This article is intended for: Account Administrators
Use this article for: Learning the best practices for sending Open Checkbook files to the Data Team.
Sharing check-level details on your Transparency Center is optional but recommended. If you choose this option, taxpayers and internal stakeholders can explore expenditures by specific transaction and see every check your organization has issued to vendors.
Best Practices for Sending Checkbook Data to ClearGov’s Data Team
To include open checkbook data in your Transparency Center, fill out the Data Request form with the following check level detail for at least the current year and as many past years as you'd like. Note: some data fields will be required for upload, while some are optional. We’ll outline these below:
The required fields for upload are:
- Year
- Check Date
-
Vendor
- Pro tip: Using vendor numbers instead of vendor names can be helpful for security while still meeting the requirements.
- Check Amount
Optional fields for display purposes:
- Check Number
- Check Description
- Account Number
- Fund
- Department
Frequently Asked Questions about Open Checkbook Data Files
Q: Should I include only the most recent checks since the last update or a larger list with checks already loaded?
A: You can submit check data either as a file of updates since the last upload or as all checks Year-to-Date (YTD).
- The Data team's onboarding tool does not overwrite entries automatically. If you resend checks already submitted, we will clear the existing data for that year and re-upload the new file.
- For only the most recent checks, we will add them to the existing list. Please specify in your ticket which option you're submitting.
Q: Does ClearGov need to have us split out the check information into different files based upon year?
A: If your upload file includes a year column with the year for each check, a single file is sufficient. If the year is not included, it's best to use separate files or tabs divided by year.
Q: Can you, in any way, redact vendor names from the checkbook register? There are instances where we need to redact this information.
A: The vendor field is mandatory for our upload process. Since this column needs to contain a value, you have a couple of different options:
- List the vendor as "Redacted"
- Use vendor numbers instead of names
We will upload the information exactly as provided unless you specify otherwise. Both options will be helpful for security while still meeting requirements.
Additional Resources
To learn how to enable and use Open Checkbook in your Transparency Center, check out our Support Center article Transparency - Open Checkbook.
Have more questions or need assistance?
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