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1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General Counsel, Department of State Telephone: 850-245-6536 Florida Department of State

1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 1: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Kurt S. BrowningSecretary of State

Dr. Gisela Salas

Director, Division of Elections

Presented by Maria Matthews and Gary J. Holland, Office of General Counsel, Department of State

Telephone: 850-245-6536June 23, 2011

Florida Department of State

Page 2: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 3: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

•Getting and Spending $•Accounting•Allowable/Non-allowable Expenses 3

Page 4: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

HAVA funds pass-through Department of State to the Supervisor of Elections for financial assistance with federal election activities

Acceptance of funds – Return executed Memorandum of Agreement (MOA)

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Page 5: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Comply with MOA termsObtain pre-approval of expenses

plan—Must include samples of all voter education materials, printed documents and transcripts of audio and video recordings or clips

Execute 15% county match certificate and certificate of debarment & suspension

Submit financial reports – Annual and Remaining Balances (aka “June 30th report) 5

Page 6: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Spend funds when you need or want (Unspent funds roll over from FY (fiscal year) to FY)

Exhaust oldest funds first For example, spend all of your FY 2005-06 Poll

Worker Training Funds (HAVA Funds, County Matching Funds and Interest) before you spend your FY 2006-07 Poll Worker Training Funds

Use funds for originally intended purpose and per pre-approved plan Any change/deviation from originally approved plan

MUST be pre-approved before you can spend. Newer MOAs limit scope of expenditures

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Page 7: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Retain funds in an interest-bearing account (You keep interest, and it should be spent for the same purpose as the original funds were intended)

Track funds by breakout category – HAVA, County Matching, and Interest Earned and Spent.

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Page 8: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Mailing or publishing sample ballots Issuing voter information cardsAdvertising or publishing documents

such as the voter guides (Voter education items must include information on voting procedures, voting rights, or voting technology. Contact information limited to Supervisor of Elections’ office– political candidate information IS NOT voter education per EAC)

Conducting voting system demos

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Page 9: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Paying training stipends to poll workersProviding training materials for poll

workers Maintaining online or web-based

absentee ballot request, ballot tracking, and precinct-finder system as it relates to use in federal elections and for the costs for upgrades, future license fees, and future maintenance fees for the MOVE Act and other UOCAVA expenditures.

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Page 10: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 11: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 12: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 13: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 14: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 15: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 16: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

•Annual reports•Remaining balance reports

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Page 17: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Annual financial reports due December 31 of each calendar year;

Reports cover period of October 1 – September 30 of the preceding year, as long as any funds provided under each agreement remain;

Report only expenditures made during the designated period.

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Page 18: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Annual report must include:

1.Proof of County 15% match

2.Categories – Expense reporting by separate funding category

3.Description/detail – How funds spent

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Page 19: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

THIS IS A REQUIREMENT FOR ALL COUNTY SOEsFailure to appropriate the matching

funds must be reported. If the Board fails to appropriate the

required matching funds, all funds received from the state for this grant during that state fiscal year will be required to be returned to the Department of State.

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mimatthews
Page 20: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Matching Funds Transfer from the General Fund

An appropriation statement from the Board of County Commissioners

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Page 21: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Committee meeting minutes approving the appropriation

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Page 22: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

A bank account statement showing the deposit and/or deposit slip

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Page 23: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

A bank account statement showing the deposit and/or deposit slip

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Page 24: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Annual report must include:

1.Proof of County 15% match

2.Categories – Expense reporting by separate funding category

3.Description/detail – How funds spent

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Page 25: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Report expenses by separate funding category

HAVA Funds County Matching Funds Interest Earned Interest Spent

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Page 26: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Expenditures listed must be consistent with previously approved plan or approved change or deviation from originally approved plan for federal election activities

If not approved, it constitutes a non-allowable expense--expense will be removed or classified as “reimbursable”

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Page 27: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Annual report must include:

1.Proof of County 15% match

2.Categories – Expense reporting by separate funding category

3.Description/detail – How funds spent

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Page 28: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Describe how you actually spent funds and what types of federal election activities you paid for with those funds.

Include itemized receipts or invoices in support of the expenditures listed on the report (receipts or invoices need to list how many individual items were produced or printed).

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Page 29: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 30: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 31: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 32: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

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Page 33: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Report required as of 2010 regarding the status of unspent HAVA funds as of June 30 of the reported year (forms for reporting sent in November).

Remaining balance report must reconcile with figures in the Annual HAVA Financial Report.

Must include tracking and reporting of interest by grant and fiscal year (interest should be spent along with the HAVA fund and county match)

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Page 34: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Report forms sent to SOEs in November

If you have completed reports for HAVA funds completely expended, you will not be sent any report forms for that fund For example, if a county spent all of their FY 2003-04

Voter Education funds and/or all of their FY 2005-06 Poll Worker Training Funds during a prior reporting period, reports for these grants and for these fiscal years will not be mailed to that county.

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Page 35: 1 Kurt S. Browning Secretary of State Dr. Gisela Salas Director, Division of Elections Presented by Maria Matthews and Gary J. Holland, Office of General

Joyce Durbin(850) 245-6206

[email protected]

Althera Johnson(850) 245-6211

[email protected]

Mary Anne Allen(850) 245-6203

[email protected]