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Note: This tutorial describes how to use the online Lobbyist Disclosure Statement application to modify and submit disclosure statements online.

Getting Started:

You will need your PIN (Personal Identification Number) in order to add, view, modify, delete, print, email, or submit a disclosure statement.

If you have already registered, but you have not received your PIN or you have misplaced it, please call the lobbyist specialist at (804) 786-2441 or by email lobbyist@governor.virginia.gov

Once you have your PIN, you can create or modify disclosure statements by using the online Lobbyist Disclosure Statement application. You'll need to enter your last name, PIN, and the year of the disclosure statement you're adding or editing.

(Note: You must have registered for the current year to enter disclosure data online.)

Viewing the List of Your Disclosure Statements:

This page will list the Principals that you are registered to lobby for in a drop down box. You can choose one of your principals to add a new disclosure statement for that principal.

The top box shows disclosures you've started, but haven't submitted. You can edit, delete, or submit a disclosure by choosing it from the drop-down list, then hitting the "Modify" or "Delete" button.

The middle box shows principals for whom you have not started a disclosure statement. You can start a disclosure statement for a principal by choosing that principal in the drop-down list then hitting the "Add New" button.

(Note: If you are filing an Incorporated Filing and you are the primary filer, please select the "Individual filing financial information" checkbox.

The bottom box shows disclosures you have completed. You can review a completed disclosure by choosing it from the drop-down list, then hitting the "View" button.

Filling out the Form:

At any time, you can click on the "Online Help" link for more information on the type of data to be entered in the Disclosure Statement.

Some fields will already be filled in with data from your Registration Form. If there are changes to your address or phone number please e-mail them to the lobbyist specialist at lobbyist@governor.virginia.gov and the data will be changed in both the Registration Form and Lobbyist Disclosure databases.

Most of the form's text fields limit the number of characters you may enter, so it will be helpful to use as concise a description as possible. Character limits include spaces as well as characters.

Dates should be entered in the form: mm/dd/yy (with mm being the month, dd being the day, and yy being the year. Example: 07/01/07).

Part I:

  •  *   This data has been filled in from the Registration Form data you have previously filed. If you have changes to the preformatted data, go ahead and fill in the rest of the form and then e-mail the lobbyist specialist any changes you have to this data at lobbyist@governor.virginia.gov. The data will be changed for you on the Disclosure and Registration Form.

  • (4) If you selected the Incorporated Filing checkbox on the Logon page, this field is filled in with your name.

  • (5) These checkboxes are selected for you as you fill in the schedules. You will not be able to select these fields.

  • (6) Enter the dollar amount in the available boxes. You need not worry about accidently leaving the zero in front of the number you enter, as the form will remove it. Other areas in the Expenditure Total will be entered by the form, based on information you enter elsewhere. You will also have an opportunity to go back and edit your information before submitting it to the Secretary of the Commonwealth.
    Do not fill in the TOTAL field. Your expenditures will be totaled here automatically.

Part II:

  • (1) Your name and address information have been filled in for you from the registration form you filed.

  • (2) You can only choose one option for question number 2. If you picked "Employed" or "Retained", you will have to answer the questions concerning payment or other compensation.

  • (5a-5b) Please remember to fill this in if you were compensated as a lobbyist. This information will be automatically filled in for you in question 6f in Part I.

Part III:

  • (2) This answer will be transferred to question 6f in Part I.

  •  *   Clicking on the "Save changes and proceed to Schedule" button will move you to the next step of the Disclosure Statement process. It does not submit the form data. Form data will be submitted to the Office of the Secretary of the Commonwealth later, after you have had a chance to review your information.

  •  *   The next page (Schedule Menu) will allow you to begin filling in Schedules or return to the Main Page and complete the form later. If you have no schedules to complete, please click the "Proceed to Signature Page" button on the Schedule Menu page.

Schedule A:

You may add as many Schedule A's as you need. The relevant data entered in your Schedule A will be transferred to Part I, item 6a.

Note: Remember to list the names of Legislative and Executive officials attending the event only if the average value for each person attending the event was greater than $50.

The "Save this Schedule" button will save your Schedule.

To modify an existing Schedule, choose the open folder icon beside it, modify the contents, then hit the "Save changes to this Schedule" button.

To delete an existing Schedule, choose the open folder icon beside it, then hit the "Delete" button.

Schedule B:

You may add as many Schedule B's as you need. The total amount will appear in Part I, item 6b.

For multiple recipients of the same gift, type the first full name, then hit the "Enter" key, type the next name, hit "Enter", etc.

The "Save this Schedule" button will save your Schedule.

To modify an existing Schedule, choose the open folder icon beside it, modify the contents, then hit the "Save changes to this Schedule" button.

To delete an existing Schedule, choose the open folder icon beside it, then hit the "Delete" button.

Schedule C:

This is for information not covered in Part I items 6a-6h. The total will carry over to Part I, item 6i. You may add as many Schedule C's as you need.

The "Save this Schedule" button will save your Schedule.

To modify an existing Schedule, choose the open folder icon beside it, modify the contents, then hit the "Save changes to this Schedule" button.

To delete an existing Schedule, choose the open folder icon beside it, then hit the "Delete" button.

Modifying or Deleting the Form

When you have finished filling in your Schedules and clicked on the "Proceed to Signature Form" button you will be able to review your Disclosure. You can review your Schedules by clicking the "View Schedule Detail" button.

If you want to modify your Disclsoure statement (or any of its Schedules), click the "Return to the Main Menu" link, choose the Disclosure from the top drop-down list, and hit the "Modify" button.

If you want to delete your Disclosure (and start over later), click the "Return to the Main Menu" link, choose the Disclosure from the top drop-down list, and hit the "Delete" button.

Submit and Sign Signature Page

If you're ready to electronically submit your completed statement, be sure to click the "Submit Disclosure" button. This action indicates that the form has been completed and electronically submitted to the Secretary of the Commonwealth. If you do NOT click the "Submit Disclosure" button, then your statement has NOT been submitted, and as such, has not been received in the Office of the Secretary of the Commonwealth.

REMEMBER: The form is not officially completed until the Disclosure Statement AND signatures have been received in the Office of the Secretary of the Commonwealth.

Sign the completed form, obtain the signature of the Principal, and then mail or fax your signature page to the Secretary of the Commonwealth.

Mailing address: Office of the Secretary of the Commonwealth
Attn: Lobbyist Specialist
P.O. Box 2454
Richmond, Virginia 23218-2454
Physical address: Office of the Secretary of the Commonwealth
Attn: Lobbyist Specialist
1111 E. Broad St., 4th Floor
Richmond, Virginia 23219

You may also fax your completed statement to: (804) 371-0017

Printing a Copy of the Form

There are two options if you want to print a copy of your completed Disclosure Statement:

  • For an "unofficial" version you may print a copy at any time using your browser. If you are using Microsoft Internet Explorer, go to menu option "File" then chose "Print". In Netscape Navigator, the process is the same (choose "File" then "Print"). This will print the current web page.

  • In order to print a copy of your completed Disclosure Statement, as it will appear once it has been sent to the Secretary of the Commonwealth, go to the "View Disclosure" page and choose "File" then "Print". This action will print Part I, II, and III. To print all of the schedule data, click the "View Schedule Detail" button, then choose "File" then "Print".

Frequently Asked Questions

Q. How do I move from field to field in the form? (a "field" is the area that you enter information in an online form)

A. There are two ways to move your cursor from field to field. One is by using your mouse and clicking inside the field you want. The other is to use the "Tab" button on your keyboard and tab from field to field progressively.

Q. What do I do if I make a mistake?

A. You can edit your data right before submitting the entire form at the end of the process. You may also modify data by overtyping the original text up until the time the form is submitted.

Q. If my signature page is received AFTER the July 1 deadline, will my disclosure be considered late?

A. Yes. Your disclosure statement AND signature page have to be filed with the Office of the Secretary of the Commonwealth prior to the end of business July 1. If July 1 falls on a weekend, then a postmark of July 1 or before will be accepted as filed on-time.

Q: How do I send a copy of my Disclosure Statement to the Principal for review prior to submitting it to the Secretary of the Commonwealth?

A. Web pages can be saved by clicking "File" then "Save As" and save the page as a "Web Page, HTML Only" under whatever name and folder you would like. Next, attach the saved file to an e-mail using your normal e-mail program, and the recipient will receive a web page copy of your Disclosure Statement.

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