D.C. Mun. Regs. r. 3-4214

Current through Register Vol. 71, No. 23, June 7, 2024

Rule 3-4214 - RECORDKEEPING

4214.1

To ensure financial accountability, this chapter governs the recordkeeping procedures for the following:

(a) Candidates seeking certification;

(b) Certified participating candidates;

(c) Fair Elections Committees.

4214.2

Each person who is required to file records under § 4214.1 shall obtain and preserve, from the date of registration, detailed records of all contributions and expenditures disclosed in reports and statements filed with the Director, including the following:

(a) Check stubs;

(b) Bank statements;

(c) Canceled checks;

(d) Contributor cards and copies of donor checks;

(e) Credit card contributions, including merchant statements

(f) Deposit slips;

(g) Invoices;

(h) Receipts;

(i) Contracts;

(j) Subcontracts;

(k) Payroll records;

(l) Lease agreements;

(m) Petty cash journals, if applicable;

(n) Ledgers;

(o) Vouchers; and

(p) Loan documents including the source of the funds.

4214.3

All filers shall maintain the records required under § 4214.2 for a period of three (3) years from the date of the filing of the final Report of Receipts and Expenditures (R&E Report) under § 4212.

4214.4

The Director shall have access to:

(a) All books, records, accounts, reports, surveys, and other documentation deemed necessary by the Director for the administration and enforcement of this title; and

(b) All books, accounts, records, reports, surveys, and any other evidence or documentation within the custody of any organization, including subcontractors, agency, board, commission, department, or any instrumentality of the District of Columbia government, pertaining to the activities of any filer.

4214.5

All records, under this chapter, shall be made available for review and audit no later than fifteen (15) days after receipt of a written request by the Director, or thirty (30) days after receipt in the case of a full audit.

D.C. Mun. Regs. r. 3-4214

Final Rulemaking published at 66 DCR 6632 (5/31/2019); amended by Final Rulemaking published at 66 DCR 013373 (10/11/2019)