Voter Registration Funding Election Funds Management Texas Secretary of State Texas Secretary of State Elections Division133rd SOS Election Law Seminar

Chapter 19 Funds Defined Chapter 19 funds are state allocated funds issued to voter registrars in Texas to help defray the county’s voter registration expenses. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 2

Chapter 19 Funds Defined Historic legislation, which passed in 1966 during the 59 th Texas Legislative Session, established these funds after the poll tax was declared unconstitutional. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 3

Uses for Chapter 19 Funds Increase the number of registered voters Maintain an accurate list of registered voters Increase efficiency of the Voter Registrar’s Office through the use of technological equipment 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 4

Day-to-Day Operations Chapter 19 funds may not be used to fund the normal day-to-day operation of the Voter Registrar’s Office. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 5

Reimbursable Expenses 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 6 Voter Registration Drives - rental of space and supplies Deputy Voter Registrar Supplies Voter Registration Applications Temporary Employees (payable for up to 39 weeks each fiscal year)

Reimbursable Expenses Association Publications - newsletters, newspapers with Voter Registration Related issues Travel to seminars that directly advance Voter Registrar efforts Computer training for duties relating to voter registration, hardware & software upgrades 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 7

Reimbursable Expenses Electronic office equipment - typewriters, fax machines, adding machines, shredders, optical imaging systems, electronic retriever file systems, electronic poll books, copiers NVRA Expenses – printing and mailing of confirmation notices 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 8

Expenses which will not be reimbursed Promotional items – cups, ink pens, t-shirts, rulers, drink coolers, windshield shades, etc. Office furniture, supplies, normal postage and general office equipment Chapter-19-funded voter registration drives must not promote a particular party, candidate or issue 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 9

Expenses which will not be reimbursed Permanent full-time and part-time county employees may not be compensated with Chapter 19 funds Alcoholic beverages, gratuities and tips, and/or any food or drinks other than those related to travel benefitting Voter Registration efforts 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 10

Funding Period Funding for each fiscal year becomes available to the counties on June 1 and remains available for 27 months, expiring on August 31 st. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 11

Activity Statement Annual Certification May 15th Funds Available June 1st Each registrar is entitled to receive the sum of the following amounts: – 25 cents multiplied by the number of initial registrations certified under Section (a)(1); – 40 cents multiplied by the number of canceled registrations certified under Section (a)(2); – 40 cents multiplied by the number of updated registrations under Section (a)(3); and – in each even-numbered year, 40 cents multiplied by the difference between the number of registered voters and the number of initial registrations certified for the two previous voting years. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 12

Don’t Delay! Purchase Reimbursement Requests must be received at SOS within 6 months of payment to vendor. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 13

Don’t Delay! Travel Reimbursement Requests must be received at SOS within 30 days of the completion of travel. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 14

Competitive Bids Purchases of $5,000 or more must follow competitive bidding procedures, unless made through the Texas Procurement and Support Services (TPASS). Sole source of purchases where the lowest bidder was not selected require justification signed by the county purchasing authority. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 15

Supporting Documents Required Invoice from Vendor Proof of Payment Timesheet (if applicable) Paystub (if applicable) Lodging and Mileage (if applicable) 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 16

Supporting Documentation Upload directly via VR Expense Reporting Online System Fax: rd SOS Election Law SeminarTexas Secretary of State Elections Division 17

Method of Payment Payments are on a reimbursement basis, and will be made payable to the county via direct deposit. No cash payments may be made from Chapter 19 Funds. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 18

Ownership of Equipment Equipment purchased with Chapter 19 funds is considered property of the county, and the county is responsible for upkeep and maintenance. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 19

Disposal of Equipment Equipment no longer needed for VR purposes may be transferred to other county uses. For equipment no longer needed by the county, please follow method of disposal set by county. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 20

Records Maintenance Three (3) state fiscal years after fund lapses Invoices from the vendor, signed timesheets, paid voucher, ledger or bank statement verifying payment All procurement documents and related records 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 21

Temporary Employees While the Commissioners Court must budget for adequate staffing of the VR Office, Chapter 19 Funds may be utilized for temporary personnel when circumstances require additional resources. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 22

Temporary Employees Permanent full-time and part-time county staff may not be compensated with Chapter 19 Funds. Temporary personnel may be utilized a maximum of 39 weeks out of the 52-week state fiscal year. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 23

Travel Travel reimbursements through Chapter 19 may only cover travel costs for the Voter Registrar or full-time employees who work on voter registration activities. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 24

Travel In order to conserve funds, travelers are required to commute together and lowest available rates and fares shall be utilized. Travel advances will not be made for meals, taxes or miscellaneous expenses. Travel Rates: 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 25

Voter Registration Drives Increase the number of registered voters in a county by method of: – Mail outs of applications – Insertions of applications – Newspapers – Events 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 26

Technology Purchases Encouraged Improvements – Hardware – Initial Installation License and Maintenance Fees If a purchase will not be used exclusively for voter registration, it must be prorated. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 27

Electronic Office Equipment Examples include: – Computers – Copiers – Shredders – Optical Imaging Systems – Electronic Retriever File Systems – ePollbooks 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 28

National Voter Registration Act Confirmation Notices – Computer Programming Changes – Printing – Mailings 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 29

Business Reply Permit No Used to receive voter registration applications at the county’s local post office. SOS renews the 4511 permit in November and sends a copy along with the authorization memo to the counties (via ). 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 30

Business Reply Permit No Counties must deliver a copy of the 4511 permit to the local county US Postmaster before December 31. When funds are needed, a voter registration postage report is completed via the Voter Registration Expense Reporting System. 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 31

Business Reply Permit No Counties receiving a smaller volume of voter registration mail per year (approx. 900 or less according to the US Postal Service) are to use the regular postage due account method. The 2015 high volume counties are based on 2014 statistics. Counties that are estimated to have a high volume of voter registration applications are issued the accounting fee check of $ All funds are made payable to the county’s local postmaster. Texas Secretary of State Elections Division 32 33rd SOS Election Law Seminar

Election Funds Management Team (Opt 3) (Direct) Dan Glotzer Mary Eliasen Amanda Grossman 33rd SOS Election Law SeminarTexas Secretary of State Elections Division 33