News and Notes
Updated
July 3, 2008
(04/18/2008) If your FL campaign accepted a cash contribution of over $50 and the excess was not refunded during Q1 , and you received a letter from DS-DE, here is what you need to do to fix it:
1) NO AMENDED REPORT is needed. This will be addressed in the next report.
2) Send a letter to DS-DE explaining why you accepted the excess amount, and that you will be sending a refund check (type REF), and that it will be reported in the next report.
3) Create an expense record to the contributor for the excess amount. Make sure the field to the right of the Amount is set to REF.
• Your Q1 report will be on hold until after the next report is submitted and DS-DE verifies that the excess contribution was refunded.
This is per Kristi Bronson, Chief of the Bureau of Election Records on 04/18/2008 10:25 am.
(04/03/2008) Florida Quick Reference Guide has been revised. A portion of the reporting section had referred to the way the PA program worked.
(02/22/2008) Change in Florida law - Cash contributions may not exceed $50. The previous limit was $100. Version 4.5.17 or later includes this change.
(02/13/2008) Major update to the Pennsylvania program released.
(01/07/2008) New Import/Export option is now available for the Florida program. This is an add-on option for an additional charge.
NOTES:
• Campaign ToolBox works just fine with the Vista operating system.
Office Schedule
Regular office schedule.
Adjutant Software, Inc.
Campaign ToolBox™
Campaign ToolBox™ has been the most widely-used political campaign finance reporting software in Florida since 1996, and is available for Florida, Kentucky, and Pennsylvania. A limited version of the Georgia program is also available.
Campaign ToolBox is a political campaign finance reporting program that produces both electronic filing and hard copy reports meeting the statutory requirements of the state for which it is written. Versions are currently available for FL, KY, and PA; it is officially approved for filing in those states. IRS Form 8872 (paper reports only) is available as an option for the FL program. It is designed to be used by candidates on the state or local level, political committees, and lobbyists. Report accuracy is enhanced by a thorough record checking procedure that scans for missing or invalid data and data that appears to contradict statutory requirements.
Design philosophy
The primary design objective is simplicity and ease of use. When adding flexibility and extra “bells and whistles” conflicts with simplicity, simplicity wins. The program is designed around the idea that data is entered one time and used for multiple purposes. Once a contribution record has been entered, that data can then be used for creating mail merge "thank you" letters and labels, internal staff reports, and other campaign management functions. Expense records can be used to generate laser-printed checks.
Features
Other features include bank statement reconciliation, recording "secondary contributors" who are not included on the statutory reports but should receive a "thank you" letter, supporter information (volunteer info.), extensive filter and sort capabilities, a wide variety of internal staff reports, file exporting for use with spreadsheet and database programs, efficient keyboard-only data entry, open database format, user-definable fields, pre-report data checking, sortable spreadsheet views, and cumulative amount checking.
Licensing and price
The program is licensed for a specific period of time; records with a date later than the expiration date cannot be saved. The price of the program license is $120 for a one year period, and $30 for each additional 90-day period. One year is the minimum length of license that can be purchased. The program license specifically allows the program to be installed on multiple computers for the licensed reporting entity (applies only to single reporting entities). The single license is for a single reporting entity - see Multiple Reporting Entity page for information on using the program for more than one reporting entity.
Trial Mode
The program is available on CD or Internet download (N/C). The program loads in Trial Mode with usage-restrictions; all features can be used and tested to determine if it meets your needs. When payment has been received, a registration code is issued which removes the Trial Mode restrictions
Support and program updates
Licensed customers are entitled to free updates via Internet download. Technical support via phone or email is included. Support is for the current version being used by the primary contact person specified on the order form. Support is on an as-available basis during regular business hours, evenings, and weekends.
About Adjutant Software, Inc.
Campaign ToolBox, first released in January 1996, is the most widely used campaign reporting software in Florida. In FL, KY, and PA, it was the first software package approved for use in those states. Adjutant Software, Inc. has a contract with the Kentucky Registry of Election Finance as the sole-source provider of reporting software for that state. Campaign ToolBox is written and supported by Stephen McGehee, a former candidate and campaign treasurer for several major campaigns with a background and education in industrial engineering and computer programming.
Program Topics
Import / Export
Campaign ToolBox includes a powerful file exporting feature that allows you to create a tab or comma delimited file with the fields you select, in the order you select, filtered and sorted to your needs. This file can be used with spreadsheet, database, or word processor programs. Due to the infinite number of possible data configurations, Campaign ToolBox cannot import existing data you may have in another program; however, CTB Importer is a semi-custom program available to handle this.
Mail merge
The program works with Microsoft Word by creating a data file with the records you request. The actual mail merge operation is done in Word, giving you all the benefits of a full-featured word processor. The data file should also work with other word processors.
User-definable fields
Campaign ToolBox includes standard fields to meet the needs of almost any campaign. However, you may have some very specific needs that were not anticipated. In that case, you can create additional fields as needed and use them as you would any other field in a record.
Check printing
The program can be used to print checks on your laser printer. It uses the standard Quicken® "Check on top" voucher checks (can be ordered on adjutant.com web site). Whether you use Campaign ToolBox to print your checks or you write them manually, the program can track check numbers with expense records.
Database format
Campaign ToolBox uses the standard Microsoft Access® database format. It does not require you to have the Access program on your computer - it merely utilizes that standard file format. This allows you to directly use your data file outside of Campaign ToolBox if you wish. There is nothing proprietary about the way the database file is constructed so you are not "locked into" Campaign ToolBox to use your data.
Multiple bank accounts
If you have more than one bank account for your campaign, the program can link records to a specific account and create any required reports (not available in all states).
Repeating groups of contributors
If you have a group of contributors that gives on a regular basis, you can set up the program to repeat that entire group with just a couple of steps. This is particularly useful for some committees.
Search, filter, and sort
If you need to find a specific record or group of records, the program includes a spreadsheet view that can be sorted by column, and a very flexible search form. When creating a report or mail merge letter, you can filter and sort to get exactly the records you want in exactly the order you want.
System requirements
Campaign ToolBox requires Windows 95 or higher to operate. Any modern Pentium-class system should be able to run the program with no problem. If you have any concerns about this, please test using Trial Mode before ordering. The program can easily be used on a network; however, there is no file-locking or other network-specific code built into the program. Adobe Acrobat Reader is required for tech support documents (it is a free download and is included on the CD). Internet access is required for free program updates.
Printable Product Description in Adobe Acrobat format
Designed, Written, and Supported by Stephen McGehee
