Training and Technical Training and Technical Assistance to the Assistance to the

Secretary of State/Chief Secretary of State/Chief Election Official Election Official

facilitated by facilitated by Melvenia Wright, Program SpecialistMelvenia Wright, Program Specialist

Administration on Developmental DisabilitiesAdministration on Developmental Disabilities

Webinar OverviewWebinar Overview

inform states/territory (grantees) of their responsibilitiesinform states/territory (grantees) of their responsibilities

remind states/territory (grantees) of the Administration on remind states/territory (grantees) of the Administration on Developmental Disabilities (ADD) responsibilitiesDevelopmental Disabilities (ADD) responsibilities

highlight reporting requirements highlight reporting requirements

share best practicesshare best practices

identify areas of concernidentify areas of concern

share methods utilized to resolve concernsshare methods utilized to resolve concerns

answer state/territory (grantees) questions and answer state/territory (grantees) questions and

receive suggestions from states/territories (grantees) to assist receive suggestions from states/territories (grantees) to assist ADD in providing better training and technical assistance. ADD in providing better training and technical assistance.

Help America Vote Act (HAVA) Help America Vote Act (HAVA) of 2002of 2002

signed into law by former President George W. Bush on October 29, 2002

contains several provisions that enable State governments to Establish; Expand; and Improve

access to and participation in the election process by individuals with the full range of disabilities.

Statutory AuthorityStatutory Authority

Public Law 107-252 Title II, Subtitle D, Part 2 Sections 261 to 265 42 USC 15421-25 Payments to States and Units of

Local Government to Assure Access for Individuals with Disabilities

OVERSIGHT OFOVERSIGHT OFSECTIONS 261 & 291SECTIONS 261 & 291

The Help America Vote Act (HAVA) assigned responsibility for the Voting Access for Individuals with Disabilities (VOTE) program to the Secretary of U.S. Department of Health and Human Services (HHS).

The Secretary of HHS The Secretary of HHS assigned responsibility for carrying out the program to the Administration for Children and Families (ACF).(ACF).

Within ACF, the Administration on Developmental Disabilities (ADD) is responsible for the administration and oversight.

GRANT PROGRAMS GRANT PROGRAMS ADMINISTERED BY ADDADMINISTERED BY ADD

MANDATORY PROGRAMSMANDATORY PROGRAMS Section 261 – Payments to States and Units of Local Section 261 – Payments to States and Units of Local

Government to Assure Access for Individuals with Government to Assure Access for Individuals with Disabilities (55 states & territories) Disabilities (55 states & territories)

Voting Access for Individuals with Disabilities (VOTE) Voting Access for Individuals with Disabilities (VOTE) Section 291 – Payments for Protection and Advocacy Section 291 – Payments for Protection and Advocacy

Systems (55 states & territories)Systems (55 states & territories) Protection & Advocacy Voting Access (PAVA)Protection & Advocacy Voting Access (PAVA)

Formula used Formula used (# of individuals 18 years of age and older eligible (# of individuals 18 years of age and older eligible to vote)to vote)

DISCRETIONARY PROGRAMS PROGRAMS Training and Technical Assistance to assist Protection

and Advocacy Systems – T/TA 7 percent of the amount appropriated under section 291

is set aside to provide training and technical assistance with respect to the activities carried out.

Competitive process Award up to four (4) grants

Section 261 – Payments to States and Units Section 261 – Payments to States and Units of Local Government to Assure Access for of Local Government to Assure Access for

Individuals with DisabilitiesIndividuals with Disabilities

Voting Access for Individuals with Voting Access for Individuals with Disabilities (VOTE) Disabilities (VOTE)

Upon appropriation of HAVA Upon appropriation of HAVA VOTE funds by Congress, ADD VOTE funds by Congress, ADD develops and publishes a develops and publishes a Program Instruction. Program Instruction.

The program instruction sets forth The program instruction sets forth the requirements and conditions the requirements and conditions states must meet to receive the states must meet to receive the funds.funds.

ELIGIBILITY ELIGIBILITY REQUIREMENTSREQUIREMENTS

As defined by Section 901 of HAVA, States As defined by Section 901 of HAVA, States (including the (including the District of Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, and the U.S. Virgin District of Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, and the U.S. Virgin

Islands)Islands) are eligible to apply. are eligible to apply. In response to the mandatory program instruction, In response to the mandatory program instruction,

each state/territory must submit an application to each state/territory must submit an application to the ADD annually. the ADD annually. The application must include:The application must include:

Description of the activities the applicant intends to Description of the activities the applicant intends to accomplish in each of the four mandatory areas.accomplish in each of the four mandatory areas.

Certifications and Signed AssurancesCertifications and Signed Assurances The name of the State and Chief Election The name of the State and Chief Election

Official/Secretary of State Official/Secretary of State Contact person: Name, title, address, phone, fax, and e-Contact person: Name, title, address, phone, fax, and e-

mail address. mail address. Break down of how much money will be spent in each of Break down of how much money will be spent in each of

the four areas.the four areas. An assurance stating that the state will submit an annual An assurance stating that the state will submit an annual

report to ADD for the Secretary describing how any report to ADD for the Secretary describing how any funds authorized under HAVA were used with regard to funds authorized under HAVA were used with regard to the four areas during the grant year. the four areas during the grant year.

PROCESSPROCESS

After the application is received by ADD, the After the application is received by ADD, the process is as follow:process is as follow: Application is thoroughly reviewed and Application is thoroughly reviewed and

approved by ADD. approved by ADD. Approval list of eligible states - forwarded to Approval list of eligible states - forwarded to

Office of Grants Management (OGM)Office of Grants Management (OGM) OGM submits approved information in to the OGM submits approved information in to the

grants system to generate grant award letter grants system to generate grant award letter and terms and conditions.and terms and conditions.

Grant award letter and terms and conditions are Grant award letter and terms and conditions are sent to approved state and a copy of the letter is sent to approved state and a copy of the letter is forwarded to forwarded to ADD.ADD.

OGM forwards information to the Division of OGM forwards information to the Division of Payment Management (DPM) and the money is Payment Management (DPM) and the money is loaded in the Payment Management System loaded in the Payment Management System (PMS). Each state/territory has a unique PMS (PMS). Each state/territory has a unique PMS account number. account number.

Grant Award/Terms & ConditionsGrant Award/Terms & Conditions GRANT AWARD

Letter sent to each state/territory Title II, Subtitle D, Sections 261 to

265 of the Help America Vote Act (HAVA) (42 USC 15421-15425), payments to States and Units of Local Government.

FY 2010 funds must be drawn down no later than September 30, 2015. Five years from award date.

Although the authorization in the HAVA statute states the funds appropriated “shall remain available without fiscal year limitation until expended”, it is not included in the appropriation language.  The HAVA grant funds are awarded based on one (1) year appropriations and not “no year” funds. Therefore, the grant funds are only available for five years from the date of award which is in accordance with 31 U.S.C. § 1552.  

TERMS & CONDITIONSTERMS & CONDITIONS Sent to each grantee with the Sent to each grantee with the

award letter. award letter. Outlines all of the requirements Outlines all of the requirements

of the grant. of the grant. By acceptance of this By acceptance of this

award, the State agrees to award, the State agrees to comply with the terms and comply with the terms and conditions detailed below. conditions detailed below. Failure to comply with Failure to comply with these terms and conditions these terms and conditions may result in the loss of may result in the loss of Federal funds and may be Federal funds and may be considered grounds for the considered grounds for the suspension or termination suspension or termination of this grant.of this grant.

Information outlined in detail in Information outlined in detail in the terms, conditions and the terms, conditions and provisions:provisions:

PROGRAM STANDARDS PROGRAM STANDARDS ADMINISTRATIVE ADMINISTRATIVE

REQUIREMENTS REQUIREMENTS SUB-RECIPIENTS AND SUB-RECIPIENTS AND

VENDORS UNDER GRANTSVENDORS UNDER GRANTS FINANCIAL AND PROGRAM FINANCIAL AND PROGRAM

PROGRESS REPORTING PROGRESS REPORTING PAYMENT ARRANGEMENTS PAYMENT ARRANGEMENTS

USE OF 261 FUNDSUSE OF 261 FUNDS

FOUR AREASFOUR AREAS

1) Make polling places, including the path of travel, 1) Make polling places, including the path of travel, entrances, exits, and voting areas of each polling facility, entrances, exits, and voting areas of each polling facility, accessible to individuals with the full range of disabilities accessible to individuals with the full range of disabilities (e.g., (e.g., visual impairments, including blindness; hearing impairments, including deafness; the full rage of visual impairments, including blindness; hearing impairments, including deafness; the full rage of mobility impairments, including gross and fine motor impairments, emotional impairments, and mobility impairments, including gross and fine motor impairments, emotional impairments, and

intellectual impairments);intellectual impairments);

2) Provide the same opportunity for access and participation 2) Provide the same opportunity for access and participation (including privacy and independence) to individuals with the (including privacy and independence) to individuals with the full range of disabilities;full range of disabilities;

3) Provide training for election officials, poll workers, and 3) Provide training for election officials, poll workers, and election volunteers on how best to promote the access and election volunteers on how best to promote the access and participation of individuals with the full range of disabilities in participation of individuals with the full range of disabilities in elections for Federal office; andelections for Federal office; and

4) Provide individuals with the full range of disabilities with 4) Provide individuals with the full range of disabilities with information about the accessibility of polling places.information about the accessibility of polling places.

REPORTING REPORTING REQUIREMENTSREQUIREMENTS

Annual Financial Reports Expenditures are to be reported using a Financial Status

Report Short Form (SF-269A). Annual financial reports should be submitted 90 days after the end of each 12-month period.

There is an option of submitting financial reports online through the Online Data Collection (OLDC) system.

Contact – Lydia Peele – Financial Management Specialist, OGM – lydia.peele@acf.hhs.gov (202) 401-6493

Annual Narrative Reports States/territories must submit annually a narrative report that

describes how funds are used with regard to the four areas. The annual narrative reports are due no later than December

31st of each year. OMB Approved Format Narrative Report Format & Guidelines Contact – Melvenia Wright, Program Specialist, ADD –

melvenia.wright@acf.hhs.gov (202) 690-5557

AREAS OF CONCERNAREAS OF CONCERN

In September 2008, some of the unused funds awarded to the SOS for fiscal year 2003 were returned to the treasury.

The language noted in the statute reads “funds available until expended.”

Grant funds are only available for five years from the date of award. HAVA funds are awarded to the States based on one year appropriations and not “no year” funds which is in accordance with 31 U.S.C. § 1552. 

Applications and annual narrative reports are not always submitted in a timely fashion.

ADD ATTEMPTS TO ADD ATTEMPTS TO RESOLVE CONCERNSRESOLVE CONCERNS

Meetings with the NASS Executive Director, Leslie Reynolds;Meetings with the NASS Executive Director, Leslie Reynolds;

Participation at NASS Winter Conferences;Participation at NASS Winter Conferences;

Follow up with individual states regarding state specific concerns;Follow up with individual states regarding state specific concerns;

Provide one-on-one training and technical assistance to states;Provide one-on-one training and technical assistance to states;

Annual e-mail reminders regarding last day to draw down on Annual e-mail reminders regarding last day to draw down on funds;funds;

On-going e-mail reminders;On-going e-mail reminders;

Sent out letters to each state/territory to summarize spending Sent out letters to each state/territory to summarize spending trend and available money from fiscal year 2003 – fiscal year trend and available money from fiscal year 2003 – fiscal year 2010 (report obtained through the Payment Management System 2010 (report obtained through the Payment Management System (PMS); and(PMS); and

Webinar.Webinar.

Examples of Allowable CostsExamples of Allowable Costs

The items listed below are examples. This is not an all inclusive list ofThe items listed below are examples. This is not an all inclusive list ofallowable costs.allowable costs. Information DisseminationInformation Dissemination

BrochuresBrochures ManualsManuals

PrintingPrinting Alternate forms of information i.e. Braille, Large Print, etc.Alternate forms of information i.e. Braille, Large Print, etc.

TrainingTraining Advertising/Public RelationsAdvertising/Public Relations

Public Service AnnouncementsPublic Service Announcements Radio commercialsRadio commercials DVDDVD

Salaries/Wages/ Fringe BenefitsSalaries/Wages/ Fringe Benefits Help America Vote Act (HAVA) staff, web designers,Help America Vote Act (HAVA) staff, web designers,

SuppliesSupplies Public Service AnnouncementsPublic Service Announcements RadioRadio Voting equipmentVoting equipment Computer software i.e. database systemsComputer software i.e. database systems Temporary ImprovementsTemporary Improvements

Parking signsParking signs ConesCones Portable RampsPortable Ramps Door hingesDoor hinges

Examples of unallowable Examples of unallowable costscosts

These are categories of unallowable costs.

Construction - None of the Federal funds provided shall be used for construction or the purchase of land. (Please note this is the language taken directly from the terms & conditions of the VOTE grant that each state receives with the grant award letter. This is not new information or a change in the grant language.)

Bad Debts

Contributions - Contributions or donations to others

Entertainment Costs - Cost of entertainment, meals, diversions and ceremonials

Fines and Penalties

BEST PRACTICES BEST PRACTICES

Long term agreements with polling sites indicating the intended time frame secured as a polling site

Statewide Advisory Committees with election stakeholders

Utilize other funding streams of money to ensure ADA compliance

Collaborations & Partnerships with disability related organizations i.e. Developmental Disabilities Council, University Centers for Excellence in Developmental Disabilities

Collaborative efforts with the Protection & Advocacy Systems (P&As)

Examples of States collaborating with the P&As: Michigan, Montana, Connecticut and Vermont

DIVISION OF PAYMENT DIVISION OF PAYMENT MANAGEMENTMANAGEMENT

http://www.dpm.psc.gov

The Division of Payment Management (DPM) provides centralized electronic grant and grant-type payment, cash

management, and grant accounting support services to the Department of Health and Human Services (HHS).

serves as a fiscal intermediary between federal awarding agencies and award recipients.

designated by OMB as the Federal Government’s central collection point for interest earned on advances of Federal grant and grant-type funds.

Training WEBINAR

feature training on system access, completing a payment request, performing account inquiries, requesting reports, and completing the Federal Financial Report.

Wednesday, September 15, 2010 at 1:00 PM EST Wednesday, December 15, 2010 at 1:00 PM EST

POWERPOINT PRESENTATION VIDEO

QUESTIONS QUESTIONS

SUGGESTIONS FOR ADD SUGGESTIONS FOR ADD

THANK YOU FOR THANK YOU FOR PARTICIPATING IN PARTICIPATING IN

THE WEBINAR!!THE WEBINAR!!