State 4604 Form in PDF

What is the purpose of the State Form 4604?

The State Form 4604, titled "Candidate’s Statement of Organization and Designation of Principal Committee or Exploratory Committee," serves a dual purpose. Its primary use is for a candidate to officially organize and designate their principal committee as mandated by Indiana law (IC 3-9-1-3, IC 3-9-1-4, & IC 3-9-1-5). Additionally, the form allows individuals who are considering running for political office but have not yet made a final decision to establish an exploratory committee to receive and expend funds for exploring election opportunities.

How should State Form 4604 be filled out?

This form should be completed by typing or printing legibly in black ink. All requested information should be provided as accurately and fully as possible, including detailed committee information and candidate identification. If more space is needed than what is provided on the form, additional sheets should be attached. Any amendments to the form require indicating this at the beginning and updating the necessary sections.

What happens if there is a change in the information provided on State Form 4604?

Indiana law mandates that any changes to the information previously supplied on State Form 4604 must be reported to the appropriate authorities within 10 days of the change occurring. Failing to do so, or knowingly filing a fraudulent report, can lead to serious legal consequences, including felony or misdemeanor charges and possible civil penalties.

Is it necessary for the candidate to serve as the chairperson and treasurer of their committee?

While it is common for candidates to serve as both the chairperson and treasurer of their principal committees, it is not a stringent requirement. The form allows for the designation of different individuals to these roles. However, the chairperson cannot be the treasurer of any other campaign finance committee, with the exception for a candidate's committee. This ensures clarity and responsibility in campaign finance management.

Can exploratory committees pay salaries or reimbursements to the candidate?

Yes, exploratory committees have the provision to pay the candidate a salary or reimbursement for lost wages, so long as there's a valid contract in place that outlines these payments. This contract must be attached to the State Form 4604 upon submission. This allowance is in line with the Indiana Election Commission Advisory Opinion 2001-01, promoting transparency in committee expenditures.

What are the requirements for committees filing electronically with the Indiana Election Division?

Committees that are required to file campaign finance reports with the Indiana Election Division and prefer to file these reports electronically must reach out to the Election Division directly for more information. This process allows for a more streamlined and efficient filing experience, particularly relevant for statewide candidates for whom electronic filing is mandatory. Contact details and further instructions are provided within the form's instructions.

Filling out government forms can feel daunting, especially when it's the State 4604 form, also known as the Candidate’s Statement of Organization and Designation of Principal Committee or Exploratory Committee form. This critical document, used by candidates to organize their campaign committees in Indiana, requires careful attention. However, mistakes are common, and they can impede the efficiency and legality of a campaign. Here are eight common mistakes to watch out for:

1. Not Indicating Amendments: Sometimes, information changes after you’ve already submitted your form. If you’re amending a previously submitted form, it’s crucial to check "Yes" for question 1 and provide the file number. Skipping this step could create confusion or lead to processing delays.
2. Incorrect Committee Type Selection: Section A, question 3 requires specifying the type of committee being organized. A common error is not selecting the correct committee type or overlooking this field entirely. This decision affects how your campaign will be regulated, so accuracy is paramount.
3. Incomplete Candidate Information: Section A asks for detailed candidate information, including a mailing address and party affiliation. Failing to fill in all applicable boxes as fully and accurately as possible can cause issues with your campaign’s legal standing and communication.
4. Using Abbreviations in the Committee Name: When filling out Section B pertaining to committee information, a common pitfall is using abbreviations in the name of the committee. This form requires the full, legal name of your committee, not abbreviations, which might lead to misunderstandings or misidentification.
5. Neglecting to Update Committee Information: Changes in committee information, such as a new address or new chairperson, must be accurately reflected on the form. Check the corresponding boxes if there are updates to ensure all records are current and compliant with state regulations.
6. Omission of Banks or Depositories: Section B, question 29, is often overlooked. Listing all banks or other places where the committee deposits funds is a requirement that, if missed, can lead to financial reporting issues or even legal complications.
7. Forgetting to Attach Salary and Reimbursement Contracts: If your committee intends to pay the candidate a salary or reimburse for lost wages, a copy of the contract outlining these arrangements must be attached. Failing to include this documentation can raise questions about the legality of the salary payments.
8. Improper Treasurer Appointment: The treasurer plays a vital role in a campaign's financial integrity. A common mistake is appointing someone as treasurer who is already a treasurer of another campaign finance committee or not updating treasurer information when changes occur. This oversight can conflict with campaign finance regulations.

To ensure your campaign's compliance and avoid unnecessary delays, pay close attention to each section of the form. Double-check your entries and updates for accuracy. Remember, the responsibility of a well-managed campaign starts with correctly handling the foundational documents such as the State Form 4604.

Filing State Form 4604 is a crucial step for candidates organizing their campaign finances. However, this is just the beginning of the paperwork journey in managing a campaign's financial health and legal responsibilities. Ensuring compliance involves multiple forms and documents, each serving its unique purpose in the broader context of campaign finance management.

• Bank Account Information Form: Candidates are required to open a separate campaign bank account to avoid commingling personal and campaign funds. This form provides the bank with all necessary information to set up the account, including the names of authorized signatories.
• Statement of Economic Interests (Form 700): This form discloses a candidate's financial interests, helping to identify and prevent conflicts of interest in public office. Details such as investments, income sources, and business positions held must be reported.
• Declaration of Candidacy: A formal statement filed with the local or state election authority, declaring an individual’s intention to run for a specific public office. This document is essential for getting a candidate's name on the ballot.
• Campaign Finance Report: Regular reporting of all contributions received and expenditures made by the campaign is mandatory. These reports provide transparency regarding the sources of campaign funding and how funds are spent.
• Request for Information (RFI) forms: These are used by candidates to request voter or other public data from government agencies. Accessing this information can be crucial for campaign strategy and communication.

Together with the State 4604 form, these documents form the backbone of a legally compliant and transparent campaign finance operation. Navigating through them with careful attention to detail and deadlines ensures that a campaign not only meets legal requirements but also builds trust with voters through transparency. It's a journey that no candidate or campaign should take lightly, as each form contributes to the foundation of a fair and democratic electoral process.

The State 4604 form, which serves as a Candidate's Statement of Organization and Designation of Principal Committee or Exploratory Committee, shares similarities with several other documents used within the political campaign finance realm. Given its comprehensive nature in detailing candidate and committee information, it's beneficial to understand how it parallels and differs from other forms.

One document that resembles the State 4604 form is the Federal Election Commission (FEC) Form 1, also known as the "Statement of Organization". Both forms are instrumental in registering a committee, providing essential details such as the committee’s name, address, type (principal or exploratory), and the appointment of a treasurer. However, the FEC Form 1 is used for federal campaigns and committees, indicating its jurisdiction and applicability at a national level, unlike State 4604, which is specific to Indiana's state election regulations. Additionally, the FEC form requires information about the committee's bank accounts, similar to section 29 of the State 4604 form that mandates listing banks or other depositories.

Similarly, the State 4604 form can be compared to the "Campaign Finance Registration" (CFR) form used in various states. Like the State 4604, a CFR form typically includes sections for the candidate to declare their committee, appoint a treasurer and chairperson, and lay out the financial institution details for campaign funds. Both forms serve as an initial step for a candidate or committee to officially declare their intent and organize their financial management structure in accordance with election laws. The primary difference lies in the jurisdiction and specific state election laws and guidelines each form adheres to, highlighting the tailored requirements that candidates must follow on a state-by-state basis.

Another document closely related to the State 4604 form is an "Amendment to Statement of Organization" form that various states may use. This amendment form is necessary when any changes occur to the information originally submitted in forms like the State 4604, such as changes in the committee's address, treasurer, or chairperson. The need for such an amendment form underscores the dynamic nature of campaign organization, where modifications may happen throughout the election cycle. Although this is a distinct form, it is conceptually tied to the State 4604 as it provides a mechanism to update the campaign's organizational details, ensuring all information remains current and compliant with election commission requirements.

When dealing with the State 4604 form, a candidate's meticulous attention to detail is paramount in adhering to election laws and ensuring the accuracy of their campaign's legal documentation. Below are several guidelines intended to assist in the process of filling out the form correctly and effectively:

• Use Black Ink: Always adhere to the requirement of typing or printing legibly in black ink to ensure the document is clear and readable.
• Fill in All Applicable Sections Fully: Complete every section that applies to your specific situation without leaving blank spaces, to avoid any ambiguity or potential for misinterpretation.
• Check for Accuracy: Verify all information for correctness before submitting the form to avoid errors that could delay processing or lead to legal issues.
• Update Information Promptly: Remember to report any changes to the information provided on the form within 10 days of the change, as required by state law.
• Attach Required Documents: If your committee will pay the candidate a salary or reimbursement for lost wages, ensure a copy of the contract is attached as stipulated.
• Review Instructions Thoroughly: Carefully read the instructions on the reverse side of the form to understand all requirements and avoid common mistakes.

• Avoid Abbreviations in Committee Name: Do not use abbreviations for the name of the committee to ensure the name is recognized and understood by all who review the document.
• Do Not Leave Required Fields Blank: Ensure no applicable sections are left incomplete, as this could result in the rejection of the form.
• Refrain From Using Non-Black Ink: Do not use ink of other colors, as this might lead to legibility issues, causing unnecessary complications.
• Ignore Amending Procedures: Do not forget to follow proper procedures for amending information if necessary, including checking the "Is this an amendment?" box and providing the file number.
• Exclude Necessary Signatures: Ensure that neither the candidate’s nor the chairperson’s signature is missing where required, as both are necessary for the form’s validation.
• Disregard Deadlines: Never miss the state-mandated timeline for reporting changes or submitting this form, to avoid legal repercussions.

Adherence to these guidelines is crucial for maintaining the integrity of the electoral process and ensuring that candidates remain in compliance with all applicable regulations.

Understanding the State Form 4604, specifically tailored for Indiana, requires demystifying common misconceptions that have emerged about its purpose, usage, and requirements. The form serves as a crucial document for candidates organizing their election committees, yet misunderstandings persist.

• Misconception 1: The State Form 4604 is only for established candidates.

  This belief is incorrect. The form also caters to individuals exploring the possibility of seeking a political office through the establishment of an exploratory committee. The form is designed to be versatile, supporting both certain candidates and those still in the decision phase.

• Misconception 2: Electronic submission is an option for all candidates.

  While the form embraces modern filing approaches, electronic submission is specifically mandated for statewide candidates. Candidates for other offices should verify the accepted submission methods to ensure compliance with Indiana's regulations.

• Misconception 3: Any information on the form can be abbreviated for convenience.

  Contrary to this belief, the form requires full names and addresses without abbreviations. This requirement ensures clarity in the identification of committees and facilitates accurate communication.

• Misconception 4: Candidates can delay updating the form until the campaign's end.

  State law mandates that any changes in the information provided must be reported within 10 days of the change. Timely updates are crucial to maintain transparency and compliance with Indiana's Election Commission.

• Misconception 5: The form is only for declaring candidacy or organizational details.

  Besides the primary function of declaring candidacy and organizational details, the form plays a critical role in compliance, such as appointing a treasurer and ensuring the segregation of campaign funds from personal funds.

• Misconception 6: The form's certification is complete with the candidate's signature alone.

  This is not entirely accurate. While the candidate's signature is vital, the form requires both the candidate's and the chairperson's signatures to certify the statement, affirming its accuracy and completeness. If the candidate and the chairperson are the same individual, a single signature suffices.

Understanding these misconceptions is paramount for candidates and their committees to navigate the requirements successfully, ensuring compliance with the Indiana Election Commission's regulations. Proper completion and timely submission of the State Form 4604 play a critical role in the transparent, lawful conduct of political campaigns in Indiana.

When filling out the State 4604 form for candidate organization and committee designation in Indiana, it's crucial to follow the detailed guidelines provided to ensure accuracy and compliance with state regulations.

• Check if Amendment: At the outset, indicate whether the submission is an initial form or an amendment. Amendments require an existing file number to be entered.
• Committee Type: Clearly distinguish between the formation of a Candidate's Principal Committee and an Exploratory Committee. This choice impacts the specificity required in subsequent sections.
• Legible Information: All information should be typed or printed in black ink, ensuring the form is readable and all details are accurate and clear.
• Comprehensive Candidate and Committee Details: Provide complete information for both candidate and committee sections, including names, addresses, and contact details, to facilitate communication and official correspondence.
• Bank and Depository Information: List all financial institutions associated with the committee, as segregating campaign funds from personal funds is mandated by law.
• Exploratory Committee Purpose: When forming an exploratory committee, briefly state its objective, emphasizing the exploration of electoral opportunities.
• Salaries and Reimbursements: If the committee compensates the candidate, attach a copy of the contract to comply with advisory opinions and regulations.
• Appointment of Treasurer: Designate a treasurer, a role distinct from the chairperson, unless the candidate holds both positions. Ensure the treasurer is a U.S. citizen and not serving as treasurer for another committee.
• Certification of Statement: The form requires signatures from both the chairperson and the candidate, certifying the completeness and accuracy of the information provided. If the candidate is also the chairperson, a single signature suffices.

Filing this form electronically is mandatory for statewide candidates, highlighting the importance of accessing current technology and understanding electronic submission processes.

Understanding and adhering to these key points ensures not only compliance with Indiana's campaign finance law but also the integrity of the campaign's financial management and organizational structure. Remember, any changes to previously submitted information must be reported within 10 days, and failure to file a complete and accurate report can result in legal penalties.