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Name or Email corrections – If a filer’s name and/or email is incorrect, provide the updated information in the appropriate columns A to C.
New title with Same Job Duties – This case applies when a filer’s position name has changed and their new position is not titled correctly in the COI code, but the filer is performing the same job duties as in their previous position. In this case, pick the filer’s original position name in Column E, then note the new position name in Column H.
Position name not in COI code – If a filer’s position name is not in the dropdown menu options and the previous scenario does not apply, pick this correction and move on to the next filer. Filers with Positions not appearing in the COI code will not be imported into the e-filing system until after those positions are added in the code during the next biennial code review.
Other corrections – Provide a brief note of the correction if none of the above applies. Some example of other corrections may be filer has left the position/department, or if you do not recognize the filer.
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Adding missing filers
The lists list of designated filers per for a department are is obtained from the People & Pay system, which may not be up to date. If you need to add missing filers from your roster, add them in the extra rows provided under the existing list of identified filers. You must fill out columns A to E for each new filer added. If the missing filers are not added to this list, they will need to be manually entered into the e-filing system once that system is live.
FAQs
What is the source of the list of filers in the spreadsheet?
On August 5, 2019, DHR sent a directive to all departmental personnel officers that DHR would now require departments to flag positions that are designated Form 700 filers in the People and Pay system. Existing positions were required to be flagged no later than August 23, 2019. Employees in flagged positions will appear in the spreadsheet provided to departments. Employees that are required to file Form 700 that are in positions that were not flagged in People & Pay will need to be added to the spreadsheet.
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What if a filer’s title in the code needs to be corrected?
You should only provide a title correction if the filer performs the same duties as the title specified in the code under that new title. See instructions above for New title with Same Job Duties.
What if a filer’s position is not in the dropdown options in Column E?
Employees with positions that are not specified in the COI code are not required to e-file until their positions are added to the Code. A Biennial Code Review process is required under state law every two years and will take place next in 2022. Departments should plan to update their Codes accordingly through that process, which will follow the April 2022 Annual Form 700 Filing process. See instructions above for Position name not in COI code.
What if a filer is in an acting position?
If a filer is in an acting position, pick the position title in the COI code that matches the title of the permanent position.
What if my department has multiple Filing Officers? Who should complete this worksheet for my department?
The individual with primary responsibility for your department’s day to day Filing Officer duties should complete and return this worksheet to the Ethics Commission. While a department may have multiple individuals handling their department’s internal review of a subset or division of filers, the Netfile import process must group Form 700 filers by their department codes, so the information provided to Ethics should reflect a single consolidated set of departmental data. For departments with sub-departments as identified in the COI code, the Ethics Commission will accept partially completed worksheets from each sub-department.
What do I do if my list does not have any employees?
If you receive a spreadsheet with no pre-filled filers, you belong to one of the departments with no identified employees within the People & Pay system, but has designated positions as outlined in the Conflict of Interest code. Please provide the full list of filers in your record along with their position names by following the “Adding Missing Filers” instructions above.
What do I do if a filer needs to be added after the spreadsheet is finalized?
Completing this spreadsheet is a one-time opportunity for departments to import current designated filers into Netfile’s database. After the import is finalized, filing officers will have to add the new filers directly on Netfile when the Form 700 system is live. Further instructions for adding filers to Netfile will be provided to filing officers after the initial import is complete.
What is the purpose of the information in columns I to P?
Those columns appear for reference only and will not be imported into the e-filing system. They are shown only to potentially help you identify filers. You are not required to update those columns or fill them out for added filers.
What do I do if I need assistance with completing the spreadsheet for my department?
Use the link below to open a support ticket. Ethics Commission staff will reach out to you to assist you with this process.