New York City's Conflicts of Interest Board (COIB) currently administers and collects financial disclosure reports from thousands of elected officials, agency heads, managers, and other City employees. Before the current initiative, this was an entirely paper-based process. The Electronic Financial Disclosure application allows you to fill out your financial disclosure report online, save draft disclosure reports, and submit the final version of the report. As an added convenience, returning filers will have their filings pre-populated with the prior year's information to save time and energy.
The filing period dates are listed below. If you are also required to file a Department of Investigation (DOI) report, the same deadlines apply. Please note you will no longer be required to provide DOI with a copy of your COIB report. The forms needed for DOI will be included in the application for those users who need them. You should contact your agency liaison if you have any questions.
Security Overview Given the sensitive nature of information entered into the Electronic Financial Disclosure application, some users may be concerned about the security of their information.
The EFD System and its supporting infrastructure have gone through rigorous testing and security assessment to ensure the confidentiality of the information collected and processed by the system. A third-party security firm has reviewed the security implementation and has found the system has implemented adequate measures to ensure that only authorized COIB staff will have access to the confidential data.
No DoITT staff will have access to any confidential data.
Filers must also take responsibility to ensure that any computers they use to enter and submit their financial disclosure reports outside of the City's network are secure. Computers should be up to date with all patches for their operating system (e.g., Windows, MAC OS, Linux, etc.) and browser. Anti-virus software should be installed, up to date, and be run on a regular basis. Filers should also take measures to ensure unwanted "spyware" is not running on their computers.
The COIB and DoITT cannot support users in maintaining their own computers, operating systems, browsers, or anti-virus or anti-spyware software. There are reputable resources available on the Internet, however, that may provide some useful information and assistance. As a courtesy, here are two links to information that may be helpful:
User Packets New passwords are assigned for each filing period. The COIB will be distributing "user packets" to each agency's COIB liaison the week before the filing period for your agency. The Financial Disclosure liaison will notify you when the packets are available. You will be required to sign for your packet and to provide photo identification, to confirm your identity to the liaison distributing the packets.
The packets are created and sealed with security paper, and the distribution process between the COIB, each agency's Financial Disclosure liaisons, and the filers has been designed to protect the electronic filing accounts from falling into the hands of unauthorized persons.
The packet will contain a temporary password and instructions for changing the password. When first logging in, you will be prompted to change the temporary password to a permanent password that you will select, after which you will be able to log in to the EFD application and start the filing.
Delegate Accounts Filers can set up delegate accounts so that other individuals they choose can fill out forms in the EFD. The login ID for the delegate account will be the same as the filer's, but with a "d-" prefix. A filer will have only one delegate account, but can list multiple people who can use it. Individual users can then be added or deleted. If all helpers are deleted, so is the delegate account itself.
To create a delegate account, click on the "MANAGE DELEGATE ACCOUNTS" link on the "Introduction" screen that appears when you first log in. Enter the required information about the delegate and click "ADD DELEGATE." You will get a temporary password that you can give to the delegate. If the password is lost, you can simply regenerate the account and get a new temporary password. You can return to this page to add or delete delegates or edit their information.
NOTE:The Login ID and temporary password will only appear when the account is first created. If you leave the screen without writing down the ID and password, the delegate account will need to be recreated to get new login information.
While delegates can fill out the forms, only the actual filer can certify and submit the filing once it is complete.