Department of Records - City of Philadelphia


March 26 2009 - Attention Campaign Finance Filers

Who must file: SIXTH TUESDAY PRE-PRIMARY or PRE-ELECTION REPORTS are required to be filed only by candidates for statewide office, their authorized candidate committees, and any political committee or lobbyist that has made an expenditure to influence the election of a statewide candidate. In 2009, statewide offices appearing on the ballot include the following:






Political committees/lobbyists that have not made an expenditure to influence the election of a candidate for the statewide offices listed above do not need to file the Sixth Tuesday Pre-Primary/Election report.


Filing deadline: Cycle 1 Reports are to be complete as of Monday, March 30th, 2009. The deadline for filing Cycle 1 Reports is the close of business on Tuesday, April 7th, 2009.


Smart Client:  Campaign finance management and filing software called Campaign Finance Smart Client is available free of charge from the Philadelphia Records Department. The software is intended to allow campaign finance administrators to maintain contribution and expenses databases easily during the periods leading to filing deadlines and then file their required campaign finance records quickly and efficiently. The software can be downloaded here.


The Smart Client software contains many features to support campaign finance filing, such as the ability to maintain records from cycle to cycle and print reports for filing with the City Commissioners office. Samples of Smart Client features:

  • Maintain records from cycle to cycle and year to year
  • Easily file Campaign Finance Statements and Reports
  • Print reports required by City Commissioners' office
  • Electronically validate Filer ID
  • Print transaction Report
  • Produce 24-Hour Contribution/Expenditure and Independent Expenditure Reports
  • Print Affidavit

Other supported filing methods: Philadelphia law requires electronic filing of campaign finance records. Philadelphia accepts submission of campaign finance reports using the following methods:

  1. Smart Client filing software;
  2. submission of text files via the Philadelphia Campaign Finance filing website;
  3. submission of individually-entered records via the Campaign Finance filing website;
  4. submission of text files on CD delivered to the Campaign Finance customer service filing headquarters (see below) or Department of Records main office in Room 156, City Hall;

Campaign finance customer service headquarters: For Cycle 1, the temporary filing headquarters will again be available for the convenience of Philadelphia filers. The filing headquarters will be located in the Marriott Residence Inn, One East Penn Square (corner of Market and Juniper, across the street from City Hall). The room will be identified on the hotel's information board, labeled "Philadelphia Campaign Finance Filing Center" and easily-accessible from the lobby.


Filers wishing to enter their records using city computers or needing assistance with any method of electronic filing are urged to come to the filing headquarters during filing week.
The filing headquarters will be open and customer service staff available from Wednesday, April 1st, through Friday, April 3rd, and from Monday, April 6th, through Tuesday, April 7th, from 9 AM until 6 PM each day. Computer workstations will be available for those filers wishing to input campaign finance records onsite.


For additional information:
For information about Pennsylvania's campaign finance filing legal requirements, please contact the Campaign Finance Division at (717) 787-5280 or via e-mail at, or visit their website.


For questions about Philadelphia's campaign finance laws and reporting requirements, please refer to the Philadelphia Board of Ethics website or call (215) 686-9450.


For information about acceptable electronic filing methods and procedures for Philadelphia, please call the Records Department at (215) 686-2225 or email  Check the Philadelphia Records Department's Campaign Finance website regularly for updates.