Bank Activity:

The day after polling day you should immediately begin the following:

1. Pay all your bills. If you are approaching the last day of the campaign period (Sept 2, 2022) and have uncleared cheques and payables please consider making final payments with bank drafts as the funds clear the bank immediately.
2. Close the campaign account (before Sept 2, 2022 if you can), transfer any remaining amount to the associated provincial constituency association.

Required Documentation for the Audit

It is important that the required documentation for Audit be submitted for Audit by no later than September 30, 2022

It is important that all required Audit documentation be fully completed before submission and that it all be submitted at one time. We ask that you do not submit documentation in segments at different times over a period of time. When everything is complete and ready for audit, that is the time to provide everything together at the same time. Many thanks!.

1. Please provide the following MS Excel report files by either email or via a secure file sharing service (ex., Microsoft OneDrive, Google Drive, Dropbox).  If you wish we can provide a shareed Microsoft OneDrive folder for you to upload to (please request this).
   
   1. Completed Campaign Finances Workbook (MS Excel) Spreadsheet. Microsoft Excel is required for this file. Please do not use OpenOffice, Apple Numbers or any other program to open and use this file. 
      There are seven tabs (spreadsheets) in this workbook.  A completed sample MS Excel workbook has been prepared so you can see how to make entries in this workbook.  download here.
   2. Completed fundraising record spreadsheet for any fundraising events that occurred.
   3. If you have not emailed this already (as requested), email the report / spreadsheet for any signage inventory transferred to the campaign on May 4, 2022.
   4. The report of remaining signage inventory at the end of the campaign, download here.
   5. Merchant Bank (Paypal, Stripe, Nationbuilder, etc.) transaction reports for any contributions received online through a website or virtual terminal.  The data files should be in *.csv or MS Excel format and include but not limited to, transaction date, name of contributor, contributor address, transaction status (success/fail), reversals (if any).
2. Submit to us the following documents for the period of May 4, 2022 to the closing of your campaign account ( closing of account should be no later than Sept 2, 2022).You can submit the documentation to Chaplin & Co. by Courier ( with tracking # ) OR; if the documentation is of manageable size you can upload as electronic documents using a secure file sharing service (ex., Microsoft OneDrive, Google Drive, Dropbox).  If you wish we can provide a shareed Microsoft OneDrive folder for you to upload to (please request this).
   
   1. Campaign Bank Account Statements. (Note: if your campaign period exists up to the latest possible date of Sept 2, 2022, you don’t need to wait for the September bank statement to be mailed to you in mid-October. You can go to the bank and ask for a bank account transaction report for the Sept 1-2, 2022 period and provide this with your other bank statements).
   2. Campaign Bank Account Deposit book (ex. here).
   3. Images (copies) of all contributor cheques deposited into the campaign bank account, organized according to date of deposit.
   4. Documentation to support sender identification of e-transfers received (funds deposited into the campaign bank account).  Some banks provide information on the bank statements that identify the sender of the e-transfer received.  If your bank statements show this, this is all you need to provide.  If your bank statements do not show this, you will need to provide further documentation.  Some banks, through online access, provide e-transfer history reports that provide name, date and amount for each e-transfer received during the audit period.  This would suffice as sufficient documentation.  Lastly, if this is not available, please provide copies of email communications from the bank for each e-transfer received and deposited.
   5. Images of Campaign Bank Account Cheques issued which cleared the bank account. These images are provided to you with the bank statements by the bank.
   6. Documentation to support recipient identification of e-transfers sent (funds disbursed from the campaign bank account).  Some banks provide information on the bank statements that identify the recipient of the e-transfer sent.  If your bank statements show this, this is all you need to provide.  If your bank statements do not show this, you will need to provide further documentation.  Some banks, through online access, provide e-transfer history reports that provide name, date and amount for each e-transfer during the audit period.  This would suffice as sufficient documentation.  Lastly, if this is not available, please provide copies of email communications from the bank for each e-transfer sent.
   7. Invoices, bills and any other related campaign financial documents. Invoices should be organizied according to a VOUCHER system.
   8. Please provide any personal notes you feel that would help explain campaign-related transactions.
   9. Completed campaign document checklist (only use this if you are couriering physical documentation, to be included with shipped documentation). Download here.

Note – for candidates that receive 5% of the vote in their electoral district, the Elections Ontario campaign reimbursement entitlement (20% of campaign expenses) will come at some point after the submission of the audited return to Elections Ontario and after their review. These cheques are normally deposited in the riding association bank account.

IMPORTANT: All Documentation should be sent to us (your Auditor) by no later than September 30, 2022 to guarantee meeting the return filing deadline of December 2, 2022.