Instructions for Public Corporations Filing Online
Instructions for Public Corporation User ID Requests
If you have registered as a Public Corporation using paper forms at any time since 2003, the Commission has already created a User Profile from the Public Corporation name that was listed on your previous registration. Please scroll through the lobbyist name list first to see if this name is listed. If your name is listed, select this name and continue completing this form to receive your User ID and Password. Otherwise, use the following directions to get your User ID Request.
If you will be filing online for the first time, it will be necessary for you to apply for a User ID and Password before you can file your Public Corporation Registration and Bimonthly Reports online.
Public Corporation:
Public Corporation means a municipal corporation, including counties, cities, towns, villages and school districts, district corporations and public benefit corporations as those terms are further defined in Section 66 of the General Construction Law.
Please Note: You must report the full legal name of the Public Corporation. Do not use abbreviations or acronyms.
If there is already information for the Public Corporation in the Commission's current database, you may be able to retrieve this data by clicking on "Retrieve info." If data populates the remaining fields on this form, you must review and, if necessary, make corrections to the data. If no data appears, you must complete the fields as required.
Responsible Person:
The User ID and Password will be issued to the person responsible for filing the Public Corporation Registration and Bimonthly Reports.
After you have completed and submitted this form, you will be directed to print and sign an application form that must be NOTARIZED and mailed to the Commission before you will receive your ID and Password.
Your User ID and Password will be sent to the e-mail provided on your application. Please be sure your e-mail is correct before you hit the submit button.
PLEASE NOTE: Keep your User ID and Password in a safe place. Do not reveal your Password to anyone, including Commission Staff. Commission Staff do not have knowledge of, or access to your Password. If you forget your Password, the person listed as the responsible party on your affidavit must send a signed written request to our office before a Password will be resent.
If any of the information that you have provided to obtain the User ID and Password changes, you must inform the Commission of these changes by updating your Public Corporation profile through the "View/Manage the Public Corporation Profile" section of the Public Corporation menu.
Instructions for Public Corporation Profile Update Form
You must use this form to update the profile information you provided for your User ID request. Upon approval, these changes will automatically be applied to any future registration/bimonthly reports you will file.
- An explanation of all changes must be noted in the comment box.
- Changes made to the Public Corporation name will be subject to Commission approval and may need additional documentation.
- Changes made to the responsible person name will require that a new electronic filing authorization form/application be printed and signed by the new person and submitted to the Commission office prior to approval. This form must also be NOTARIZED. Upon Commission approval the old User ID/Password will be denied access and a new User ID/Password will be sent to the e-mail listed on the Profile Update form.
Instructions for On-Line Public Corporation Registration
NEW: Beginning with 2005-2006, all Public Corporation registrations are to be filed on a biennial basis (i.e., one registration covers the years 2005-2006). Registrations filed late for 2002, 2003 and 2004 will still only cover a one-year period.
If a Public Corporation has employed or designated an officer, director, trustee or employee, thereof, to lobby on behalf of the Public Corporation by December 15, the Statement of Registration must be filed by January 1.
If a Public Corporation has employed or designated an officer, director, trustee or employee, thereof, to lobby on behalf of the Public Corporation on a date after December 15, the Statement of Registration must be filed within 15 days of such date. However, if the Public Corporation actually incurs or expends combined compensation and expenses exceeding $2,000, the Statement of Registration must be filed within 10 days of such date.
Public Corporation Information:
If any of the Public Corporation information changes, you must make changes to the Public Corporation Profile through the"View/Manage the Public Corporation Profile" section of the Public Corporation menu.
In-House Lobbyist Information:
You must list any employed or designated individuals who will be lobbying during the year on behalf of the Public Corporation regardless of whether individually they will meet the $2,000 threshold. Retained Lobbyists should only be listed in your bimonthly reports since they are required to file their own registrations.
Subject, Person Lobbied, Bill Number, Procurement Contract, Executive Order and Tribal-State Compact fields:
In order to expedite data entry of large numbers of data items in these fields, you may choose to copy and paste data from another document into these fields. (See copy and paste directions at the bottom of these Public Corporation Instructions.)
Contract/Authorization:
The Lobbying Act requires that a copy of a signed, written lobbying agreement be submitted with the registration. Such agreement must specify what period of the year for annual registrations, or biennial period, for biennial registrations, is covered and must disclose the terms and dollar amount of compensation.
If there is no written lobbying agreement, as is often the case with employed lobbyists, a written authorization for each lobbyist, signed by the chief administrative officer of the Public Corporation, can be substituted and must be submitted along with a written summary of the oral agreement. The terms and amounts of the compensation or salary must be disclosed. Authorizations, which are not signed by the Chief Administrative Officer, will not be accepted.
Please note: Unsigned authorizations will not be accepted and will not extend the due date for submission.
On-line Public Corporations have the option of either mailing in a copy of the signed authorization(s) or uploading a scanned copy of the signed authorization(s) to attach to the filing. Mailed-in authorizations must have the registration confirmation number written on the top page. Authorizations can be uploaded during the completion of the registration or through the Manage Contract/Authorization Files section of the Public Corporation menu.
Declaration:
If the individual responsible for filing the registration and reports on behalf of the Public Corporation has changed, you must inform the Commission prior to submitting your filing by updating the Public Corporation Profile through the ;View/Manage the Public Corporation Profile; section of the Public Corporation menu.
Registration Fee:
No registration fee is required for any Public Corporation.
Miscellaneous:
Your registration application will not be approved until the Commission receives your Contract/Authorization.
To facilitate processing and approval time, please write your registration confirmation number on your Contract/Authorization (if not uploading) and mail promptly to the Commission at: New York State Commission on Public Integrity, 540 Broadway, Albany, New York 12207.
Instructions for Manage Contract/Authorization Files
This menu can be used to upload signed lobbying authorizations that have been scanned into your computer as a file. It is suggested, that when scanning, you name the file using the following extension: .gif.
If you will be submitting more than one authorization, it is suggested that you use this menu first to upload all of your authorizations. Then, as you complete your registration on-line, you can select and assign from the previously uploaded and unassigned authorization files.
Instructions for Public Corporation On-Line Registration Amendment Form
IMPORTANT INFORMATION FOR 2005-2006 REGISTRATIONS: Prior to 2006, all 2005-2006 Registrations were only required to be filed for non-procurement lobbying activities. Effective in January 2006, the type of lobbying activity has been extended to include procurement lobbying. Consequently, all Public Corporations registered prior to 2006 need to review and if necessary amend their Registration to show the type of lobbying in effect for 2006: Nonprocurement, Procurement or Both. Similarly, three new fields have been added for 2006 for identifying procurement contracts, executive orders and tribal state-compacts anticipated to be lobbied on. Public Corporations need to change the default from "Check if not known at this time" to "Add new field data" if known at this time. Finally, any contracts covering these new lobbying activities in 2006 must be attached to your Registration Amendment.
If any of the information contained in the registration changes during the year or biennial period, including the lobbying authorization, a Public Corporation Registration Amendment form must be completed and filed within 10 days of the change.
Please note: Pre-filled information from the Public Corporation User ID Request form that makes up the Public Corporation profile, (i.e. Public Corporation name, address and responsible person), can only be changed by going to the "View/Manage the Public Corporation Profile" page found in the Public Corporation menu.
Since changes to Type of Lobbying, Level of Government and Contract/Authorization fields require Commission approval, you must provide a detailed explanation of changes made to these fields in the Comments Box.
Contract/Authorizations:
If your authorization filed with your registration does not cover the second year of a biennial registration, you must file a registration amendment form and submit any amended contract or authorization within the 10 day period. You must mail or upload a copy of your signed authorization if the contract terms have changed. Your amended registration will not be approved until our office receives the amended authorization.
NO FEE IS REQUIRED WITH AN AMENDED PUBLIC CORPORATION REGISTRATION.
Instructions for On-line Public Corporation Registration Termination Form
If the Public Corporation is terminating all lobbying activity prior to the end of the biennial period (2005-2006 and beyond) or the calendar year (2004 and before) for which it is registered and does not anticipate retaining or employing lobbyists prior to the end of the registration period, you must complete the first section of this form within 30 days of such termination date. However, all required reports covering all lobbying activities up to the effective date of such termination must be filed by their statutory due dates.
The Terminate In-house Lobbyist section of this form must be completed within 30 days of the termination of any in-house lobbyists listed on the registration form.
The Terminate Retained Lobbyist section of this form must be completed within 30 days of the termination of any Contract/Authorization of a retained lobbyist for which you do not anticipate an extension of such Contract/Authorization. (Your retained lobbyists are also required to complete a similar form within 30 days.)
Instructions for On-Line Public Corporation Bimonthly Report Form
A bimonthly report must be filed for each bimonthly period covered by the registration and/or the contract/authorization with the Public Corporation's retained lobbyist, even if no compensation or expenses have been paid, incurred or received during that period.
NEW: Beginning in November 2004:
Bimonthly Reports may be submitted online even though you have not received approval from the Commission for your online registration.
There are six reporting periods:
January 1 - last day of February -- (Report is due
March 15)
March 1 - April 30 -- (Report is due May 15)
May 1 - June 30 -- (Report is due July 15)
July 1 - August 31 -- (Report is due September 15)
September 1 - October 31 -- (Report is due November 15)
November 1 - December 31 -- (Report is due January
15)
Public Corporation Information:
If you have any changes to make to the pre-filled Public Corporation information, you must go to the "View/Manage the Public Corporation Profile" in the Public Corporation menu.
In-House Lobbyist Information:
All In-House lobbyists listed in your Registration Form or amendments will automatically appear in this part of the bimonthly report. You should review this list and delete the names of any individuals who did not actually lobby during this period by clicking on the "remove" button beside their name. This will delete the name for this period only, not permanently. If any of these lobbyists are no longer lobbying for the Public Corporation, you can permanently remove their name from the Registration by going to the Public Corporation Registration Termination Form in the Public Corporation Registration Details Menu.
If after reviewing the list of in-house lobbyists, you need to add new in-house lobbyists, you may do so on this form. This will automatically update your registration for this Public Corporation.
Any compensation paid or owed to the lobbyist for the purpose of lobbying during the period must be reported here.
Retained Lobbyist Information:
Although Public Corporations are not required to report RETAINED LOBBYISTS on their registration, you are required to list the names, addresses, phone numbers and compensation paid to any retained lobbyist lobbying on the Public Corporation's behalf during the bimonthly period.
Compensation:
"Reportable Compensation" shall mean and include any salary, fee, gift, payment, benefit, loan, advance, or any other thing of value paid, owed, given, or promised to the lobbyist by the Public Corporation for lobbying. For reporting purposes, "Reportable Compensation" shall include any such compensation paid or owed to the lobbyist for the purpose of lobbying during that period.
In the case of salaried employees of the Public Corporation who are engaged in lobbying, the proportionate share of the salary of such employees attributable to lobbying activity shall be disclosed.
Expenses:
"Reportable Expenses" shall mean any expenditures expended, received or incurred for the purposes of lobbying by the Public Corporation's lobbyist or the Public Corporation itself, except with respect to those items and events specifically exempted from the definition of a gift. Reportable expenses include, but are not limited to the following: advertising, telephone, electronic advocacy, food, beverages, tickets, entertainment, parties, receptions or similar events, advocacy rallies, consultant services, expenses for non lobbying support staff, and courier services.
The following are not reportable Lobbying Expenses:
- Payments or expenses incurred by the lobbyist for their own sustenance, lodging and travel.
- Expenses directly incurred for the printing, reproduction and mailing of letters, memoranda, or other written communications, which do not exceed $500 in any calendar year. Once the $500 threshold is met, however, the entire cost must be reported.
- General office overhead (e.g., rent, heat, electricity).
- Contributions reportable pursuant to Article 14 of the Election Law.
- Ordinary membership dues paid to an organization that is registered to lobby.
An expense in excess of $75 must be fully identified and include the name of the person or entity to whom it was paid, as well as the purpose for which it was paid. If any portion of this expense is attributable to one individual in an amount in excess of $75, that individual's identity must be disclosed. Expenses below $75 may be reported in the aggregate.
In the case where it is not possible to determine exact dollar amounts (such as photocopying, phone bills, in-house printing and reproduction expenses), good faith estimates of such costs, based on generally accepted accounting procedures, may be used.
Subject, Person Lobbied, Bill Number, Procurement Contract, Executive Order, and Tribal-State Compact Field:
In order to expedite data entry of large numbers of data items in these fields, you may choose to copy and paste data from another document into any of these fields. (See copy and paste directions at the bottom of the Public Corporation Instructions.)
Record Keeping and Documentation of Expenses:
You must be able to document any expense of more than fifty dollars by a receipt or canceled check for a period of three years from the date of filing. It is important to note that the Commission conducts random audits of filings pursuant to the Lobbying Act. These audits may require the Public Corporation to produce books, records, papers, or memoranda relevant and material to the preparation of the selected filing.
Declaration:
If the individual responsible for filing the report has changed, you must inform the Commission prior to submitting your report by updating the Public Corporation Profile through the "View/Manage the Public Corporation Profile" section of the Public Corporation menu.
Instructions for On-Line Public Corporation Bimonthly Report Amendment
Use this form if any of the information that you provided in the bimonthly reports needs to be amended/changed after it has been submitted.
Since such changes will be reviewed and approved by the Commission, you must provide a detailed explanation of changes in the Comments Box.
Please Note: Pre-filled Public Corporation information can only be changed by going to the "View/Manage the Public Corporation Profile" section of the Public Corporation menu.
Miscellaneous Public Corporation Information
Lobbying Act Prohibitions
There are two prohibitions in the Lobbying Act:
The Lobbying Act prohibits retaining or employing any lobbyist and the acceptance of any such retainer or employment by any lobbyist where the compensation is contingent on the outcome of such lobbying activity. This is a Class A misdemeanor.
The Lobbying Act also prohibits a Public Corporation from offering or giving a gift with a value exceeding $75 to a Public Official. (Definitions of "gift" and "Public Official" can be found in the Statute.) A violation of this provision is a Class A misdemeanor for first time offenders and Class E felony for those previously convicted of same within the preceding five years. Further, such Public Corporation is subject to a civil penalty fine of up to $25,000.
Effective January 2006, the Lobbying Act prohibits a lobbyist from engaging in lobbying activities concerning a governmental procurement during the restricted period as defined in §1-c(m) of the Act by contacting any other person within the procuring agency who has not been designated to receive communication relative to the government procurement; or any person in a state agency, other than the state agency conducting the governmental procurement. A first-time violation of this provision may subject the lobbyist to a civil penalty of up to $10,000. Subsequent violations of this provision within four years of the initial violation may subject a lobbyist to a civil penalty fine of up to $25,000 and such lobbyist will be prohibited from engaging in lobbying for a period of four years.
Late Filings
First time filers will be charged a late filing fee of $10 per day for each day the required filing is late. All others will be charged a late filing fee of $25 per day for each day the required filing is late.
Penalties for Non-Filers
Failure to file a statement or report may subject the Public Corporation to a civil penalty fine of up to $25,000. In addition, a Public Corporation may be guilty of a Class A misdemeanor for a first time failure and a Class E felony for subsequent failures.
Retention Requirements for Filings
All biennial statements filed with the Commission must be retained by the Public Corporation for three biennial filing periods (six years). All annual registrations and reports must be kept for a period of three years.
Miscellaneous Filing Information
Copy and Paste Directions for Subject, Person Lobbied and Bill Number, Procurement Contract, Executive Order and Tribal-State Compact Fields:
Full Page:
- Open up document from which you would like to extract data.
- From the Menu at the top of the screen select Edit and then hit the Select All button. This will capture all the data on the document page.
- Select Edit Copy and this will copy all contents in the document.
- Minimize document and go to on-line application. Go to appropriate section on the form (Add New Subject, Add New Person or Add New Bill) and click to open this text box. Make sure the mouse cursor is in this section and select Edit Paste. All data that you just copied from the document is pasted in the exact same format into this form's text box.
Portion of Page:
If you only want to copy a certain portion of text on a page, do the following:
- Open Up documents from which you would like to extract data.
- Highlight with mouse only the portion of text that you want to copy.
- Select Edit Copy and this will copy all the text content that you highlighted.
- Minimize document and go to on-line application. Go to appropriate section on the form (Add New Subject, Add New Person or Add New Bill) and click to open this text box. Make sure the mouse cursor is in this section and select Edit Paste. All data that you just copied from the document is pasted in the exact same format into this form's text box.
Saving Your Forms To Work On Later:
Beginning in November 2004, you may choose to save your partially completed registration or report to finish at a later time rather than to submit immediately. It is important to note that a saved form cannot be counted as a submission for filing purposes or to meet filing deadlines. Nor can the Commission staff retrieve or submit a report you have chosen to save. Please be sure to review your saved form queue found on the Public Corporation Menu page on a regular basis to finish and submit all of your saved reports by their filing deadlines to avoid late fees or civil penalty fines.
Please Note: If you do not save your form and there is no activity for 30 minutes while logged on to this application, the application will automatically log you off and your data will be lost.