Elections Nova Scotia

Training for Official Agents for Electoral District Association

January 2015

Topics Covered (Official Agent of EDA)

• What are my responsibilities?

• What are deadlines?

• What are my do’s and don’ts?

• Who can I ask if I have questions?

• Sample Forms

What are my responsibilities?

• Maintaining Bank account

• Filing the Registration form and annual renewal with ENS

• Filing annual financial report with ENS

• Working with your party, submit Fundraising Forms for approval

• Maintain financial records for all payments and contributions

• Inform ENS when changes to EDA officials, bank and auditor

• Take advantage of provincial funding for booking fees or accounting software purchase

What are my deadlines?• Annual Registration renewal due March 31

• Annual Financial submission due March 31

• Fundraising Form due 120 days after event

• Updates to registration due 5 days after change of information

What are my do’s and don’ts?• Do’s

– Maintain financial records for your EDA– Use booking service or purchase software (funding

available)– Report annual filing on time– Submit Fundraising forms for approval– Respond to requests from ENS in a timely manner– Have an audit done if your contributions exceed $5,000

in a calendar year• Don’ts

– Issue tax receipts (this is the responsibility of the Party OA)– Pay for election expenses, other than early advertising

• (these are to be charged to the campaign during a writ period)

Who can I ask if I have questions?• Elections Nova Scotia Website

– Handbook– PDF fillable forms– Various reports

• Telephone– 902-424-8584 or toll free 1-800-565-1504

• Email – elections@gov.ns.ca

As requested, ENS will provide training at party sponsored events

Sample Forms

Sample Forms

Sample Forms

Sample Forms

Sample Forms

Statement of Fundraising Revenue and Expenses Form 5 Elections Act Section 253(1)(b)

Elections Act Section 253 (4) (a and b)

Due 120 days following event for EDA or registered party, Due 30 days following an event for a Candidate or March 31, whichever comes earlier (Please check one) ___________________________________________________________________________________________________________________ Filing Entity Official Agent for a Registered Party Official Agent for a Candidate ___________________________________________________________________________________________________________________

Name of Registered Party, Electoral District Association or Candidate hosting fundraising event ______________________________________________________________________________________________________ Description of fundraising event Date of fundraising event ___________________________________________________________________________________________________________________

Revenue and Net Calculation for Tax Receipt Description

Ticket Class No. Tickets (A) Ticket Price Each Cost per Ticket

(from below) Net Proceeds per Ticket

Total Attendees

Expenses Payee Name and Description of Purchase Amount

Total Cost (B)

C = Cost per ticket (A/B) # Tickets sold)

Please Attach Receipts for All Expenses

Please complete information on reverse side of form

Statement of Fundraising Revenue and Expenses Form 5 Elections Act Section 253(1)(b)

Elections Act Section 253 (4) (a and b)

Participants Last Name First Name

Address Postal Code Qty

Tickets Class Amount

Declaration I declare, to the best of my knowledge and belief, that the information contained in this Form is complete, true and correct and is in compliance with the Elections Act. __________________________________________________________________________________________________________________

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Name (please print) Date __________________________________________________________________________________________________________________

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Signed by the Official Agent __________________________________________________________________________________________________________________

_ Approved: Office of the Chief Electoral Officer __________________________________________________________________________________________________________________

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Declined (reason): __________________________________________________________________________________________________________________

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Date Signature of Chief Electoral Officer