Electronic Filing Step-by-Step
Step 1 - Is Your Computer Compatible?
Your computer must be connected to the Internet and have a browser that can handle our high security program. Internet Explorer versions 5 and up, and Firefox, are the most trouble-free. We know that Opera, Safari and Netscape frequently cannot handle some parts of the program. Other browsers may also be unable to handle all parts of the program. Your browser must support 128-bit encryption and should have the most recent security patches installed.
Step 2 - Get Your User ID and Password
Gather your User ID and password. You cannot e-file without them. Your User ID is five letters and six numbers in the address area of a letter that we send to filers in April. It is located immediately above your name, on the left. Your password is an eight-digit number in a letter we send shortly after sending the User ID letter.
Step 3 - Go Onto the Internet
With your User ID and password at hand, turn on your computer, load your browser and go to the Commission web site. The address is http://www.nyintegrity.org. On our web page, click on the blue button that says, "Electronic Financial Disclosure." You will be taken to the e-file program.
Step 4 - Enter User ID and Password
The e-file program will ask you to enter your User ID and password. Enter them just as given. In your user ID, the first five characters are the letters DEDOS and the next six are numbers.
Step 5 - Change Password
The first time you use the program, you will have to change your password. Select a new password of exactly eight numbers and/or letters. It can be a word. It is not case-sensitive, that is, "A" is treated the same as "a". Then follow the instructions as they appear on the screen. Write down your new password.
The security question is used by the Forgotten Password feature. You are asked to write a hint or reminder to help you recall your new password. When you use the Forgotten Password feature, you will be sent an e-mail with the hint or reminder that you enter here. For example your hint could be “cat" if you are using your pet's name as your password.
When you complete your log-in, the password we sent is replaced by the new one you wrote, so discard our password letter when you see the welcome screen with your name on it.
Step 6 - Welcome Screen
After changing your password, you will see the Welcome screen. At the top, under the words “New York State Commission on Public Integrity,” you will find the program's Upper Navigation Area. A welcome message appears below a line, in a separate frame. Donotuse your browser's "back" or "forward" button with this program. Use the buttons in the Upper Navigation Area.
The Upper Navigation Area has two rows of buttons, as follows:
TOP ROW
"Welcome Screen" will bring you back to the Welcome screen.
"Start FDS Form" will load your form.
"View FDS Form" displays what a printout will look like and is used to make a printout.
"Finish FDS Form" is used to finish the form.
"Filing Instructions" opens a second browser which shows the instructions for answering the questions.
BOTTOM ROW
"Change Address" is used to change your postal and e-mail addresses. Name changes must be submitted by your agency.
"Extension Form" is used to apply for an extension of time to file your form. Although there are two types of extension, only the Undue Hardship extension can be handled electronically. That is because the IRS extension requires you to submit a partial disclosure statement and the e-file program will only process complete disclosure statements.
"Exemption/Deletion Request Form" allows you to print a form to submit to the Executive Director, to delete certain information from public inspection.
"Exemption Form" may be used to print a form to apply for an exemption from reporting certain information.
"Program Help" opens another browser with our on-line help section.
In the upper right corner, you will find a "Log Off" button . Use this when you are leaving an unfinished form.
To work on your form, click on "Click Here to Continue" at the bottom of the welcome screen.
Step 7 - Filling in Your Data
The data entry page has these areas, called "frames," from top to bottom
1. The Upper Navigation Area discussed in Step 6 above.
2. A Work Area with the question you are working on and spaces for the answers. See "Work Area" below.
3. The Lower Navigation Area. This has from two to four buttons and a row of question numbers. See " Lower Navigation Area" below.
4. A fourth Instructions Frame can be opened to show instructions for whatever question shows in the Work Area. This is turned on and off by using the "View Instructions" or " Hide Instructions" button in the Lower Navigation Area.
The Work Area
Each item being reported must be confined to a single line. For example, if you are reporting one real estate item, do not use the second and third lines on the form for the street address or the city address. The item checker will read this entry as multiple entries, since it ran onto more than one line. Continue to type inside the column even though you can no longer see the printed entry. When you print out your form, all of the information will appear.
The Lower Navigation Area
You should use these navigation tools instead of your browser’s “Back” or “Forward” buttons. From left to right, the buttons are:
"Add Inputs" (sometimes "Add Children"). Use this when you need more lines than are provided. Click it to get spaces to add additional children or investments.
"Previous" takes you back to the previous question.
"Next" takes you to the next question. On the last question, this is replaced by a "Finish FDS Form" button.
"View Instructions" (or "Hide Instructions"). This is the last button in the Lower Navigation Area. It turns the instructions on or off as you wish. The instructions are the same as in the printed instruction book but they are context-sensitive. The instructions for question 4 will appear when you have question 4 on your screen and use this button.
Below the buttons is a row of numbers. These are links to the questions. Clicking on any number will take you to the corresponding question. When a question is answered, its button changes color. Use this and the "Next" and "Previous" buttons to go through your form and answer all the questions.
Step 8 - Finishing Your Form
When you press the “Finish FDS Form” button, the program checks your form for completeness. If any answers are incomplete, a page is displayed telling you what question is incomplete. Clicking the question number takes you back to that question. After you answer it, click "Finish FDS Form" again or go to another question. Remember, each item being reported must be confined to a single line. If you are reporting one real estate item and use the second and third lines on the form for the street address and then the city address, the item checker will see that the second and third lines are incomplete.
Step 9 - Confirm Your Addresses
When the form is complete, you are asked to confirm your address and e-mail address. Here, you may change the address to which your e-mail receipt is sent. After confirming your name and address, click on "SUBMIT" at the bottom of the screen. The e-mail confirming receipt of your form will be sent. Sometimes e-mail delivery can take up to a day. If you do not receive a confirmation e-mail in 24 hours, call the Commission and ask if your electronic form was received.
Step 9 - Print a Copy for Yourself
At any time, you can print your form on your printer. To print:
1. Click on “View FDS Form” in the Upper Navigation Area.
2. When your form is displayed, right click anywhere on the form. While this does not appear to do anything, it makes that part of the page active for printing in the event it is not already active.
3. Use your browser’s “File” button (upper left). On the drop-down “File” menu, choose “Print.” Select your printer, number of pages, etc., and click OK. (Some browsers may use slightly different terminology.)
Some Final Notes
E-filing is closed and not available from January 1 until about April 1 each year. When it comes back on you will need a new password to use it. Electronic forms that are incomplete on December 31 cannot be retrieved.