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CSV Format for Schedule "B" Expenditures

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.

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)
Organization (Use for expenses to businesses.  If it is an expense to a committee then be sure to add the committee name and ID in the appropriate spot.) 
Trust (use this if expenditure is to a trust and fill out required trustee/trustor information)

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