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INSTRUCTIONS FOR FILING CAMPAIGN STATEMENTS ELECTRONICALLY Setting up an account, signature verification, processing statements, and filing

On September 10, 2013, the Berkeley City Council adopted an amendment to the Berkeley Election Reform Act (BERA) requiring Berkeley campaign committees that raise or spend $1000 or more to file their campaign statements electronically. This requirement took effect on January 1, 2014. Previously, electronic filing of campaign statements was voluntary. The amendment also designates the electronic statement as the filing of record, thus eliminating the need to file hard copies with original signatures for most types of filings. To accommodate these requirements, all committee officers (candidates, treasurers, assistant treasures, and principal officers) with filing responsibilities must have an authenticated signature verification card, connected with a signer identification number and pin code, on file with the City Clerk Department prior to the next filing deadline. Failure to complete this process may result in late filings and fines. There is no provision allowing for late filings. Each person who will sign campaign statements will be required to set up a User Account with NetFile, the City’s online filing vendor. Individual User Accounts will be linked to the appropriate campaign committee. There is a variety of mechanisms in place to assist users: the City Clerk Department offers one-on-one training and set up help, the NetFile system has Help buttons on every screen, and there are public terminals in the City Clerk Department for users to access if needed. Filers can call the City Clerk Department for assistance at 510-981-6900 during normal work hours. All filings beginning in January 2014 are required to be electronic filings. It is important that required filers complete the signature verification and sign up process early. Failure to complete the process on time could lead to late filings and fines assessed by the City or the State Fair Political Practices Commission. Contact Information for E-Filing Help: City Clerk Elections@cityofberkeley.info 510-981-6908

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INSTRUCTIONS

STEP ONE: Create a NetFile User Account

If you do not already have one, you will need to register for a NetFile User Account.

The NetFile User Account will be your on-line identity that can access all committee

accounts for which you are responsible. You will need a NetFile User Account if you

either sign electronic statements or you enter transaction data into the system. If you

already have a NetFile User Account, skip this step.

Complete the following steps to create a NetFile User Account:

1. Go to the City of Berkeley’s Website, election page, at http://www.ci.berkeley.ca.us/elections/

2. Click on “Campaign Contribution & Expenditure Reports”

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3. Click on “Filer Access Portal”

4. Click the link to “Create a New NetFile User” under Campaigns &

Lobbyists;

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5. Complete the form and click “Create NetFile User”;

6. A confirmation e-mail will be sent to the e-mail address that you provided

on the form to verify the authenticity of the account. Open the e-mail and click the link; and

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7. Your web browser will be taken to a page with a unique password. Print the page or write down the password and keep it in a safe place. The password can be changed later.

You have completed the process to register for a NetFile User Account. You must still complete Signature Verification Card before you can sign electronic documents.

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INSTRUCTIONS STEP TWO: Complete a Signature Verification Card All signers should complete the following steps to complete the Signature Verification Card: NOTE: Do not use your browsers back button at any time during the process.

1. Go to the City of Berkeley’s Website, election page, at http://www.ci.berkeley.ca.us/elections/

2. Click on “Campaign Contribution & Expenditure Reports”

3. Click on “Filer Access Portal”

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4. Enter your e-mail address and password provided during the “Create a NetFile User Account” process, and click “Log In”;

5. Click “Signature Verification” in the shaded bar at the bottom of the screen

to expand the Signature Verification Section.

6. Click the “Signature Verification” link;

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7. Click “Request Document Signer Status”;

8. Enter your complete, name if it is not already showing, as it would be signed on an official document, and click “Create New Signer”;

9. The system will produce a Signer ID and PIN number. Print this Page or Write down the Signer ID and PIN number and keep them in a safe place;

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10. Click on the “Print your Signature Card!” link

11. Click the “Berkeley Signature Verification Cards” link; NOTE: Your browser may ask you to verify if you want to open a PDF.

Click Open.

12. Carefully verify the information on the card. DO NOT SIGN!

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13. Do one of the following; a. Bring the Signature Verification Card and government issued

photo identification to the City Clerk Department, during normal business hours, and sign the statement in the presence of a City Clerk staff person; or

b. Bring the Signature Verification Card to a notary public and sign the statement in his or her presence. Documents verified by a notary public must have an official and current stamp. Once notarized, you must file the original signed Signature Verification Card with the City Clerk Department. The City Clerk Department will not accept copies of the form.

Once your Signature Verification Card has been approved by the City Clerk staff, you will be able to sign electronic statements. NOTE: information changes (such as a new email address) will trigger the requirement to complete a new Signature Verification Card.

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INSTRUCTIONS STEP THREE: Establish an Electronic Filing Account for a Committee If you have not filed electronic campaign finance statements previously, you will need to establish an electronic filing account for your committee. The committee electronic filing account differs from the NetFile User Account set up in Step One. The committee electronic filing account contains the transactions and forms for the committee and is controlled by a committee officer with a NetFile User Account. Most often, the treasurer controls the electronic filing account for the committee. However, any authorized officer of a committee may control the committee account. Additional signers on a statement, including controlling candidates, assistant treasurers, and principal officers who are required to sign statements but who are not entering information into the FPPC forms do not need access to the committee’s account to sign statements. Access to the account is required only to enter transaction data for the campaign statements. One officer of the committee must have access to the electronic filing account for the committee to file statements. The committee officer requesting access to the electronic filing account for the committee to enter transaction data and complete the statements should complete the following steps to create an electronic filing account for the committee: NOTE: You may wish to use an email address unique to the committee or campaign rather than a personal email address in case others need to use it.

1. If you have not already done so you must file a Form 410 and a City of Berkeley Statement of Organization when your committee is formed, links to both forms and instructions for completion can be found at the City of Berkeley’s Website, http://www.ci.berkeley.ca.us/Clerk/Elections/Election__Campaign_Information.aspx.

2. The City Clerk will provide you with the ID and Filer Password to the committee via e-mail (for current e-filers) or at your in-person training (for new filers).

3. Log on to NetFile: https://netfile.com/Filer

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4. Enter your e-mail address and password provided during the “Create a NetFile User Account” process, and click “Log In”;

5. Click “Link Local Campaign Filer Account”;

6. Complete the form. Enter the “Committee Name” exactly as you

entered it on FPPC Form 410. Enter the Filer ID and Filer Password provided by the City Clerk when you filed your Form 410; and

7. Click “Link Local Campaign Filer Account”;

You now have access to the committee’s electronic filing account from your NetFile User Account.

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INSTRUCTIONS

STEP FOUR: How to Enter Committee Officer Information To sign electronic statements using the free electronic filing system committee officers must complete the following steps:

1. Log on to NetFile: https://netfile.com/Filer 2. Enter your e-mail address and password provided during the “Create a

NetFile User Account” process, and click “Log In”;

3. If you have access to more than one committee, click the appropriate

committee name. 4. If this is a new account, proceed with steps 4a-x, If this is not a new

account proceed to step 5. a) Go to the “Committee Information” tab in the “Committee Set-Up

Wizard.” Complete all relevant information. Click "Save and Proceed to Step 2.”

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b) You are now on the “Candidate/Office Holder” tab. Complete all relevant information. Click "Save and Proceed to Step 3.

c) You are now on the “Ballet Measure Information” Page. Complete all

relevant information. Click “Save and Proceed to Step 4.”

d) You are now on the “Related Committees” page. Complete any relevant information. Click “Save and Proceed to Step 5.”

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e) You are now on the “Primarily Formed Information” page. Complete any relevant information. Click “Save and Proceed to Step 6.”

f) You are now on the “Officer Information” page. Complete all relevant information. Click “Save Officer” and enter additional officers if needed. Click”Proceed to Complete Committee Set up” when done.

g) Click “Save Committee Information” when done.

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5. Click the “Statements” menu and choose “Officer Information.”

6. Click your name in the “All Officers” table. If you are not listed as an

officer, click to “Add a New Officer” and enter information requested. Enter all information carefully and completely as this is what will appear on the committee filings;

7. Under “Signer Information,” enter your Signer ID number in the box. Click

to “Save Changes”;

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8. Add any additional required signers to the “All Officers” table, such as a controlling candidate, principal officer, or assistant treasurer and enter each individual’s Signer ID and click “Save Changes.”

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INSTRUCTIONS

STEP FIVE: Prepare an Electronic Statement and Forward for Electronic

Signatures

The committee officer with control of the committee account should complete the following steps to create a statement and obtain the electronic signatures of all signers on the statement:

1. Log on to NetFile: https://netfile.com/Filer

2. Enter your e-mail address and password provided during the “Create a

NetFile User Account” process, and click “Log In”;

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3. Under Statements click on the type of filing you will work on

4. Enter all relevant information

5. Click the name of each signer in one of the four signer boxes (starting with Signer 1) and select his or her title; NOTE: Only enter the signers required for the filing. The filing will be held until all signers identified here sign. Including non-required signers may delay the filing.

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6. Create the draft statement and review the document by clicking the “View Draft” button from the home page;

7. Click on Draft Documents

8. Select the PDF of your filing and review it carefully for accuracy. 9. Close the PDF. 10. Click “E-file” to submit the statement;

11. Enter a valid e-mail address to receive an e-mail confirmation of submission and click “Submit E-Filing to Agency.” Your filing will be moved into a pending queue, awaiting the confirmation of all signers. If the committee officer who submitted the statement is also a signer, that committee officer must also sign the statement;

12. An e-mail will be sent to all signers notifying them that a statement is awaiting their review and signature;

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INSTRUCTIONS STEP SIX: Verify and Sign E Statements

1. Log on to NetFile: https://netfile.com/Filer 2. Enter your e-mail address and password provided during the “Create a

NetFile User Account” process, and click “Log In”; 3. Click your name in the upper-right corner of the page to access the NetFile

User Home; 4. Click “Signature Verification” to expand the section and then click the

“Signature Verification” link; 5. Click “View Pending Filings”; 6. Click “View Filing” to review the statement; 7. Click “Accept” or “Reject” to approve or disapprove of the statement. If one

signer rejects, or the filing is in Pending status for 30 days, the entire filing will be rejected and the treasurer will need to re-file (the statement is not deleted, just moved back to the list of drafts on the home screen); and

8. Enter your signer PIN number and click “Accept/Reject Filings.” The statement will automatically submit to the City Clerk Department once ALL of the signers have “signed” the statement.

Statements will not be considered accepted until ALL of the signers indicated on the draft statement have completed the signature process by reviewing the statement and entering their respective PIN numbers. If a statement is in the pending filings queue before a filing deadline, but is not verified by all signers until after the filing deadline, the statement will be considered late.

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INSTRUCTIONS How to Sign Statements Using Electronic Filing Software from Third-Party Vendors Committees subject to electronic filing requirements must file electronic forms in the California Secretary of State’s .CAL format version 2.01. No other electronic format will be accepted. Committees can satisfy this requirement by filing in the Berkeley City Clerk Department free electronic filing system, as detailed above. Alternatively, committees may choose to enter their filing information into software produced by third-party vendors certified by the Secretary of State. A list of third-party vendors is available at: http://www.sos.ca.gov/prd/approved_vendors.htm

All signers of electronic statements, regardless of whether the committee is using the free electronic filing system or a third-party vendor system, must have a NetFile User Account and complete the Signature Verification Card. All committees must also have an electronic filing account with the City Clerk Department to file electronic statements. Committees using approved third-party software must input the Signer ID number for each signer into the .CAL document in the third field of the “CVR3” record. Third-party vendors may require that filers complete this process manually or may support inputting the Signer ID number automatically in the .CAL document from within the software product. Third-party vendors may require filers to use the City Clerk Department’s free electronic filing system to approve and sign statements or may provide a method to sign statements from within the software product. Any third-party vendor can support signing electronic statements and submitting statements directly into the City Clerk Department’s electronic filing system by complying with the open source Vendor Submission API at https://bitbucket.org/NetFileopensource. Contact your vendor for more information about how your software complies with the electronic signature requirements.