VIRGINIA LOBBYING DISCLOSURE

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1 VIRGINIA LOBBYING DISCLOSURE These resources are current as of 11/07/14: We do our best to periodically update these resources and welcome any comments or questions regarding new developments in the law. Please us at This guide summarizes key aspects of laws and regulations governing lobbying on the state level. It is not intended to provide legal advice or to serve as a substitute for legal advice In some jurisdictions, city and/or county regulations may also apply to certain political activities. Check with the appropriate local jurisdiction before undertaking any activity. DEFINITIONS Lobbying: Lobbying is defined as influencing or attempting to influence executive or legislative action through oral or written communication with an executive or legislative official or solicitation of others to influence an executive or legislative official. VA. CODE. ANN o Executive Action means the proposal, drafting, development, consideration, amendment, adoption, approval, promulgation, issuance, modification, rejection, or postponement by an executive agency or official of legislation or executive orders issued by the Governor. Id. o Legislative Action means 1. preparation, research, drafting, introduction, consideration, modification, amendment, approval, passage, enactment, tabling, postponement, defeat or rejection of a bill resolution, amendment, motion, report, nomination, appointment or other matter by the General Assembly or a legislative official; 2. action by the General Assembly in approving, vetoing, or recommending amendments for a bill passed by the General 1

2 Assembly; or 3. Action by the General Assembly in overriding or sustaining a veto by the Governor, considering amendments recommended by the Governor, or considering, confirming, or rejecting an appointment of the Governor. Id. Types of Lobbyists: Lobbyist any individual who is employed or reimbursed for expenses, or who represents an organization, association or other group for the purpose of influencing or attempting to influence executive or legislative action through oral or written communication with an executive or legislative official. Id. at The Virginia Lobbyist Registration Act created exemptions from the lobbyist registration and reporting provisions including, but not limited to: o A person who receives $500 or less in compensation and reimbursements, excluding personal living and travel expenses that are not reimbursed from any other source, in a calendar year for his/her lobbying activities; o A person who receives no compensation or anything of value for lobbying and does not expend more than $500, excluding personal living and travel expenses that are not reimbursed from any other source, in lobbying in the calendar year; or o An employee of a business, other entity, or local government whose job duties do not regularly include influencing or attempting to influence legislative or executive action. Id. at (7)-(9). Other Actors: Principal a lobbyist s principal or principal is defined as the entity on whose behalf the lobbyist attempts to influence executive or legislative action. An organization whose employees conduct lobbying on its behalf is both a principal and an employer of the lobbyist. In the case of a coalition or association that employs or retains others to conduct lobbying activities on behalf of its membership, the principal is the coalition or association and not its individual members. Id. at Grassroots Lobbying: Grassroots lobbying is included in the general definition of lobbying. Preparation for grass roots lobbying does not trigger registration, it is the actual solicitation that triggers registration requirements. But once registered, preparation time for the solicitation must be reported as lobbying. 2

3 REGISTRATION Registration of Lobbyists: Timing: Lobbyists are required to register with the Secretary of the Commonwealth prior to engaging in lobbying activities. Lobbyists who engage in lobbying activities entirely outside of Richmond are required to register within fifteen days after first engaging in lobbying. VA. CODE. ANN Renewing Registration: Registration is required annually and expires May 1 st of each year. Id. Fee: A lobbyist is required to pay a $50 registration fee for each principal for whom he/she represents. Id. at Disclosures A lobbyist must disclose the following information: o Contact information; o Name and contact information of the person who will keep custody of the lobbyist s and principal s accounts and records required to comply with the statute, and the location and telephone number for the place where the accounts and records are kept; o The name and contact information of the principal; o The type of business of the lobbyist s principal; o For each principal, the name of the individual to whom the lobbyist reports; o For each principal, a statement regarding whether the lobbyist is employed or retained and whether exclusively for the purpose of lobbying; o The position held by the lobbyist if he is a part or full-time employee of the principal; o Name and contact information of each lobbyist employed by or representing the principal; and o Description of the lobbying subject matter. Id. at (A). A lobbyist must notify the Secretary of the Commonwealth within one week of any changes, modifications or additions to a lobbyist s status. Id. at (B). Registration of Principals: Principals are not required to register. 3

4 REPORTING Reporting by Lobbyists: Lobbyists are required to file a separate annual Lobbyist s Disclosure Statement for each principal for whom he/she lobbies by July 1 for the preceding 12-month period ending May 1. VA. CODE. ANN (A). Report Contents: The Lobbyist s Disclosure Statement provides information from both the individual lobbyist and the principal, including: o Principal s name and contact information; o Lobbyist s name and contact information; o Lobbyist s compensation and total amount paid to the lobbyist s organization by the principal; o List of lobbyists who are registered to represent the principal; o List of executive and legislative actions for which he/she lobbied and a description of activities conducted; o List entertainment, gift and other expenses; and o A statement of expenditure totals by categories (including office expenses, communications, personal living and travel expenses, compensation of lobbyists, honoraria, and registration costs). VA. CODE. ANN (C). A lobbyist is required to send to each legislative and executive official identified on the Lobbyist s Disclosure Statement as receiving entertainment expenses or gifts, a copy of the report or a summary of the information pertaining to the official. This must be provided by December 15 for the preceding 12-month period complete through November 30 th. Id. at (E). Reporting by Principals: A principal is required to sign an affidavit on the disclosure statement filed by the lobbyist attesting to the completeness and accuracy of the lobbyist s report. Id. at (C). In addition, each principal who expends more than $500 to employ or compensate multiple lobbyists is responsible for filing a consolidated lobbyist report in any case where the lobbyists are each exempt from registration and reporting requirements as set forth in Section (7) or (8) of the Lobbyist Registration Act. Id. at (B). 4

5 REGULATIONS Time Restrictions on Lobbying: There are no time restrictions on lobbying. Identification of Lobbyists: Lobbyists are not required to wear an identification badge; however, in light of security requirements one has been made available to permit easier access to the General Assembly Building. A lobbyist badge can be obtained from the Clerk s Office of the House of Delegates. Note that many states rules on gifts, travel and other benefits provided to public officials are extremely complex. The laws outlined below are only summaries of some of the more commonly encountered issues; organizations and lobbyists are advised to consult with legal counsel for a complete analysis of their proposed activities before giving gifts or other benefits to officials. Gifts: There are no restrictions on gifts. All gifts over $25 must be disclosed on the Lobbyist s Disclosure Statement. VA. CODE. ANN , (C). Entertainment: No limits on entertainment expenses, but must reported on the Lobbyist s Disclosure Statement. Travel: No limits on travel expenses, but must reported on the Lobbyist s Disclosure Statement. Campaign Contributions: Campaign contributions are explicitly exempt from the definition of a gift. Id. at Contingency Fees: Contingency fees are prohibited. Id. at Revolving Door: State officers and employees are prohibited from lobbying their former agency for 12 months following the end of their public service. Id. at ,

6 Activity Lobbying by Former Officials Limits on Lobbyists Gifts to Officials Regulated by State? Statutory Citation (Y/N)* Yes VA. CODE. ANN and No limits, must report gifts VA. CODE. ANN valued over $25. Hospitality Provided to Officials Trips Organized by Lobbyists No limits, must report expenditures. No limits, must report expenditures. VA. CODE. ANN VA. CODE. ANN CONTACT INFORMATION FOR STATE AND LOCAL AGENCIES Office of the Secretary of the Commonwealth 1111 East Broad Street, 4th Floor Richmond, VA Phone: (804) Fax: (804)

7 Written by Jay Myerson, Sunrise Valley Dr, Reston VA FOR FURTHER ASSISTANCE For assistance regarding these resources or for more information about federal law, please contact our attorney one-on-one counseling service: Telephone: NPLOBBY ( ) Jay Myerson wrote the first edition of the Virginia Lobbying State Law Resource, published by Alliance for Justice in This edition has been revised and updated by: Trister, Ross, Schadler & Gold, PLLC 1666 Connecticut Avenue, N.W., Fifth Floor Washington, D.C (phone) (fax) Copyright These materials are copyrighted and may not be reproduced without permission. 7