To fulfill their departmental filing officer duties for the financial disclosure (Form 700) requirements of the positions identified in Campaign and Governmental Conduct Code Sec. 3.1-100 to 3.1-510, department heads may delegate those tasks to a department staff person. The sections below provide step-by-step instructions regarding filing officer duties.
Filing Officer Duties: Annual
2018 Annual Form 700, and Ethics and Sunshine Training Declaration Form due Monday, April 2 2018. Learn More.
1. Update your department contact information
- Review the List of Filing Officers and Department Heads currently on file with the Ethics Commission.
- To update your department’s details submit the Department Contact Information Form to the Ethics Commission from your City email account.
2. Know Who Files
- Review your department’s Conflict of Interest Code (click on the section for your department) to identify the positions that are required by law to file SEI Form 700s and their respective disclosure categories.
3. Distribute Information to Elected Officials, Board Members, Commissioners and Department Heads (by Thursday, March 15 2018)
- NetFile electronic FPPC Form 700 filings due by Monday, April 2 2018.
- Ethics and Sunshine Ordinance online training and declaration e-filing due Monday, April 2 2018.
New this year: Effective December 23, 2017 the Ethics and Sunshine Ordinance training requirements and the forms have been consolidated. Learn more about the changes.
4. Distribute Information to Designated Employees (by Thursday, March 15 2018)
- FPPC Form 700 paper filings due by Monday, April 2 2018.
5. Collect and Retain Completed Forms
- Assist filers with questions regarding filing requirements. For individual assistance request filers to contact the Ethics Commission.
- Collect and retain filings from the designated employees.
6. Submit Certification of Delivery
- Submit Certification of Delivery by Thursday, March 15 2018 to the Ethics Commission to confirm that you have notified filers of their SEI-related filing obligations.
7. Submit Filing Officer Report
- Submit a Filing Officer Report by Tuesday, April 10 2018 to the Ethics Commission to certify that your department has completed the filing requirements or provide contact information of designated filers who did not file by the April 2 2018 deadline.
Note: It is important to remind your filers that there is no provision in state law to extend the deadlines. Learn more about Late Filing and Enforcement.
Filing Officer Duties: Year-Round
Filing officers have the following departmental responsibilities to ensure that filers assuming office or leaving office meet the filing requirements.
Assuming Office Checklist
- Submit Notice of Appointment to the Ethics Commission for E-file account setup (only for elected officials, board members, commissioners and department heads).
- Request filers to file FPPC Form 700 within 30 days of assuming office (in NetFile or hard copy depending on the filer).
- Request Form 700 electronic filers to complete Ethics and Sunshine Ordinance online training and electronically file Training Declaration Form to the Ethics Commission within 30 days of assuming office.
- Notify Ethics Commission of late filers and non-filers.
Leaving Office Checklist
- Submit the Notice of Resignation to the Ethics Commission for a filer leaving office (only for elected officials, board members, commissioners and department heads).
- Request the filer to file FPPC Form 700 within 30 days of leaving office (in NetFile or hard copy depending on the filer).
- Notify Ethics Commission of late filers and non-filers.
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