Example of Data and Structure
You may download this example (xls) and use it as a template, but remove the left column before using.
Each expenditure is made up of several elements and each expenditure must have the required elements. The example spreadsheet above gives an example of correct headers and may be used as a template. In addition, it provides a working example for each type of expenditure with the required elements provided. The section below outlines each header (element) and whether or not it is required and when it needs a value.
Expenditures Data Fields
The exact text in the left column below needs to be used for each header and all columns need to remain.
| COLUMN HEADER | REQUIRED OR OPTIONAL | ADDITIONAL INFORMATION |
| Committee Name | Optional Value - Use only if payee is another registered committee. | |
| Committee Code | Optional Value - Use only if payee is another registered committee. | |
| Contact Type | Required Value - Use one of the 3 types on the right. |
Individual (use this for single persons)(reverse transactions are done by adding the - symbol in front of the amount) |
| Contact First Name | Optional Value - Required if payee is an individual. | |
| Contact Middle Initial | Optional Value | |
| Contact Last Name | Optional Value - Required if payee is an individual. | |
| Contact Relationship | Optional Value - Required only if expense is to an individual. | See relationship type codes |
| Contact Name | Optional Value - Use only if payee is other than Individual or Committee. | |
| Living Or Revocable Trust | Optional Value - Y for yes or N for no. | Required if type of payee is a trust |
| Trustee | Optional Value - Name of Trustee. | Required if type of payee is a trust |
| Trustor | Optional Value - Name of Trustor. | Required if type of payee is a trust |
| Contact Address 1 | Required Value - Mailing address of expenditure. | |
| Contact Address 2 | Optional Value - Used for suites and apartment numbers. | |
| Contact City | Required Value - City of residence of the expenditure. | |
| Contact State | Required Value - State of residence of the expenditure. Must be state abbreviation. Example - Iowa is IA. For residence out of the country - use NA. | |
| Contact Zip | Required Value - Zip code of the residence of the expenditure. Can be 5 or 9 digit zip separated by a - Example = 50319 or 50319-0123 | |
| Contact Primary Phone | Optional Value | |
| Date | Required Value - Must be entered in the following format MM/DD/YYYY | |
| Amount | Required Value - Do not use any special characters other than a decimal or a negative symbol. This should not be in currency format. | do not use $ or other characters |
| Check Number | Optional Value - Required if to another committee. | |
| Type | Required Value - Name of the type of expenditure. Must type in the word exactly. See list at bottom of this page. | see expenditure types |
| Explanation | Optional Value | |
| Num Miles | Optional Value - Use only when Type is Mileage and then don't use an Amount. This will mathematically create an amount. | |
| Mileage Rate | Optional Value - Use only when Type is Mileage and then don't use an Amount. This will mathematically create an amount. |
* NOTE: Some optional value columns are only optional when certain other optional columns have value. Also, some required value columns may only be required when other optional columns are used. The following shows the different options.
Relationship Type Codes
| 1 None | 2 Spouse | 3 Child | 4 Parent | 5 Brother | 6 Sister |
| 7 Half-brother | 8 Half-sister | 9 Grandchild | 10 Grandparent | 11 Uncle | 12 Aunt |
| 13 Nephew | 14 Niece | 15 Great-grandparent | 16 Great-grandchild | 17 Stepchild | 18 Stepmother |
| 19 Stepfather | 20 Mother-in-law | 21 Father-in-law | 22 Stepbrother | 23 Stepsister | 24 Brother-in-law |
| 25 Sister-in-law | 26 Stepgrandchild | 27 Stepgrandparent | 28 Stepuncle | 29 Step aunt | 30 Stepnephew |
| 31 Stepniece | 32 Stepgreat-grandparent | 33 Stepgreat-grandchild | 34 Self | 35 Father | 36 Mother |
Expenditure Types List
| Advertising | Bank Charges | Campaign Merchandise | Campaign Signs | Charitable Contributions | Civil Penalty, Hearing Cost | Constituency Expenses |
| Consultant Services | Debt Forgiven | Dissolution Distribution | Fund-Raiser (Attended) | Fund-Raiser (Holding) | Fundraiser Food | Gifts or Meals for Volunteers |
| HQ Expenses | Interest on Loan | Loans Forgiven | Meals Reimbursement | Mileage | Office Equipment | Office Holder Expenses |
| Office Supplies | Other Expenditure | Parade Candy | Photography | Political Contribution | Postage, Shipping, Delivery | Printing & Reproduction |
| Professional Fees | Salary & Gratuity | Travel | Web Fees |