What is MERTS Plus?
MERTS Plus stands for the Michigan Electronic Reporting and Tracking System. MERTS Plus is software developed specifically to allow state level candidate, gubernatorial, political, independent, political party and ballot question committees to enter all receipt and expenditure data directly into a computer and then to submit Campaign Statements electronically via the Internet or by disk.
Starting in 2004, the Michigan Campaign Finance Act (Section 18(15) - MCL 169.218) requires state level committees that spend or receive $20,000.00 or more to file all campaign statements electronically via the Internet or disk.
How does MERTS Plus work?
Once the committee has successfully loaded the software to it's computer, a unique file (also referred to as a data set) is created for each committee. Under no circumstances would more than one committee file ever be created for any single committee. Users may work with any number of committees on a single computer, as each committee must have a unique file.
When the committee file has been created, the user may enter names and addresses of contributors, committees, vendors and other persons into a Names Window database. Once entered, the information will never need to be entered again. The name information may be instantly recalled whenever a receipt or expenditure transaction is keyed into the committee file. A separate report record for each campaign statement to be filed is created within the software. While working within the campaign statement, receipts and expenditures are entered into a series of entry screens. Receipts, expenditures, loans and cumulatives are all tracked by the software.
Once complete, the user follows a simple upload procedure to submit the report over the Internet or by diskette. A validation report automatically checks for common errors or omissions such as missing address information or excess contributions. When filing the statement over the Internet, the user will receive confirmation that it has been successfully submitted, or in the event of any difficulty, a notice to contact the Help line.
Must I use MERTS Plus?
No. While electronic filing is mandatory for committees that spend or receive $20,000.00 or more. Starting in 2004, the Michigan Campaign Finance Act (Section 18(15) - MCL 169.218) requires state level committees meeting this threshold to file all campaign statements electronically.
Committees may opt to use MERTS Plus, or may contract with an approved system, which allows reports to be filed electronically in Michigan. Committees that currently utilize their own in house software product and wish to produce files to be submitted directly may request a copy of the file layout from the Michigan Department of State's, Bureau of Elections. It is important to note that any program offered by an outside vendor, or created in house by a committee using the file layout, must be approved by the Bureau prior to it's use by a committee for electronic filing. Committees are strongly advised to plan for sufficient lead time prior to an alternative program's first use.
Vendors wishing to obtain approval from the Michigan Department of State's Bureau of Elections for any software products must allow 90 days for completion of certified use.
Who may use MERTS Plus?
MERTS Plus is made available free of charge to all state level committees that file with the Secretary of State:
- Candidate Committees
- Gubernatorial Committees
- Political and Independent Committees (PACs)
- Caucus Committees (State Representative or State Senate Caucus Committees)
- County, Congressional District and State Central Political Party Committees
- Ballot Question Committees
MERTS Plus is NOT available for local committees. A local committee is a committee that files with a county clerk and does not file with the Michigan Department of State's, Bureau of Elections.
How does one obtain MERTS Plus software and training?
Committees registered with the Bureau of Election may sign up online to attend a training session in Lansing or may opt to access training online. The training is approximately 2 hours. Committees may view the schedule of future training sessions without registering for the software.
Once a committee has successfully completed the training the committee will download the software from the MERTS Plus web site.
If an individual attends training for a specific committee or committee type, will the individual be allowed to register more committees without attending additional training?
Yes. For example, if an individual has attended a MERTS Plus training for a candidate committee and later wishes to keep records for a different candidate committee or a different committee type, the individual would not be required to attend additional training sessions. Please contact the Bureau of Election for additional information.
Can I work with more than one committee on my computer?
It is acceptable to contain several committee files on one computer. Please note these files should be clearly identified to prevent confusion with other files (i.e. SmithStateRep, JonesStateSenate). A separate password for uploading reports will be required for each committee.
Please note: This does not pertain for Gubernatorial Committees.
What type of computer system is required to use MERTS Plus?
In order to successfully load and use the MERTS Plus software, the following system is required:
- IBM compatible PC with a Pentium 4 processor (or AMD equivalent)
- Internet connection
- Windows XP, Vista
- Internet Explorer 7.0 browser
- Windows Media Player 9.0 or higher for Training videos
- Any standard e-mail program (HTML enabled)
MERTS Plus is designed for a PC only and will not function on an Apple based/Mac computer.
Is there any security provided for data transmitted over the Internet using MERTS Plus?
Yes. Committees use a secure password to ensure that only authorized persons are able to submit campaign statements on behalf of the committee over the Internet. When the data is being transmitted over the Internet, an encryption process provides for the security of the data.
Can I view campaign statements submitted using MERTS Plus software?
Yes. Once a campaign statement has been electronically submitted to the Secretary of State, Bureau of Elections, the statement may be online. The statement can be viewed within moments of receipt by the Secretary of State, Bureau of Elections web site.
What types of statements may be submitted using MERTS Plus software?
MERTS Plus may be used to submit the following types of statements:
- Annual Statements
- Pre and Post Election Statements
- Pre and Post Convention Statements
- Qualification or Non Qualification Statements (Ballot Questions)
- Triannual Statements (Political and Independent Committees)
- Quarterly Campaign Statements (Caucus Committees)
- Dissolution Statements
- Amendments to any of the statements indicated above.
What types of documents cannot be submitted using MERTS Plus?
MERTS Plus cannot be used to submit:
Are my reports saved under different files?
No. All reports are kept within one committee file.
If a duplicate file is created for a committee using the software, may two or more files be combined?
No. Only one file is to be created for each committee using the MERTS Plus software. The software cannot function properly with two files for the same committee. The name and address and transaction import and export feature could be used to transfer some data from a duplicate committee. The import and export of transaction is limited to certain types of receipts and expenditures.
Must committees required to file electronically resubmit past campaign statements filed on paper?
No. Some data may need to be entered in order to arrive at the correct starting balance and cumulative totals for the first statement to be filed electronically. Resubmission of past reports will not be required. All other future campaign statements (and amendments to those statements) received from committees meeting the mandatory filing requirement must be submitted electronically.
If a committee begins using MERTS Plus, may the committee ever submit campaign statements on paper?
The system is not designed to accept campaign statements on paper after the committee has filed electronically.
Will committees, required to file electronically, be assessed late filing fees if campaign statements are filed on paper?
Yes. A committee that is required under the Campaign Finance Act to submit reports electronically will be assessed a late filing fee if a report is not submitted electronically by the filing deadline.
How does the Secretary of State define when a campaign statement has been filed electronically?
A campaign statement has been electronically filed if it is filed over the Internet through the available port using the TCP/IP method of uploading into the specified filing server or, if loaded onto a disk and submitted to the Secretary of State, Bureau of Elections in Lansing. The file must originate from either the MERTS Plus software or a software product that has been pre approved by the Bureau of Elections. Campaign statements submitted, via a file from Excel or Word, E-mail, fax, or paper copies printed from MERTS Plus are not considered filed electronically.
Does MERTS Plus allow data to be imported?
Yes. Names and addresses, as well as certain types of receipt and expenditure transactions, may be imported. Please refer to the MERTS Import Pack for instructions.
Does MERTS Plus allow data created with the software to be exported?
Yes. Names and addresses, as well as certain types of receipt and expenditure transactions, may be exported. Please refer to the MERTS Import Pack for instructions.
Does MERTS Plus allow for the one time entry of names and addresses of contributors and others into a database for recall whenever needed for future transactions?
Yes. Names and addresses (and for individuals, occupation and employer information) are entered one time into the names window entry form. Each time a record for an individual, vendor, committee or other type of entity is needed for a receipt or expenditure transaction, the user selects the name from the dropdown. Name information may be modified to reflect a change such as a new street address.
Does MERTS Plus allow the user to sort data by various factors such as date or amount?
Yes. Name records, or receipts and expenditure records may be sorted by a variety of different fields such as name, date, zip code and other fields.
Does MERTS Plus identify errors in the campaign statement?
Yes. The software identifies common errors by use of the Validation Report. This report provides a warning for common errors such as missing address information and excess contributions. This allows the user to make corrections prior to filing the statement.
If a candidate dissolves one committee, will that affect any other committees of the same person?
What type of back up is provided in the case of lost data due to power surges, theft of computers or disk failures?
Committees are strongly urged to use the back-up feature within the software to create a back-up disk that will preserve the committee's data in the event of these types of situations. The creation of a back up disk (with frequent updates) is the best guarantee against an unfortunate loss of data.
It is also recommended that the back-up disk be kept in a fire proof container away from the location of the committee computer.
Who should the committee contact if there are questions, problems or concerns?
Questions Concerning MERTS Plus software:
MERTS Plus Technical Support
Telephone (703) 749-4642
E-mail: mertstechsupport@nicusa.com
MERTS Plus Web site: www.mertsplus.com
Questions Concerning the Campaign Finance Act The Michigan Department of State, Bureau of Elections may be contacted for assistance with questions concerning the Michigan Campaign Finance Act:
Michigan Bureau of Elections
Telephone: (517) 373-2540
E-mail: disclosure@michigan.gov
Web site: www.michigan.gov/sos
For U.S. Mail:
Post Office Box 20126
Lansing, Michigan 48901-0726
For overnight delivery services, or to visit our office:
430 W. Allegan Street,
Richard H. Austin Building – 1st Floor
Lansing, Michigan 48918-1700
Password FAQ
Michigan Campaign Finance Electronic Filing Password Assignment Online: Frequently Asked Questions (FAQ’s)
How many active passwords can each committee have?
Each committee can have one active password. The most recently issued password is the active password. To avoid confusion, committee members should share the password with other members that may be filing for the committee.
How often can the committee change its password?
A committee can request a new password once per day. A confirmation postcard will be sent to the committee at the committee mailing address. The password will not appear on the postcard.
How is the password changed?
The password is changed one of two ways: 1) the committee accesses and completes the password application or 2) a committee member completes the on line training quiz.
Why do I have to enter my email address twice?
Entering your email address twice provides for a more accurate email. Since this is the way you will receive you password, it is imperative that the address you provide is accurate.
Why did the email with my password take so long to arrive?
Emails are sent from the Bureau of Elections almost instantaneously once you have completed the on-line training or completed the application process. Just like other emails, it must be routed to you and any issues that it may encounter when being transmitted applies. You may wish to contact your provider to see if there are any issues that can be addressed with receiving timely emails.
Does the Treasurer’s Name have to be an exact match to what is on file with the Bureau of Elections?
Yes, the Treasurer’s Name entered into the application must be an exact match to what is entered in the Bureau of Elections System. There are no special characters such as apostrophes entered into the Bureau of Elections system. If after several attempts to enter the treasurer’s name, you are still not able to complete the process, please contact the Bureau of Elections at 517-373-2540.
Why didn’t my email get delivered to the address I specified?
There are a number of reasons that you may not have received our email. Emails are sent from the Bureau of Elections almost instantaneously once you have completed the on-line training or completed the application process. Just like other emails, it must be routed to you and any issues that it may encounter when being transmitted applies.
- ) As a service to you, some email providers block emails. You may wish to contact your provider to see if there are any issues that can be addressed with receiving timely emails from this application.
- ) Some emails are sent to your Spam folder by your Spam software. It is a good practice to check your Spam folder when emails do not arrive.
- ) Some emails are not delivered, as they have not been addressed correctly. It is important to double-check your email address to make sure it was entered correctly.
Is the same password used for filing Campaign Statements and other reports like Late Contribution Reports?
Yes. The same application is used to issue passwords for filing Campaign Statements via MERTS Plus or some other vendor approved software and the e-IDR program used to file reports like the Late Contribution Reports.
Why is a postcard sent after I request a new password online?
The postcard is sent to provide you with an added level of security. If you have recently been issued a new password, the postcard can be ignored. However, if you believe that someone other than a member of the committee changed the password, please contact the Bureau of Elections immediately at 517-373-2540.
Who do I contact if I am having trouble with the online password application?
If you are not able to complete the password application, contact the MERTS Plus Helpdesk at mertstechsupport@nicusa.com or 703-749-4642.
