(1) An eligible elected official who establishes a constituent services account under Title 13, chapter 37, part 4, MCA, 13-37-240, MCA, and the rules in this chapter, must file quarterly reports with the commissioner's office after an account is opened. Reports must be filed on or before April 10, July 10, October 10, and January 10 in each calendar year until the account is closed as provided in ARM 44.11.711. A report must be filed even if no expenditures have been made during the reporting period. The reports must include all expenditures made and interest accrued through the end of the calendar quarter on which the quarterly report is due.
(2) Each report must contain, as a minimum, the following:
(a) the amount of money in the account at the beginning of the reporting period;
(b) the amount and rate of interest paid on money in the account during the reporting period pursuant to ARM 44.11.710;
(c) for each expenditure made during the reporting period:
(i) the full name, mailing address, occupation, and principal place of business (if any) of each person to whom expenditures were made; and
(ii) the amount, date, and general statement describing the constituent services that were the basis for each expenditure; and
(iii) the total amount of expenditures made to each person; and
(iv) the amount of money in the account at the end of the reporting period.
(3) Each report must be signed by the eligible elected official and verified as written by 13-37-231, MCA.
(4) An eligible elected official must maintain the following additional written documentation for each expenditure from a constituent services account:
(a) The basis for any fair market value determination to be made under the rules in this chapter.
(b) A written log or other documents identifying the date on which constituent services were provided, the street address and city at which the constituent services were provided, a statement describing the constituent services provided, and the full name and mailing address of at least one constituent on whose behalf the constituent services were provided.
(c) If the expenditure involves payments to a person other than the eligible elected official, a written receipt or invoice from the payee.
(d) If the expenditure involves reimbursement for travel, meal, or lodging expenses, it must be supported by receipts or other written documentation that satisfies applicable requirements of Title 2, chapter 18, part 5, MCA, and rules adopted by the Montana Department of Administration.
(e) If the expenditure involves costs incurred to communicate with constituents, it must be supported by receipts or other written documentation itemizing the basis for the communication expenditure.
(5) An eligible elected official may establish only one constituent services account and no secondary depositories or subaccounts may be established. An eligible elected official may only have one constituent services account open at a time, and while a campaign account is open no expenditures shall be made from the constituent services account established pursuant to 13-37-401 and 13-37-402, MCA.
(6) All records and reports that must be filed or maintained under the rules in this chapter must be retained by the eligible elected official for a period of four years after the constituent services account is closed.