain Records

In accordance with NYS Election Law, every political committee shall have a treasurer and depository (bank), and shall cause the treasurer (active and/or resigned) to keep detailed, bound accounts of all receipts, transfers, loans, liabilities, contributions and expenditures made by the committee or any of its officers, members or agents, acting under its authority or on its behalf, for a period of five years from the date of the filing of the final campaign financial disclosure report with respect to the election or convention to which they pertain. These requirements regarding records retention also apply to candidates. (EL 14-118.)