Email a Friend Translate Page Text Size: Sm Med Lg
NYC Conflicts of Interest Board

Electronic Financial Disclosure
Filling out the Filing Forms


Table of Contents
What is Required / Optional
Additional Forms in 2014
Form Status
Navigating Through the Forms
Session Timeouts
Saving Answers to the Forms
Generating Drafts
Notes Fields
Confidential and Public Information
Getting Additional Information / Help on the Forms
Submitting Incomplete or Unknown Answers
Multiple Answers on a Page
Securities
Privacy Requests
Form Certification and Submission
Termination Filings
Accessing Your Filing and Receipt
Changing Answers Once the Filing is Submitted

What is Required / Optional

Left Navigation ScreenshotClicking the "BEGIN" button on the "Introduction" screen will take you to the "General Information / Filer Information" screen. On the left side of this screen is the Required Forms menu. All forms appearing in this left navigation area, except for "Privacy Requests," are required and need to be completed prior to the final submission to the COIB. All fields in these forms are required unless otherwise noted by the words "if any" or "optional." Comments fields are only required if noted. The "Notes" field is not required and is for your use only.
NOTE: Not all navigation bars for reports will appear this detailed. This is provided by way of example.

The number of forms appearing in the Required Forms navigation bar on the left of the screen may change depending on the answers provided in the profile. In addition, the sections for E091 and DOE will only appear for those filers who need to file with the Departments of Investigation and/or Education, respectively.

For example, if you answer "YES" to the question about having unemancipated children on the "Filer Information" form, an additional form called "List of Children" will appear in the Required Forms navigation bar. Or, if you say you own more than 50% of the stock of a particular company on the "Securities Held" page, other forms will ask for additional information. All required forms will automatically appear in the navigation bar.

Those who filed last year will see their previous answers in notes next to the answer fields on the form. If the answers entered this year are different, a pop-up will appear notifying the filer of the discrepancy. If answers are changed, the old information will no longer be saved. If you responded "YES" to a question last year that did not apply to you and were unsure of how to delete the form, please go back to the profile and change your answer to "NO." The filer must complete the profile before the pre-populated forms will appear on the Required Forms navigation bar. If the filer has a spouse or domestic partner, the filer must complete the spouse/domestic partner profile before the pre-populated forms will appear on the Required Forms navigation bar. The filer should not use the "Comment" field to indicate that a form does not apply.

[back to top]


Additional Forms in 2014

There are new questions on this year's report. As a result of a change in the Annual Disclosure Law, you are now required to report relatives in City service, agreements for future payments, and gifts from donors with and without City business. Last year's answers to these questions will not appear on report. You will now also report future payments, gifts, investments in a business, securities, and real property for an unemancipated child.

[back to top]


Form Status

The circle next to a particular form in the Required Forms navigation bar indicates that form's status. If the circle is filled in completely, the form is completed. If it is not filled in, the form is missing the required information. A partially filled circle indicates a partially completed form.

If the "Show Rollover Menus" box above the navigation bar is checked, then pop-up menus will appear when you roll over different forms in the bar. These pop-up menus will show specific parts of the form and their states of completion with separate circles for each part.

Rollover Menu Screenshot


When forms are pre-populated for returning filers, all forms will have partially-filled completion circles. Once the "NO CHANGE" and "Save" buttons are pressed for a form, that form's circle will change to fully complete. If any edits, changes, or deletions are made, the status will change to whatever is appropriate based on the new status of the answers.

 

[back to top]


Navigating Through the Forms

There are several ways to navigate amongst the forms. You can click on a particular form in the Required Forms navigation bar on the left to go directly to that form. You can also click the "PREV" and "NEXT" buttons to page through the forms in the order they appear in the navigation area.

Previous and Next Buttons Screenshot

NOTE: Always click SAVE to ensure that the information is saved.

You can also navigate to forms and specific parts of those forms by clicking on the form name or the part of the form in the rollover menus that appear over the Required Forms navigation bar. In order to see the rollovers, the "Show Rollover Menus" box above the navigation bar must be checked. You should always wait until you see a pop-up message indicating the information entered has been saved before navigating to another form.

 

[back to top]


Session Timeouts

User sessions time out after 20 minutes of inactivity. You will receive a warning thirteen minutes before the session times out. If your session times out, you will lose any unsaved info.

A pop-up box will appear warning you of an impending end of session after 13 minutes of inactivity. The box will include a timer ticking down five minutes to the end of session. You can click "CONTINUE" in the warning to extend the time left in the session, or let it run out.

[back to top]


Saving Answers to the Forms

All forms have a "SAVE" button located at the bottom of the page, which will save the information for a given form. The "SAVE" button must be clicked before exiting the application, to ensure that data is not lost. The following message will appear at the top of the entry when information is successfully saved.

This page has been saved


For those forms that allow for multiple answers, clicking "SAVE" or "SAVE ALL" after putting in each individual entry will save all of the entries on the page.

If you try to navigate away from the page after inputting information but without saving, you will see an error message. Always remember to save before leaving a page.

Changes on this page have not been saved

 

[back to top]


Generating Drafts
At any point, you can generate a draft version of your report. Simply click "DRAFT" in the upper right corner of any form. This will open an Adobe PDF document of your filing with all of the information you've entered up until that moment. You will be prompted to enter your password to access the PDF. For additional security, after printing your report, retrieve it from the printer. DO NOT save the draft to your computer or email it - doing so will compromise the security of your data.

[back to top]


Notes Fields

At the bottom of each form, you'll see a field in a gray area labeled "Notes." This area is for you to jot down any information that you might want concerning the form in question. You can use this to remind yourself of information you need to research from elsewhere, or certain changes that need to be made. Any information entered into the "Notes "area will appear on draft reports that are generated.

NOTE: This section is for your use only, and anything typed in here will not appear on the report when it is sent in to the COIB.

[back to top]


Confidential and Public Information

The financial disclosure includes a mix of confidential and public information.

Certain information in the report is deemed confidential and is not shared with members of the public who request the opportunity to view the financial disclosure report. All of the information about the filer's spouse / domestic partner, children, as well as the filer's home address, and telephone number falls within this category. Forms and sections of the report that collect confidential information are denoted with this flag:

All information on this page is private

Public information is that information which can be seen by members of the public who request the opportunity to review the financial disclosure report. This information is available to the entire population, including the media. Forms and sections that collect public information are denoted with this flag:

All information on this page is accessible to the public

On forms that collect both confidential and public information, confidential and non-confidential sections are separate and are denoted with similar flags.

All of the E091 forms are private, and all of the DOE forms are public.

[back to top]


Getting Additional Information / Help on the Forms

Most of the forms have additional instructions that are hidden by default. To view all of the available help for a form, click the "OPEN ALL HELP TEXT" button located at the top of the page. The "CLOSE ALL HELP TEXT" button closes all help for the form.

NOTE: If these buttons do not appear on a form, there is no additional help available for that particular item.

Click on the "HELP" button located next to a field for help on that specific field. The following example shows select help open and other help closed:

Help Available Screen Shot

Any terms with definitions are underlined – clicking on the underlined word will show/hide the expanded definition. For help with defining or understanding any term or element of the form that's not covered in the online help or in this guide, contact COIB at eFiling@coib.nyc.gov.

General help documentation is accessible by clicking the "HELP" button at the top right of each screen.

Help Icon


There are also online help videos accessible from the "Login" page of the EFD application.

 

[back to top]


Submitting Incomplete or Unknown Answers
The "Additional comments for this form, if any" box located at the bottom of every page allows filers to enter comments for every form or single entry (for multiple-answer forms).

Filers who do not have answers to specific questions on a form should use this box to explain why a particular field is left blank. For example, on the form reporting Real Estate holdings, if the filer doesn’t know the property acquisition date, he/she should leave that field blank and give an explanation in the "Comments" box. The "Comments" box should not be used to indicate that a form does not apply to you. If the form does not apply to you, please go back to the profile and change your answer to "NO" for that question.

The EFD application will not allow your filing to be submitted unless any incomplete answers in your filing have an explanation included in the "Comments" box.

[back to top]


Multiple Answers on a Page

Many of the forms in the EFD application allow for multiple answers. For these forms, a table on the form will show the submitted answers. If an answer is only partially complete, a partially filled-in circle will appear to the left of the entry. A filled-in circle indicates a complete answer.

Multiple Answers Screen Shot

To add a new entry, press the "ADD ENTRY" button. To view or edit a particular answer, click on the "EDIT" button next to that answer and the details will show up in the fields on the form. Pressing the "HIDE" button will then hide these details. Make any necessary changes and press "SAVE ALL." This will save any edits you've made to any entry on the page. You can also use the "EXPAND ALL" and "COLLAPSE ALL" buttons at the top of the table to show or hide details for all of the entries at once.

To delete a particular entry, check off the "MARK FOR DELETION" box next to that entry. Any entry marked for deletion will be deleted the next time the page is saved.

 

[back to top]


Securities
 If you own securities with a spouse, you should check the "Jointly Held" box on the securities form. If you report jointly held stocks in the filer's "Securities" form, you should not report these securities again in the "Securities" form for your spouse.

For your convenience, you can upload information about multiple securities at the same time. On the "Securities Held" form, there is a link that says "Edit Securities List & Settings."

Securities Page

Clicking this link will open a text box where you can list the names of all the securities you have. Separate them with semi-colons.

Bulk Securities Entry

Once you list them all and click the "Save" button underneath, each security will be added to your list as if you had added them individually.

Bulk Securities Entry

To save time, you can also click the box that says "Set default attributes" and enter information there that will then be applied to all of the securities you just listed.

Bulk Securities Information
You can individually change this information later, if needed. Click the "EDIT" button next to any security and it will show the attributes for that security. Make any necessary changes and then click the "SAVE ALL" button.

 
 

[back to top]


Privacy Requests

Filers can request that information in the publicly available portions of the report be kept confidential by completing the "Privacy Request" form.

The "Privacy Request" form contains a drop-down box that lists all of the forms that are available to the public. If the form is not listed in the drop-down list, it means that the information in that form is not available to the public in any case.

Privacy requests are specific to each form; filers cannot make one privacy request that covers the entire report.

Ordinarily, privacy requests will be granted by the COIB in those cases where the filer can show that releasing the information would constitute an unwarranted invasion of his or her privacy, or, that it would constitute a risk to the safety or security of any person.

[back to top]


Form Certification and Submission
Once all the sections are complete, you must certify that the information contained in the form is true, complete, and correct prior to signing and filing the report.

Navigate to the "Finalize & Submit" page. After reading the statement at the top of the page, click "REVIEW FILING" and a draft PDF version of your filing will appear in a new window. (You will be prompted to enter your password to access the PDF.) Make any necessary corrections to the draft by closing this new window and navigating to the form in question using the Required Forms navigation bar to the left. Once you're done, fill out the required information and click "ELECTRONICALLY SIGN & FILE" to submit your filing.

NOTE: By clicking the "ELECTRONICALLY SIGN & FILE" button, you are representing that:
  • you are the filer;
  • you have not shared your password with anyone;
  • you have personally reviewed all of the information contained in the report;
  • the information in the report is true, complete and correct; and
  • you have read the COIB's two-page ethics guide within the past two weeks.
After filing your financial disclosure (FD) report with the COIB, a page will appear that will allow you to view and/or download printable versions of your completed filing and your receipt. It is recommended that you print a copy of the filing. You must print the receipt, sign it, and hand it in to your COIB liaison.

[back to top]


Termination Filings
If you are leaving City service and this is your final report, this report will cover calendar year 2013 through your last active day of City service in 2014. If you are leaving City service after May 23, 2014, you will be required to file a separate report covering the portion of calendar year 2014 in which you were an active City employee. If you are leaving City service, you have the option of either returning your signed receipt to your agency liaison or directly to the COIB. Please note that if this is your final report, you cannot receive a certification of compliance until your signed receipt is received by COIB.

[back to top]


Accessing Your Filing and Receipt

Once you have filed your report with the COIB, the report and your receipt will be available on the EFD application until the next year’s filing period commences.

To access your filing and receipt, simply navigate back to the EFD application at  https://efd.nycnet/efd, and enter your EIN and password. The same page that appeared after you filed your report will allow you to download and view your filing and receipt.

The PDFs of your filing and receipt are now password protected, to ensure that any files that might inadvertently be left on your machine are still protected. You need to enter the password you used to log in to open the PDF files.

[back to top]


Changing Answers Once the Filing is Submitted
Once the filing is submitted, contact the COIB directly at 212-442-1429 or eFiling@coib.nyc.gov if you need to amend your report. COIB will generate an amendment packet for you. You will be required to come to COIB in person to sign for and obtain your amendment packet.

[back to top]