Electronic Financial Return User Guide
Contents
1. 9 Select the Contributions txt file and click Open 10 Click Next 11 The import wizard will identify the number of entries with errors and the number of entries ready to be imported click Next 12 Place your cursor in the shaded cells to correct errors Click Validate 13 Click Next 14 Click Print to print the list of contributions or click Next to proceed 15 You may be prompted to select the entries you wish to import If you wish to import all entries click Select All or check the boxes that apply Click Next 16 Click Finish EC 20206 21 Electronic Financial Return User Guide Validate a contribution Validate Applies to Candidates nomination contestants leadership contestants registered parties and registered associations EFR validates contribution limits contributor names and mandatory address information In the Contributions tab 1 2 3 Add a returned contribution Click Validate Click OK Review all validation messages Add Returned Contributions Applies to Candidates nomination contestants leadership contestants registered parties and registered associations 1 2 i a 2 St 2 E Click the contribution you wish to return in the Contributions tab Click Add Returned Contributions Check the name in the title bar to verify that you are returning the appropriate contribution Enter the date th2. Next The import wizard will identify the number of entries with errors and the number of entries ready to be imported click Next 12 Place your cursor in the shaded cells to correct errors Click Validate 13 Click Next 14 Click Print to print the list of transfers in or click Next to proceed 15 You may be prompted to select the entries you wish to import If you wish to import all entries click Select All or check the boxes that apply Click Next 16 Click Finish eS oY Se oe SP a _a_ O EC 20206 27 Electronic Financial Return User Guide Cash Inflows tab The following section outlines the various functions of the Cash Inflows tab within EFR The following information applies to candidates nomination contestants and leadership contestants only Open the appropriate financial return and click the Cash Inflows tab to begin Add a cash inflow Applies to Candidates nomination contestants and leadership contestants only 1 Click Add 2 Enter the date the funds were received 3 Enter a description For example you can enter the name of the entity or individual from which the funds came from Select an option from the Inflow Type drop down menu Enter the inflow amount Click Save 28 EC 20206 Managing a Return Recording Transactions Directed Contributions tab Add a directed contribution The following section outl
3. otherwise click Print Users printing receipts valid for tax purposes will be asked to enter a password before previewing and printing The password for printing receipts valid for tax purposes is ecdollar EFR will also produce non tax receipts for contributions not eligible for tax credits Note For candidates if you use EFR to produce your receipts you do not need to obtain paper form official receipts for tax purposes from the returning officer By using EFR to print your contributions receipts you can avoid the need to return them by the one month deadline EC 20206 23 Electronic Financial Return User Guide Loans tab The following section outlines the various functions of the Loans tab within EFR The following information applies to candidates nomination contestants leadership contestants registered parties and registered associations Open the appropriate financial return and click the Loans tab to begin Add a loan __AddLoan_ Applies to Candidates nomination contestants leadership contestants registered parties and registered associations 1 Click Add Loan 2 Enter the date the proceeds of the loan were received 3 Enter the name of the lender Always use the drop down menu to search for a name before adding a new lender The drop down menu is accessed by clicking the beside the lender name field or by pressing the space bar or any letter key on your keyboard while the lender name field
4. The following manual is applicaple to events which began prior to December 19th 2014 Electronic Financial Return User Guide EC 20206 06 13 Electronic Financial Return User Guide This page is intentionally left blank EC 20206 Table of Contents CHAPTER 1 General Information 1 1 Introduction to the EFR user guide sssssssscssnnnncccnnncccnnnncccsnsnnscces 1 CONTENTS rarasira ewes ous Se useccimeusccememusaeamene 1 1 2 COMEACT INT OFMALION ssaiiuancenwititednnaieeninasecedenereaensnareansiaseencmenens 2 1 3 Supporting documents financial FOFIMS wascccccennnneeesceennnneeeeeeenas 3 CHAPTER 2 Software Management 2 l Optain EFR SOMWale avivisesstaiecweneermrramesniaereseiwecewnrauceinene s 5 2 2 SUDPOILEd Plat ONTIS satansveusvanecaustawednunwees aaa 5 2S IWStall CER sorron N 6 74 CHECK VETSION escawiecancansecensans eden EERROR AORN 7 2D Upda tC EFR swour a CiwaNibuenenManees 8 ZS Nav gao eea secu se swacusse ueessmenusesswasumaseunens 9 PAN E E E E E E E a T 11 2 8 BACKUD CAaltagbaSe mpra a 13 PEOrMINGsa DACKUD rorarii san weewadenece une sunwenwapareeeweseneseveneresbnusee 13 Restoring a DACKUD savansenaavascecketascansewascaunavescsusevesseniseessensaces 13 CHAPTER 3 Getting Started 3 1 Creating a new financial retr secsennncccscnncccnnnnncccnnsnscccnnnnaaaen 15 3 2 Opening an existing financial retUrn s usunnusnnnnnnnnnnnnnnnnnnnnnnnnnn 15 3 3 Modifying the political entity Profile ss usunnusn
5. Enter the date the contribution is transferred from the party to the leadership contestant 8 Click Save Import directed contributions data from a text file Applies to Leadership contestants and registered parties only Note Directed contributions can be imported into EFR from a tab delimited text file Directed contribution records must be saved in text format which can be created from a spreadsheet application by simply saving the file in Text Tab delimited format The format of the import file is specific A sample file is created on your computer when installing EFR The default location is C Documents and Settings All Users Shared Documents EFR for Windows 2000 or Windows XP and C Users Public Documents EFR for Windows Vista or Windows 7 The file is titled DirectedContributions txt and can be opened using any spreadsheet application Use this template to record directed contributions A copy of the import templates can also be found in Appendix 1 of this guide Once your spreadsheet is ready to be imported save the file in Text Tab delimited format The date format in your import file must be the same as the short date format e g DD MM YY in the regional options on your computer Refer to subsection 2 7 Utilities Date Format for additional information 1 Save all changes to your financial return before importing contributions from a data file Click the Utilities menu Select Import
6. 3 6 or newer EFR version 3 6 or later will check for updates automatically If a new version of EFR is available download the latest software version from the Elections Canada website EFR version 3 5 To update from EFR version 3 5 1 Click the Help menu 2 Select Check for Updates If a new version of EFR is available follow the on screen prompts and download the latest software version from the Elections Canada website EFR version 3 4 or older To update from EFR version 3 4 or older the user must download the newest version of EFR Refer to subsection 2 1 Obtain EFR Software for additional information Remember that an active Internet connection is required when checking for updates Regardless of the version it is advisable to perform a database backup before updating to the latest version of EFR Refer to subsection 2 8 Backup Database for additional information Note When performing an EFR update the existing database is saved this means the existing financial returns should not be lost Backing up data before a software update is solely a precautionary measure g EC 20206 2 6 Navigation Software Management The following section introduces EFR s most commonly used software menus tabs shortcuts and tips Underlined Profile ee pe eee fields M Registered Association ini ng par sd Street no Street name Name Avenue Apt City Ottawa Prov 0N v Postal code KIKIK
7. Compatibility Select Run this program as an administrator Click Apply Click OK Double click the EFR software icon to open the program a 2 ON ee oe a 6 2 EFR will not open a financial return Older versions of EFR will not open databases created with newer version of the application To resolve the problem download and install the latest version of EFR Refer to subsection 2 1 Obtain EFR Software and subsection 2 3 Install EFR for additional information 6 3 Contributor names cannot be deleted from the database A contributor cannot be deleted from the EFR database once it has been added EFR manages multiple returns in the same database It is therefore likely that a contributor is linked to a transaction recorded in a previous return EC 20206 42 Troubleshooting Tips 6 4 Data export error Path is empty for the export files folder The export files folder path is empty if the user did not enter the event name in the same language that EFR is currently running in To resolve the problem follow the following steps Start EFR Click the Utilities menu Select Maintain Events Enter the missing event name s Ensure both the French and English name field s are complete 5 Click Save Future attempts to export data should be successful mM p 6 5 Firewall or antivirus software prevents EFR use To prevent a firewall or antivirus software from prohibiting EFR use
8. File Transfers In data can be imported into EFR from a tab delimited text file Transfer records must be saved in text format which can be created from a spreadsheet application by simply saving the file in Text Tab delimited format The import file is in a specific format A sample file is created on your computer when installing EFR The default location is C Documents and Settings All Users Shared Documents EFR for Windows 2000 or Windows XP and C Users Public Documents EFR for Windows Vista or Windows 7 The file is titled transfer txt and can be opened using any spreadsheet application Use this template to record transfers A copy of the import templates can also be found in Appendix 1 of this guide Once your spreadsheet is ready to be imported save the file in Text Tab delimited format The date format in your import file must be the same as the short date format DD MM YY in the regional options on your computer Refer to subsection 2 7 Utilities Date Format for additional information 1 Save all changes to your financial return before importing transfers received from a data file Click the Utilities menu Select Import Text File The import wizard will open click Next Select a reporting event and a political entity Click Next Click Transfers In Click Next Click the Browse button to locate the import file Select the transfer txt file and click Open Click
9. be imported into EFR from a tab delimited text file Contribution records must be saved in text format which can be created from a spreadsheet application by simply saving the file in Text Tab delimited format The format of the import file is specific A sample file is created on your computer when EFR is installed The default location is C Documents and Settings All Users Shared Documents EFR for Windows 2000 or Windows XP and C Users Public Documents EFR for Windows Vista or Windows 7 The file is titled Contributions txt and can be opened using any spreadsheet application Use this template to record contributions A copy of the import templates can also be found in Appendix 1 of this guide Once your spreadsheet is ready to be imported save the file in Text Tab delimited format Note The date format in your import file must be the same as the short date format e g DD MM YY in the regional options on your computer Refer to subsection 2 7 Utilities Date Format for additional information To import contribution data from a text file 1 Save all changes to your financial return before importing contributions from a data file 2 Click the Utilities menu 3 Select Import Text File The import wizard will open click Next 4 Select a reporting event and a political entity 5 Click Next 6 Click Contributions 7 Click Next 8 Click the Browse button to locate the import file
10. by clicking the beside the contributor name field or by pressing the space bar or any letter key on your keyboard while the contributor name field is highlighted If the contributor does not exist in your database click the Details button or press F2 on your keyboard to enter contributor information Remember that underlined fields are mandatory 5 Enter the monetary amount given by the contributor 6 Enter the advantage received by the contributor as defined by the Income Tax Act 7 Enter a description of the advantage received by the contributor as defined by the Income Tax Act 8 Click Save Non monetary contributions are added in the Expenses tab By entering the commercial value of a good or service in the Expenses tab EFR will automatically add the non monetary contribution in the Contributions tab Refer to subsection 4 2 Entering Outflows Expenses Tab for additional information Do not enter a contributor in the database twice Always search for the contributor s name before entering a new contributor If the same contributor is entered twice but the entries are not identical EFR will not be able to alert EC 20206 17 Electronic Financial Return User Guide you of potential contribution limit issues Contributions over 200 require the contributor s full name and address On your return contributions of 200 or less require only the contributor s name but for receipting purposes the fu
11. information applies to candidates nomination contestants and leadership contestants only Open the appropriate financial return and click the Expenses tab to begin Add an expense Add Applies to Candidates nomination contestants and leadership contestants only T 2 3 10 11 12 Click Add Enter the invoice date Enter the name of the supplier Always use the drop down menu to search for a name before adding a new supplier The drop down menu is accessed by clicking the beside the supplier name field or by pressing the space bar or any letter key on your keyboard while the supplier name field is highlighted If the supplier does not exist in your database click the Details button or press F2 on your keyboard to enter supplier information Remember that underlined fields are mandatory Click OK Enter the invoice number Enter the cheque and voucher numbers if applicable Enter the expense as Amount Paid Discount Agreed Unpaid Claim or Disputed Unpaid Claim you may split the expense accordingly Click the Expense Category tab on the top left hand corner of the screen Enter the expense amount per sub category Click the Sub Category drop down menu or press F3 on your keyboard to allocate the expense amount to a category Select the category that best applies to your expense and click Select You may allocate the expense amount to more than one expense cat
12. is highlighted If the institution does not exist in your database click the Details button or press F4 on your keyboard to enter institution information Remember that underlined fields are mandatory Click OK Enter the interest rate Enter the maximum amount owed at any given time Click Save EC 20206 25 Electronic Financial Return User Guide Transfers In tab The following section outlines the various functions of the Transfers In tab within EFR The following information applies to candidates nomination contestants leadership contestants registered parties and registered associations Open the appropriate financial return and click the Transfers In tab to begin Note For candidates leadership contestants and nomination contestants non monetary transfers in are entered through the Expenses tab However users may view non monetary transfers in the Transfers In tab All edits to the non monetary transfers must be conducted through the Expenses tab Refer to subsection 4 2 Entering Outflows Expenses Tab for additional information Add a transfer in Add Applies to Candidates and nomination contestants only 1 Click Add 2 Enter the date the transfer was received 3 Enter the name of the political entity Always use the drop down menu to search for an entity before adding a new one The drop down menu is accessed by clicking the beside the political entity name field or by pr
13. supplier name field or by pressing the space bar or any letter key on your keyboard while the supplier name field is highlighted If the supplier does not exist in your database click the Details button or press F2 on your keyboard to enter supplier information Remember that underlined fields are mandatory Click OK Enter the agreed unpaid claim and the disputed unpaid claim if applicable Click Save By election Expenses tab Add a by election expense The following section outlines the various functions of the By election Expenses tab within EFR The following information applies to registered parties only Open the appropriate financial return and click the By election Expenses tab to begin Add Applies to Registered parties only for the Registered Party Financial Transactions Return 1 2 3 4 Click Add Enter the date Select an option from the Electoral District drop down menu Select an option from the Category and Sub category drop down menu Enter the expense as Amount Paid Discount Agreed Unpaid Claim or Disputed Unpaid Claim you may split the expense accordingly Click Save EC 20206 35 Electronic Financial Return User Guide Limitation of Election Expenses tab The following section outlines the various functions of the Limitation of Election Expenses tab within EFR The following information applies to registered parties only Open
14. the appropriate financial return and click the Limitation of Election Expenses tab to begin Add a limitation of election expenses Applies to Registered parties only for the Registered Party Return in Respect of General Election Expenses Row 0a eee Description Amauri Indesed limit of election expenses af Enter the amount of the indexed limit of election expenses 2 Click Save General Election Expenses tab The following section outlines the various functions of the General Election Expenses tab within EFR Open the appropriate financial return and click the General Election Expenses tab to begin Add a general election expense Add Applies to Registered parties only for the Registered Party Return in Respect of General Election Expenses 1 2 3 Click Add Select the appropriate expense from the Category drop down menu Enter the expense as Amount Paid Discount Agreed Unpaid Claim or Disputed Unpaid Claim you may split the expense accordingly Click Save 36 EC 20206 Managing a Return Recording Transactions 4 3 Financial summary Financial Summary tab The following section defines the fields of the Financial Summary tab within EFR The following information applies to candidates nomination contestants and leadership contestants only Open the appropriate financial return and click the Financial Summary tab to begin Sectio
15. 2000 and Windows XP C Documents and Settings All Users Shared Documents EFR dbbackup For Windows Vista and Windows 7 C Users Public Documents EFR dbbackup Note It is advisable to save a copy of the backup file on a network drive or on a removable storage device as EFR data may be lost in the event of a hard disk failure on your computer Restoring a backup Start EFR Click the Utilities menu Select Restore From Backup Select a backup file from the default backup file location o If the default file path was changed navigate to the new location you have created 5 Click Open ro IE Note The name of the backup file contains the date of the backup For example efrbackup2013Jan14 zip shows that the backup date was January 14 2013 When restoring a backup file your current database will be replaced with the backup version All data entered since the last backup will be lost EC 20206 13 Electronic Financial Return User Guide This page is intentionally left blank 14 EC 20206 CHAPTER 3 Getting Started 3 1 Creating a new financial return gt m PS S amp S LY m 10 11 12 13 14 Start EFR Click the File menu and select New Financial Return or click the New button Click Next Select the type of financial return you wish to create Click Next Select the event for which you need to prepare a return Before clicking Next ensure the event d
16. Bank Credits 31 186 48 Bank Debits 9 300 00 Dutstanding Cheques 3200 Enter the total dollar amount of all cash inflows Deposits In Transit 500 00 reported in your return that have not yet been credited to your bank account Save Validate Save and validate 1 Click Save 2 Click Validate The cash inflows less the cash outflows reported in your return should equal your bank account balance less any outstanding cheques plus deposits in transit 38 EC 20206 Managing a Return Recording Transactions Optional Expenses tab Add an optional expense The following section outlines the various functions of the Optional Expenses tab within EFR The following information applies to registered parties and registered associations only Open the appropriate financial return and click the Optional Expenses tab to begin Add Applies to Registered parties and registered associations only Note 1 Click Add 2 Enter the date 3 Select an option from the Category drop down menu 4 Enter the amount paid 5 Click Save The information entered in this tab does not form part of the return The tab is included as a tool to assist in tracking expenses against budgeted amounts Refer to the Budget Tool tab description below Budget Tool tab Applies to Candidates nomination contestants leadership contestants registered parties and registered associations The budget too
17. C Submission file has been created a window will appear informing you of the location of the submission file Attach the submission file to an email and send to efr rfe elections ca Note the submission file location For Windows 2000 XP C Documents and Settings All Users Shared Documents EFR frms For Windows Vista 7 C Users Public Documents EFR frms Remember to send a signed paper copy to Elections Canada by mail courier or fax by the filing deadline 5 2 Printing your financial return N oe oo a a Start EFR Open a financial return refer to subsection 3 2 Opening an Existing Financial Return Click Reports Select Elections Canada Select the financial return you wish to print Click Select all If you have legal size paper in your printer click Print otherwise click Save to PDF after which you can open and print your return using the PDF reader software of your choice EC 20206 41 CHAPTER 6 Troubleshooting Tips 6 1 EFR will not start The user must have administrator privileges on his or her computer in order to run EFR To change the user account settings to Administrator follow the directions below Right click the EFR software icon Select Run as Select Administrator Click OK Double click the EFR software icon to open the program oY ey 2 Ne a OR Right click the EFR software icon Select Properties Click
18. I Home Tp Sortin Date of Armour re er Loans Loans Row Date Lender Details Gu Received lt F2 gt Details Details button Contributor C EAN lt None gt 7 ey Underlined fields are mandatory EFR does not allow users to proceed if the underlined fields are left empty Users may sort data in ascending or descending order by clicking the column title Simply click a tab to navigate within EFR but remember to save your work first EFR displays the active tab in black text and the inactive tabs in white text To modify or update a specific entity contributor supplier etc click the Details button located next to the entity name field Note that any changes made will affect all transactions recorded under that name in all returns It is important to save your work while completing a financial return Doing so prevents loss of data and allows changes to take effect There are three ways to save changes within EFR Click the Save button at the bottom of each window Press CTRL S on your keyboard Click the File menu and select Save EC 20206 Electronic Financial Return User Guide Delete Delete Preview To delete an entry 1 Click the row you wish to delete The pointing hand iF icon points to the row that is selected 2 Click Delete at the bottom of the window 3 Click Yes to confirm Note Only use the Delete button on the Profi
19. Text File The import wizard will open click Next Select a reporting event and a political entity Click Next Click Directed Contributions Click Next AO p SSP 30 EC 20206 Managing a Return Recording Transactions 8 Click the Browse button to locate the import file 9 Select the DirectedContributions txt file and click Open 10 Click Next 11 The import wizard will identify the number of entries with errors and the number of entries ready to be imported click Next 12 Place your cursor in the shaded cells to correct errors Click Validate 13 Click Next 14 Click Print to print the list of directed contributions or click Next to proceed 15 You may be prompted to select the entries you wish to import If you wish to import all entries click Select All or check the boxes that apply Click Next 16 Click Finish Validate a directed contribution validate Applies to Leadership contestants and registered parties only EFR validates contribution limits for leadership contestants contributor names and mandatory address information 1 2 3 Click Validate Click OK Review all validation messages EC 20206 31 Electronic Financial Return User Guide 4 2 Entering outflows Expenses tab The following section outlines the various functions of the Expenses tab within EFR The following
20. bleshooting Tips 621 EER Willi MOUSE arrera N 42 6 2 EFR will not open a financial return ssununannnnnnnnnnnnnnnnnnnnnnnnnn 42 6 3 Contributor names cannot be deleted from the database 42 6 4 Data export error Path is empty for the export files folder 43 6 5 Firewall or antivirus software prevents EFR USE wssssssssnnnnnneneees 43 Appendix i Importing templates savveiawrueedenwelwwinasuemncuaveeeeeeewsewncanreeneananees 45 2 Addig anM expe NS Srsecnsunniaestansnceeinensenwianeseaiasateenenttesemtunnees 46 II EC 20206 Table of Contents EC 20206 III CHAPTER 1 General Information 1 1 Introduction to the EFR user guide The EFR User Guide supplies political entities with the knowledge and technical Support to complete a financial return using the Electronic Financial Return EFR software The guide aims to outline various functions of the software as well as to address some troubleshooting issues Contents The EFR User Guide contains the following information how to obtain install and update the EFR software how to navigate the software how to create and edit events and returns how to enter cash inflows and outflows how to submit an electronic financial return how to troubleshoot EC 20206 Electronic Financial Return User Guide 1 2 Contact information Online www elections ca Telephone Political Financing Support Network 1 800 486 6563 Regular Hours Monday to Friday 9 00 a m t
21. ct 10 Click Save Note Do not enter a contributor in the database twice Always search for the contributor s name before entering a new contributor If the same contributor is entered twice but the entries are not identical EFR will not be able to alert you of potential contribution limit issues Contributions over 200 require the contributor s full name and address On your return contributions of 200 or less require only the contributor s name but for receipting purposes the full address is required EC 20206 19 Electronic Financial Return User Guide Add an anonymous contribution of 20 or less kAnonymous Applies to Candidates nomination contestants leadership contestants registered parties and registered associations Click Add Enter the date of contribution Select the contribution type from the Type drop down menu Click the Contributor drop down menu Select lt Anonymous gt Click Select Enter the estimated number of contributors Click Save a ee PS oS YS Note An anonymous contribution cannot exceed 20 20 EC 20206 Managing a Return Recording Transactions Import contribution data from a text file Applies to Candidates nomination contestants leadership contestants registered parties and registered associations Utilities Window Help Enable Password Protection Change Password d Change Language Import Text File Contributions can
22. e Password to change the Logon or Receipt passwords 3 Follow the on screen prompts When entering dates in EFR use the short date format To confirm or change the date format on your computer 1 Double click My Computer and click Control Panel Click Regional and Language Options Under the Regional Options tab click Customize Click the Date tab and select an option from the Short date format drop down menu Click OK EC 20206 11 Electronic Financial Return User Guide Export Data Utilities Window Help Enable Password Protection Change Password Ghange Language Import Text File Export Data Maintain Evens Gode Tables Import Text Utilities Window Help Enable Password Protection Change Password Ghange Language Import Text File Export Data Mainta Events Gode Tables To export data Open a financial return Click the Utilities menu Select Export Data Make note of the export files folder path Specify the sections of the return you wish to export by placing checkmark s in the box es that apply Click Export Open the export files folder to retrieve the exported data files Contributions for all political entities directed contributions for leadership contestants and registered parties and transfers for registered parties only can be imported into EFR from a tab delimited text file To create a text f
23. e contribution was returned Enter the amount returned Click the Returned To drop down menu Select either Contributor or Office of CEO Click Save Click Close In the case of candidates nomination contestants and leadership contestants do not forget to also record the return of a contribution under the Expenses tab Refer to subsection 4 2 Entering Outflows Expenses Tab for additional information View a returned contribution ERY se roh ira Applies to Candidates nomination contestants leadership contestants registered parties and registered associations 1 2 3 4 5 Click the row you wish to view Click View Returned Contributions You may add edit or delete returned contributions from this window Click Save Click Close 22 EC 20206 Print a contribution receipt Managing a Return Recording Transactions Print Contribution Receipt Applies to Candidates nomination contestants leadership contestants registered parties and registered associations 1 Place a checkmark in the Print Receipt checkbox es you wish to print 2 Click Print Contribution Receipt The Process Receipts window will open 3 Users may select the receipt type Draft or One copy per page or leave the option unselected If unselected EFR will print all receipt copies on one page 4 If you wish to preview the receipts before printing click Preview
24. ect a reporting event and a political entity Click Next Click Transfers Out Click Next Click the Browse button to locate the import file Click transfer txt file and click Open Click Next The import wizard will identify the number of entries with errors and the number of entries ready to be imported click Next 12 Place your cursor in the shaded cells to correct errors Click Validate 13 Click Next 14 Click Print to print the list of transfers out or click Next to proceed 15 You may be prompted to select the entries you wish to import If you wish to import all entries click Select All or check the boxes that apply Click Next 16 Click Finish eo Se eS PM a O 34 EC 20206 Managing a Return Recording Transactions Unpaid Claims tab Add an unpaid claim The following section outlines the various functions of the Unpaid Claims tab within EFR The following information applies to annual returns for registered parties and registered associations only Open the appropriate financial return and click the Unpaid Claims tab to begin Add Applies to Registered parties and registered associations only 1 2 3 Click Add Enter the date Enter the name of the supplier Always use the drop down menu to search for a name before adding a new supplier The drop down menu is accessed by clicking the beside the
25. egory by clicking Add and repeating steps 8 to 10 Continue to add and allocate your expenses until the expenses are balanced This occurs when the difference between the invoice amount and expenses allocated is 0 Click Save Note See Appendix 2 for an example 32 EC 20206 Managing a Return Recording Transactions Transfers Out tab Add a transfer out The following section outlines the various functions of the Transfers Out tab within EFR The following information applies to registered parties and registered associations only Open the appropriate financial return and click the Transfers Out tab to begin Add Applies to Registered parties and registered associations only 1 2 3 Click Add Enter the date Enter the name of the political entity Always use the drop down menu to search for an entity before adding a new one The drop down menu is accessed by clicking the beside the political entity name field or by pressing the space bar or any letter key on your keyboard while the political entity name field is highlighted If the entity does not exist in your database click the Details button or press F2 on your keyboard to enter political entity information Remember that underlined fields are mandatory Click OK Select either Monetary or Non Monetary from the Type drop down menu Enter the transferred amount Click Save EC 20206 33 Elec
26. erlined fields are mandatory Enter the total contribution amount received by the party Enter the directed amount of the contribution Enter the amount of the contribution that was transferred to the leadership contestant Enter the monetary amount given by the contributor Enter the advantage received by the contributor as defined by the Income Tax Act Enter a description of the advantage received by the contributor as defined by the Income Tax Act Click Save Applies to Leadership contestants only 1 2 3 Click Add Enter the date the directed contribution was received by the party Enter the name of the contributor Always use the drop down menu to search for a contributor s name before adding a new contributor The drop down menu is accessed by clicking the beside the contributor name field EC 20206 29 Electronic Financial Return User Guide or by pressing the space bar or any letter key on your keyboard while the contributor name field is highlighted If the contributor does not exist in your database click the Details button or press F2 on your keyboard to enter contributor information Remember that underlined fields are mandatory 4 Enter the total contribution amount received by the party 5 Enter the amount of the contribution that was directed to the leadership contestant 6 Enter the amount of the contribution that was transferred to the leadership contestant 7
27. es Contributions over 200 require the contributor s full name and address On your return contributions of 200 or less require only the contributor s name but for receipting purposes the full address is required 18 EC 20206 Managing a Return Recording Transactions Add a contribution Add Applies to Registered parties and registered associations only 1 Click Add 2 Enter the date of the contribution 3 Select the contribution type monetary or non monetary from the Type drop down menu 4 Enter the amount of the contribution as defined by the Canada Elections Act 5 Enter the name of the contributor Always use the drop down menu to search for a contributor s name before adding a new contributor The drop down menu is accessed by clicking the beside the contributor name field or by pressing the space bar or any letter key on your keyboard while the contributor name field is highlighted If the contributor does not exist in your database click the Details button or press F2 on your keyboard to enter contributor information Remember that underlined fields are mandatory 6 Cick Save If you selected monetary in step 3 do the following steps Enter the monetary amount given by the contributor 8 Enter the advantage received by the contributor as defined by the Income Tax Act 9 Enter a description of the advantage received by the contributor as defined by the Income Tax A
28. essing the space bar or any letter key on your keyboard while the political entity name field is highlighted If the entity does not exist in your database click the Details button or press F2 on your keyboard to enter political entity information Remember that underlined fields are mandatory 4 Click OK 5 Enter the amount Click Save Add a transfer in Add Applies to Registered parties and registered associations only 1 2 3 gt 7 pp P B Click Add Enter the date the transfer was received Enter the name of the political entity Always use the drop down menu to search for an entity before adding a new one The drop down menu is accessed by clicking the beside the political entity name field or by pressing the space bar or any letter key on your keyboard while the political entity name field is highlighted If the entity does not exist in your database click the Details button or press F2 on your keyboard to enter political entity information Remember that underlined fields are mandatory Click OK Click the Type drop down menu Select either Monetary or Non Monetary Enter the amount Click Save 26 EC 20206 Managing a Return Recording Transactions Import transfers in data from a text file Applies to Registered parties only Note Utilities Window Help Enable Password Protection Change Password d Change Language Import Text
29. etails are correct or edit details if required If preparing an annual return for a party or association the fiscal year end date must be December 31 You can also create a new event by clicking Add and entering the event details Click Next Choose a political entity and click Next You can also add a new political entity by clicking Add and entering the new political entity information Click Next For candidates only Indicate the nomination deposit payee and click Next Click Add to add an agent Enter the agent information Click Next Click Finish 3 2 Opening an existing financial return 1 2 Click the File menu and select Open Financial Return or click the Open button and select the financial return you wish to open Click OK Note If only one return is in the EFR database it will open automatically on EFR startup EC 20206 15 Electronic Financial Return User Guide 3 3 Modifying the political entity profile 1 Open an existing financial return Refer to subsection 3 2 Opening an Existing Financial Return 2 The Profile tab opens by default 3 Edit details if necessary Remember Underlined fields are mandatory 4 Click Save Editing agent details 1 Click the Edit menu and select Agent Details or press F2 on your keyboard or click the Details button located beside the agent name field You can edit detail
30. ile from a spreadsheet application save the file in Text Tab delimited format The format of the import file is specific Sample files are created on your computer when installing EFR The default location is C Documents and Settings All Users Shared Documents EFR for Windows 2000 or Windows XP and C Users Public Documents EFR for Windows Vista or Windows 7 The files are titled as follows Contributions txt transfer txt and DirectedContributions txt The sample files can be opened using any spreadsheet application Use these templates to record contributions directed contributions and transfers A hard copy of the import templates can also be found in Appendix 1 of this guide Once your spreadsheet is ready to be imported save the file in Text Tab delimited format Refer to subsection 4 1 Entering Inflows Contributions Directed Contributions and Transfers for additional information EC 20206 Software Management 2 8 Backup database EFR databases should be backed up on a regular basis Backup prompts are presented upon exiting the program it is advisable to back up your data at this time Performing a backup Backups can be initiated at any time during EFR use 1 Start EFR or open a financial return if EFR is already running 2 Click the Utilities menu 3 Select Backup All financial returns are saved in the same folder The default path for the backup folder is For Windows
31. ines the various functions of the Directed Contributions tab within EFR The following information applies to leadership contestants and registered parties only Open the appropriate financial return and click the Directed Contributions tab to begin Applies to Registered parties only Add a directed contribution 1 2 3 10 11 Click Add Enter the date the directed contribution was received by the party Enter the name of the contributor Always use the drop down menu to search for a contributor before adding a new contributor The drop down menu is accessed by clicking the beside the contributor name field or by pressing the space bar or any letter key on your keyboard while the contributor name field is highlighted If the contributor does not exist in your database click the Details button or press F2 on your keyboard to enter contributor information Remember that underlined fields are mandatory Enter the name of the leadership contestant Always use the drop down menu to search for a leadership contestant before adding a new contestant The drop down menu is accessed by clicking the beside the leadership contestant name field or by pressing the space bar or any letter key on your keyboard while the leadership contestant name field is highlighted If the contestant does not exist in your database click the Details button or press F3 on your keyboard to enter contestant information Remember that und
32. is highlighted If the lender does not exist in your database click the Details button or press F2 on your keyboard to enter lender information Remember that underlined fields are mandatory 4 Click OK 5 Enter the name of the guarantor if applicable Always use the drop down menu to search for a name before adding a new guarantor The drop down menu is accessed by clicking the beside the guarantor name field or by pressing the space bar or any letter key on your keyboard while the guarantor name field is highlighted If the guarantor does not exist in your database click the Details button or press F3 on your keyboard to enter guarantor information Remember that underlined fields are mandatory Click OK Enter the interest rate Enter the principal of the loan Click Save rP ap 24 EC 20206 Managing a Return Recording Transactions Add overdraft line of credit Add Overdraft Line of Credit Applies to Candidates nomination contestants leadership contestants registered parties and registered associations 1 2 2 S Click Add Overdraft Line of Credit Enter the name of the financial institution Always use the drop down menu to search for an institution before adding a new one The drop down menu is accessed by clicking the beside the financial institution name field or by pressing the space bar or any letter key on your keyboard while the financial institution name field
33. l is optional It allows users to manage their expenses Expenses entered in the Optional Expenses tab registered parties and registered associations only or the Expenses tab candidates nomination contestants and leadership contestants only will be automatically compared to budgeted amounts in the Budget Tool tab This information does not form part of the return Financial Statement tab Applies to Registered associations only Note Part 4 of the financial return consists of a statement of revenues expenses assets and liabilities Click any field Enter dollar amounts where applicable Click Save Click Validation If the statements do not reconcile total assets do not equal total liabilities and net assets EFR will advise the user to make corrections before submitting the financial return SY This section requires manual data entry directly from the financial statements of the registered associations EC 20206 39 Electronic Financial Return User Guide This page is intentionally left blank 40 EC 20206 CHAPTER 5 Electronic Submission 5 1 Submitting your return to Elections Canada Note N oo ee oF oe p Start EFR Open a financial return refer to subsection 3 2 Opening an Existing Financial Return Click the Reports menu Select Elections Canada Select the financial return you wish to submit Click Create EC Submission File Once the E
34. le tab if you want to delete the entire return The Delete button does not clear the profile information The Preview button is located at the bottom of each window and allows users to view the current page of the financial return Changes to the financial return must be saved before using this function Users are also given a print option 10 EC 20206 Software Management 2 Utilities F Electronic Financial Return 3 9 Language File Utilities Window Help Enable Password Protection Change Password Change Language Import Text File F Electronic Financial Return v3 9 2011 04 Passwords File Utilities Window Help Enable Password Protection l Change Password Logon Change Language Receipt Import Text File Date Fo rmat Numbers Currency Time Date r Calendar When a two digit year is entered interpret it as a year between fis30 and 2029 M Short date Short date sample 03708717 Short date format ERAMI Rea Date separator rors M Long date MM Long date sample 39 M To change the software language 1 Start EFR 2 Click the Utilities menu 3 Select Change Language All financial returns must be closed before attempting to change the software language To enable password protection or to change software passwords 1 Click the Utilities menu 2 Select Enable Password Protection to password protect your database or Chang
35. ll address is required Add a contribution Add Applies to Nomination contestants and leadership contestants only Note For monetary contributions only 1 Click Add 2 Enter the date of the contribution 3 Enter the amount of the monetary contribution as defined by the Canada Elections Act 4 Enter the name of the contributor Always use the drop down menu to search for a contributor s name before adding a new contributor The drop down menu is accessed by clicking the beside the contributor name field or by pressing the space bar or any letter key on your keyboard while the contributor name field is highlighted If the contributor does not exist in your database click the Details button or press F2 on your keyboard to enter contributor information Remember that underlined fields are mandatory 5 Click Ok 6 Click Save Non monetary contributions are added in the Expenses tab By entering the commercial value of a good or service in the Expenses tab EFR will automatically add the non monetary contribution in the Contributions tab Refer to subsection 4 2 Entering Outflows Expenses Tab for additional information Do not enter a contributor in the database twice Always search for the contributor s name before entering a new contributor If the same contributor is entered twice but the entries are not identical EFR will not be able to alert you of potential contribution limit issu
36. ll appear All financial returns are saved in the same folder The default path for all documents stored by EFR is For Windows 2000 and Windows XP C Documents and Settings All Users Shared Documents EFR For Windows Vista and Windows 7 C Users Public Documents EFR 5 Click OK to complete the installation 6 The EFR software icon will appear on your desktop 7 Double click the EFR icon to start the program Note It is strongly recommended that you install EFR in the default location If you wish to change the directory make note of the change 6 EC 20206 Software Management 2 4 Check version Older versions of EFR do not reflect the current political financing legislation It is therefore important to use the newest version of EFR when preparing a financial return To verify the version number 1 Start EFR 2 Check the version number displayed in the title bar of the main window Electronic Financial Return 3 13 7013 05 File Utilities Window Help 1 Start EFR 2 Click the Help menu 3 Select About 4 5 Check the version number displayed in the window Click OK to close the window EC 20206 Electronic Financial Return User Guide 2 5 Update EFR The EFR software is regularly updated New versions are available for download on the Elections Canada website To check if a new version of EFR is available refer to the directions below EFR version
37. n A Date of EC20120 Submission date Submission Date 31707 2012 Enter the date up to which you have reported all Campaign transactions in your return Section C Expenses and Cash Outflows Perm itted election expense Permitted election expense limit 89 397 60 Applies to Candidates and nomination contestants only Enter the final limit of election expenses or nomination campaign expenses for your electoral district Note Elections Canada provides this limit to you by mail and it is also available on the Elections Canada website Section D Monetary surplus and bank reconciliation Bank credits and bank deposits Bank Credits 31 186 48 oF ee Enter the total bank debits and total bank credits utstanding eques J 3 Deposits In Transit 500 00 to your campaign bank account using your bank statements Note Most financial institutions provide a summary at the bottom of each monthly bank statement indicating the total debits and credits for that month Section D Monetary surplus and bank reconciliation Outstandi ng Cheq ues Bank Credits 31 186 48 Bank Debits 39 300 00 Outstanding Cheques 320 00 Enter the total dollar amount of cheques that have Deposits In Transit 500 00 been issued and are reported in your campaign return but have not yet cleared your bank account EC 20206 37 Electronic Financial Return User Guide Section D Monetary surplus and bank reconciliation Deposits in tra nsit
38. nnnnnnnnnnnnnnnnnnnnnnnnn 16 Editing agent detalls crsccnisnascacseuces i a 16 3 4 MOdIVING an CVN dirar raar rE TAEA aA 16 CHAPTER 4 Managing a Return Recording Transactions 4 1 ENLCHAG INMOWS dcncsonaiecsgemmennpiseseaneementeneverunanesanneueenneneews 17 CONLFIDULIONS LADY orris paap a a 17 OAS CAD aora E A a 24 IFANSTEES 1A taD aanren 26 CaS INMOWS taD saririsa a 28 Directed CONCADUHONS LAD issues i a aa 29 A2 EMEN OUCNOWS scseraebeceenv cssmunnesssearecesseeseensnnceveassceetenteees 32 EXPENSES TAD earenaresaisnnedwistnacrnenweeer winieess aa 32 EC 20206 I Electronic Financial Return User Guide Tanseer OUTTA ceitnnecestvameeeas weaeenannaneerus wee ewun wees anu wennenneuers 33 Unpaid Claims taD cricewesasecivecabadannenvaninneeuadiwectradineshracieeuaeadses 35 By election Expenses tab sssscecsssnscsccunncccssnnccecsnuccosssuucceessaccces 35 Limitation of Election Expenses tab wssssssssnnnscssnsnnccccnnncccsnnneceaas 36 General election expenses tab sssssssccscnnnucecccccnncuneseescnnuecessesess 36 4 3 FINANCIAlSUIMMAL y scwrawroenrin eerie ietieee a 37 Fiflancial Summary taD irse A AA KEA 37 OPHONaVEXHENSES TaD cccvacivessvansnveavacdevensuciwesnrativebaunsewernmntews 39 BUGCCE TOOK CAD arsino aa aa 39 Financial statement taD oriire a aaa 39 CHAPTER 5 Electronic Submission 5 1 Submitting your return to Elections Canada wassssssseeeeecccsennnnnas 41 5 2 Printing Your Tinanclal FOCULM aieianniin iea a aaa 41 CHAPTER 6 Trou
39. o 5 00 p m Eastern Time Extended Hours Notifications regarding extended hours will be sent before reporting deadlines and electoral periods Elections Canada General Inquiries 1 800 INFO VOTE 1 800 463 6868 Fax Political Financing DEN 1 888 523 9333 toll free Mail Elections Canada 257 Slater Street Ottawa Ontario K1A 0M6 E mail General Inquiries info elections ca Political Financing Inquiries political financing elections ca EFR Inquiries efr rfe elections ca gt EC 20206 General Information 1 3 Supporting documents financial forms Supporting documents such as financial forms registrations forms and manuals are located as follows Elections Canada Visit www elections ca Website Select the language of your choice Click Political Participants Select your political entity Tools for Select Financial Forms Registration Forms or Manuals Multimedia USB Key Election Financing Documents Call the Political Financing Support Network at 1 800 486 6563 to request forms EC 20206 Electronic Financial Return User Guide This page is intentionally left blank 4 EC 20206 cater Software Management 2 1 Obtain EFR software EFR is accessible via three methods 1 Multimedia USB key A copy of the EFR software is included in the multimedia USB key distributed by Elections Canada 2 Website Send an e mail request to efr rfe election
40. ociation Lib ral de St 5 12001 Lambert Leadership Part Monetary Advantage Street Suite _ Postal EAE SE Amount Received DRT Name Apt City Code Date Given NS Nova Scotia AB Alberta A Individuals PE Prince Edward Island BC British Columbia B Corporations NB New Brunswick NT Northwest Territories C Trade Unions QC Quebec YT Yukon ON Ontario NU Nunavut MB Manitoba NA None 1 Candidate NM Non monetary 2 Leadership Contestant M Monetary 3 Nomination Contestant 5 Registered Association NL Newfoundland and Labrador SK Saskatchewan 1 xipueddy 9r 90z0z DA 2 Adding an expense This screen capture refers to the Entering Outflows section of this manual Profile Contributions Loans Transfers In Cash Inflows Rosters Financial Summary Budget Tool W Expense Category 7 Expense 1 of 1 Invoice Date Supplier Details Invoice Cheque Youcher Totallnwoice Amount Discount Agreed Disputed F2 Ho Ho Amount Faid Unpaid Unpaid Claim Claim Expense Details 2 of 2 Part Category Fa Sub Category lt Fa Expense Amount Comments pene k oo pe OOOO i k a i Invoice Amount Item Totals Difference Save 1 add Dete E Difference SPIND 1 SN UiNjoY jeloueUIy 91U01 799 3
41. s ca and include your name role candidate official agent financial agent etc and political affiliation A link will then be provided allowing you to download the EFR software from the Elections Canada website 3 By phone Call the Political Financing Support Network at 1 800 486 6563 to request a copy of the EFR software 2 2 Supported platforms Note EFR can be installed on most Microsoft operating systems Windows XP Windows NT Windows ME Windows 2000 Windows Vista and Windows 7 are the most commonly used Macintosh users can install EFR but only through a virtual Windows environment To install EFR on a Macintosh the computer requires a Power PC Chip 1 Install Microsoft Virtual PC 2 Install Windows 2000 XP on the virtual machine 3 Install EFR OR Intel Chip 1 Install Windows 2000 XP Vista or Windows 7 through Boot Camp available at www apple com or on a virtual machine Elections Canada does not provide technical support for Macintosh users EC 20206 Electronic Financial Return User Guide 2 3 Install EFR To install EFR 1 Locate and double click the setup exe file 2 Enter the installation password All passwords are supplied with the software If you do not have the password call the Political Financing Support Network at 1 800 486 6563 3 The Select Destination Location window will appear The default path is C Program Files EFR 4 The Document Directory Location window wi
42. s if necessary but remember that changes made to the agent s information will also be reflected in other submissions 2 Click OK Note Remember that pressing the Delete button situated at the bottom of the Profile tab deletes the entire return and not solely the contents of the Profile tab 3 4 Modifying an event Start EFR and close any open returns Click Utilities Select Maintain Events Edit the event name s and date s accordingly gt SP YF Note When modifying an event note that changes will affect all returns created for that event 16 EC 20206 sini Managing a Return Recording Transactions 4 1 Entering inflows Contributions tab The following section outlines the various functions of the Contributions tab within EFR The following information applies to the financial returns for candidates nomination contestants leadership contestants registered parties and registered associations Open the appropriate financial return and click the Contributions tab to begin Add a contribution Add Applies to Candidates only Note For monetary contributions only 1 Click Add 2 Enter the date of the contribution 3 Enter the amount of the monetary contribution as defined by the Canada Elections Act 4 Enter the name of the contributor Always use the drop down menu to search for a contributor s name before adding a new contributor The drop down menu is accessed
43. tronic Financial Return User Guide Import transfers out data from a text file Applies to Registered parties only Note Utilities Window Help Enable Password Protection Change Password d Change Language Import Text File Transfers can be imported into EFR from a tab delimited text file Transfer records must be saved in text format which can be created from a spreadsheet application by simply saving the file in Text Tab delimited format The format of the import file is specific A sample file is created on your computer when installing EFR The default location is C Documents and Settings All Users Shared Documents EFR for Windows 2000 or Windows XP and C Users Public Documents EFR for Windows Vista or Windows 7 The file is titled transfer txt and can be opened using any spreadsheet application Use this template to record transfers A copy of the import templates can also be found in Appendix 1 of this guide Once your spreadsheet is ready to be imported save the file in Text Tab delimited format The date format in your import file must be the same as the short date format e g DD MM YY in the regional options on your computer Refer to subsection 2 7 Utilities Date Format for additional information 1 Save all changes to your financial return before importing transfers from a data file Click the Utilities menu Select Import Text File The import wizard will open click Next Sel
44. users must unblock or allow EFR use To resolve the problem 1 Open your firewall or antivirus software 2 Add an exception for EFR OR 1 When prompted by your firewall or antivirus software select Allow to enable EFR to install or to run on your computer EC 20206 43 Appendix This section contains useful information on using the EFR software The contents of this section are 1 Importing templates 2 Adding an expense EC 20206 44 9020C DA SV 1 Importing templates Contributions transfers and directed contributions can be imported into EFR from a tab delimited text file The import files must be saved in text format which can be created from a spreadsheet application by simply saving the file in Text Tab delimited format Use the following templates to record contributions transfers and directed contributions Soft copies of the templates can also be found on your computer in the following directory C Documents and Settings All Users Shared Documents EFR for Windows 2000 or Windows XP and C Users Public Documents EFR for Windows Vista or Windows 7 Street Suite Postal Se jee Shy Advantage Advantage Name Apt City Code 21 bedaki Aan Description Contributors ITA Anonymous 800 anonyme 200 oe 4 ea Transfer Date Transfer Amount Type of transfer Political Entity Type Pectora DIStri EEOdE Family Name me Contributions Contribution Contribution Contributor 1 Last Name e Ass
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