Step 3 of 6 · Plan your budget
Campaign finance reports explained
Finance reports tell the public where your campaign money came from and where it went. They are less complicated than they look, as long as you know your deadlines and keep good records.
A campaign finance report is a public record of the money your campaign took in and spent during a set period. Voters use them to see who supports you. Reporters and opponents read them too. For you, they are a regular checkpoint that keeps your campaign honest and organized.
The forms can look intimidating the first time. But if you've kept your records up to date, filing a report mostly means copying numbers from your ledger into the right boxes before the deadline.
Who sets the rules for your race
Local candidates follow state law, and sometimes county or city rules on top of it. Federal rules from the FEC apply to races for Congress and president, not to county council or school board.
In most states, one of these agencies runs campaign finance for local races:
- A state ethics commission
- The secretary of state or state election board
- Your county election office or city clerk, acting as the local filing office
Find out which one handles your race before you raise or spend a dollar. Ask your election office when you file to run, and look for a candidate guide on the agency's website. Those guides are usually written for beginners and are the best source for your exact rules.
When reporting starts
Many states start the reporting clock at a dollar threshold, at the moment you appoint a treasurer or at the moment you file to run. Two examples show how different this can be.
In South Carolina, the State Ethics Commission says an initial report is due when a candidate raises or spends a total of $500. That total includes personal funds, loans to the campaign and the filing fee.
In Texas, the Texas Ethics Commission says a campaign treasurer appointment must be on file before you accept a contribution or make or authorize a campaign expenditure, including spending your own money.
For contrast, a federal candidate becomes a candidate under FEC rules after raising or spending more than $5,000. Local thresholds can be much lower, so don't assume a federal number applies to you.
Common types of reports
Names differ, but most states use some mix of these:
| Report | What it does |
|---|---|
| Initial or first report | Starts your reporting once you cross a threshold or register |
| Regular periodic reports | Cover set calendar periods, such as each quarter or each half-year |
| Pre-election reports | Show activity shortly before an election so voters can see it in time |
| Post-election reports | Cover the final stretch and the days after the vote |
| Final or termination report | Closes the campaign once the money is gone and debts are paid |
Here's how the two example states lay out their schedules.
South Carolina example
According to the State Ethics Commission, quarterly reports are due April 10, July 10, October 10 and January 10, and must keep being filed once you've started, even with no activity. A pre-election report is due no later than 15 days before each election and cannot be filed earlier than 20 days before. It is required whether or not you had any financial activity. A final report is filed only after the campaign account is closed with a zero balance and no outstanding debts.
Texas example
The Texas Ethics Commission's local filer guide says semiannual reports are generally due January 15 and July 15, even with no activity. An opposed candidate must also file reports 30 days and 8 days before the election, unless they chose modified reporting and stayed under its limits.
Your state may look nothing like either one. Put every one of your dates into the election calendar builder as soon as you learn them.
What goes on a report
Most reports ask for the same basic pieces:
- Cash on hand at the start of the period
- Each contribution, with the donor's name, address, date and amount (some states only itemize gifts above a set amount)
- In-kind contributions, with a description and value
- Loans, including money you lent your own campaign
- Each expense, with who was paid, the date, the amount and the purpose
- Any unpaid debts
- Cash on hand at the end of the period
Your ending balance should match your bank statement for that date. If it doesn't, find out why before you file. That's where your weekly recordkeeping habit pays off.
Filing without stress
- Create your login for the filing system early, before you need it.
- Watch any training video or user guide the agency offers.
- A week before each deadline, close out your ledger for the period and reconcile it to the bank.
- Enter the report a few days early, then review it with fresh eyes.
- Submit it and save the confirmation with your records.
Treat deadlines as firm. South Carolina's 2026 candidate newsletter warns that each missed filing carries a penalty of up to $5,000, payable from personal funds. Other states have their own penalties.
Fixing mistakes
Everyone makes an error eventually: a typo in an address, a missed check, a wrong date. Ask your filing office how to submit an amended report. When you find a mistake, correct it promptly and keep a note of what you changed and why. Fixing errors yourself is far better than having someone else point them out.
If you aren't sure how to report something, call the agency. Staff at ethics commissions and election offices answer these questions every day, and asking before you file is always better than guessing.
After the election
Reporting doesn't end on Election Day. You'll usually keep filing until the campaign is closed out, which means paying bills, deciding what to do with leftover money under your state's rules and filing a final report. Our guide to closing out after Election Day walks through it, and compliance deadlines to track helps you list every date along the way.
Common questions
Do I have to file a report if I didn't raise or spend anything?
Often, yes. Some states require certain reports even with no activity. South Carolina, for example, requires a pre-election report from candidates whether or not they had financial activity.
Where do local candidates file finance reports?
It depends on the state. Some use a statewide online system run by the ethics commission. Others have local candidates file with the county or city clerk. Your election office can tell you which applies to your race.
What happens if I file late?
Late or missed reports can bring fines, and some states make candidates pay them personally. South Carolina warns of penalties of up to $5,000 for each missed filing.
When can I stop filing reports?
Usually only after you file a final report closing out the campaign. In many states that means the account must be at zero with no debts left.
Sources
- South Carolina State Ethics Commission: Campaigns
- South Carolina State Ethics Commission: 2026 Candidate Newsletter
- Texas Ethics Commission: Campaign Finance Guide for Candidates and Officeholders Who File with Local Filing Authorities
- Federal Election Commission: Registering as a candidate
Rules change. Always confirm with your own state and local election offices.