2023 HAVA SUB-GRANT GUIDELINES FINAL (003).PDF
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DRAFT 2023 HAVA AVID & Election Security Sub-Grant Guidelines 2023 HAVA Election Security Sub-Grant Guidelines | 1 Table of Contents What is the 2023 HAVA Election Security Grant?........................................................... 2 Important Dates .............................................................................................................. 2 Useful Links .................................................................................................................... 2 Allowable and Unallowable Costs .................................................................................. 3 Review Criteria .............................................................................................................. 4 Reporting and Monitoring Requirements ........................................................................ 4 Sub-Grant Administration Guidelines ............................................................................. 5 Chart of Distribution Amounts to Each County ............................................................... 6 2023 HAVA Election Security Sub-Grant Guidelines | 2 What are the HAVA Election Security Grants? The Help America Vote Act (HAVA) has been used as a vehicle for Congress to appropriate funds to the states intermittently over the last two decades to help specific parts of elections. The Consolidated Appropriations Act of 2022 (Public Law 117-35) and the Consolidated Appropriations Act of 2023 (Public Law 117- 328), included in each $75 million in new HAVA funds, with Arizona’s portion set at $1,355,000 and a state match share of $271,000. The funds were made available to states to improve the administration of elections for Federal office, including to enhance technology and make election security improvements. This funding will provide Arizona with additional resources to secure and improve election administration. State Law requires federal grant funds to also be appropriated by the State Legislature (see below). Useful Links 2022 HAVA Election Security Grant Award Packet: ES 2022 HAVA Election Security Award Packet (eac.gov) 2023 HAVA Election Security Grant Award Packet: HAVA FY23 Award Packet and Instructions (eac.gov) Consolidated Appropriations Act, 2022: Consolidated Appropriations Act, 2022 Congress.gov | Library of Congress Consolidated Appropriations Act, 2023: Consolidated Appropriations Act, 2023 Congress.gov | Library of Congress EAC Website: https://www.eac.gov/ EAC’s Frequently Asked Questions (FAQS): https://www.eac.gov/payments-and-grants/grants-faqs#How-can-states-use-the-funds? Help America Vote Act: https://www.justice.gov/sites/default/files/crt/legacy/2010/12/15/pl252_107.pdf 2023 HAVA Election Security Sub-Grant Guidelines | 3 Arizona Legislative Appropriation of HAVA Funds Laws 2023, Chapter 133, Section 83 appropriated HAVA funds totaling $5,483,500 in two separate line items: • Access voter information database $483,500 • Help America Vote Act projects $5,000,000* *Obviously, the $5 million is more than what Congress appropriated. Legislative staff explained that this was meant to appropriate any future funds Congress may approve. The state law also required the Secretary of State to submit an expenditure plan for review by the Joint Legislative Budget Committee (JLBC) before expending any monies in the Help America vote act line item. The Secretary of State submitted a plan for consideration at the October 10, 2023, JLBC meeting. The plan was amended by the committee and approved, allocating $3,137,900 for county distributions as follows: a. $2,760,800 for distribution to counties for election security grants with limitations (see below) b. $377,100 ($125,703 per year) for distribution to counties to pay their share of AVID costs, distributed in each of FY 2024, FY 2025, and FY 2Q26 to the 12 smallest counties. 2023 HAVA Election Security Sub-Grant Guidelines | 4 Allowable Costs for FY24 AVID Payment Subgrants The AVID Payment Subgrant is available to reimburse the 12 smallest counties for their portion of the cost to operate and maintain the Arizona Voter Information Database for each of FY2024, FY2025, and FY2026. Upon verification by the Secretary of State’s Office (SOS), of payment, the SOS will distribute the HAVA funds to the county. A county AVID payment is based on the percentage of the state’s total number of registered voters residing in that county. County Registered Voters 1/02/2023 Percent of Voters Avid Limited Subgrant Apache 52,705 1.27% $8,232.72 Cochise 78,383 1.88% $12,242.23 Coconino 92,076 2.21% $14,380.87 Gila 34,053 0.82% $5,318.56 Graham 19,595 0.47% $3,060.44 Greenlee 4,809 0.12% $751.09 La Paz 11,546 0.28% $1,803.31 Maricopa 2,457,349 59.05% $0 Mohave 139,944 3.36% $21,857.13 Navajo 69,851 1.68% $10,909.67 Pima 644,809 15.49% $0 Pinal 254,740 6.12% $0 Santa Cruz 29,567 0.71% $4,617.92 Yavapai 166,955 4.01% $26,075.84 Yuma 105,354 2.53% $16,454.74 Total 4,161,736 100% $125,703 2023 HAVA Election Security Sub-Grant Guidelines | 5 Allowable and Unallowable Costs for Security Subgrants As approved by JLBC, $2,760,800 is distribution to counties for election security grants. Each county is granted a base of $50,000 with the remainder allocated based on the proportion of registered voters. County Registered Voters 1/02/2023 Percent of Voters County Subgrants ($50,000 each + % of registered voters) Apache 52,705 1.27% $75,464.85 Cochise 78,383 1.88% $87,871.39 Coconino 92,076 2.21% $94,487.27 Gila 34,053 0.82% $66,452.99 Graham 19,595 0.47% $59,467.48 Greenlee 4,809 0.12% $52,323.51 La Paz 11,546 0.28% $55,578.54 Maricopa 2,457,349 59.05% $1,237,288.25 Mohave 139,944 3.36% $117,615.09 Navajo 69,851 1.68% $83,749.08 Pima 644,809 15.49% $361,544.74 Pinal 254,740 6.12% $173,079.71 Santa Cruz 29,567 0.71% $64,285.54 Yavapai 166,955 4.01% $130,665.67 Yuma 105,354 2.53% $100,902.65 4,161,736 100% $2,760,776.76 Pursuant to Congressional intent under the Consolidated Appropriations Act, 2020 (Public Law 116-93), Counties may expend grant funds to do any of the following: • Replace voting equipment that only records a voter's intent electronically with equipment that utilizes a voter verified paper record. • Implement a post-election audit system that provides a high level of confidence in the accuracy of the final vote tally. • Upgrade election-related computer systems to address cyber vulnerabilities identified through Department of Homeland Security, or similar scans or assessments of, existing election systems. • Facilitate cybersecurity training for the state chief election official's office and local election officials. • Implement established cybersecurity best practices for election systems. • Fund other activities that will improve the security of elections for Federal office. Counties may also expend funds, pursuant to Section 101 of the Help America Vote 2023 HAVA Election Security Sub-Grant Guidelines | 6 Act of 2002 (P.L. 107-252) by: • Complying with the requirements under title III. • Improving the administration of elections for Federal office. • Educating voters concerning voting procedures, voting rights, and voting technology. • Training election officials, poll workers, and election volunteers. • Developing the State plan for requirements payments to be submitted under part 1 of subtitle D of title II. • Improving, acquiring, leasing, modifying, or replacing voting systems and technology and methods for casting and counting votes. • Improving the accessibility and quantity of polling places, including providing physical access for individuals with disabilities, providing nonvisual access for individuals with visual impairments, and providing assistance to Native Americans, Alaska Native citizens, and to individuals with limited proficiency in the English language. • Establishing toll-free telephone hotlines that voters may use to report possible voting fraud and voting rights violations, to obtain general election information, and to access detailed automated information on their own voter registration status, specific polling place locations, and other relevant information. Counties may not expend funds: • On projects that do not meet federal HAVA or state sub-recipient guidelines. • On projects not approved by the SOS. • To pay for general operating expenses. Per JLBC requirements, these monies also shall not be expended for: • The operation or installation of ballot drop boxes. • The operation of voting centers. • Information campaigns based on the specific party registration or age of voter. • Election workforce programs established with a university or community college. 2023 HAVA Election Security Sub-Grant Guidelines | 7 Review Criteria The 2023 HAVA sub-grant applications will be evaluated based on the following criteria: • What is the project’s intent and expected result? • Does the project fall within at least one category of the federal HAVA expenditure guidelines, but not one of the uses prohibited by JLBC? • Does the County’s project address election technology and/or election security needs? If not, does it enhance and/or improve elections in general? • How does the County’s project benefit voters in Federal elections? • Was a clear and comprehensive explanation and plan for the project provided? Reporting and Monitoring Requirements The SOS wants to ensure the State remains compliant with all federal and state laws regarding the 2023 HAVA Election Security Grant award. The SOS must submit annual financial reports to the Election Assistance Commission (EAC) until all awarded grant funds are expended. Due to potential federal audits, the SOS will require County sub- grant recipients to provide the following: • Invoices and payment receipts for any purchases within 30 days of purchase. • Quarterly reports if funds are not fully expended within 30 days. o The quarterly report must provide interest earned, the amount spent and current balance, at minimum. o The quarterly report must include the category for which the funds were spent, to include: • Accessibility • Cyber or Physical Security • Election Auditing • Voter Education • Voting Equipment • Voting Processes • Voter Registration Systems • Other (Improve Federal Elections Administration) 2023 HAVA Election Security Sub-Grant Guidelines | 8 Sub-Grant Administration Guidelines Grant Guidance The 2023 HAVA Election Security Grant funds were funded by the federal government to the Arizona Secretary of State. The SOS’s Office will award sub-grants, in which sub- grant recipients must follow all federal HAVA laws and any state applicable laws relating to grants. Requesting Funds Counties must apply to request funds. Interest on Grant Funds If funds are not expended within 30 days of receipt of the funds, the funds must be placed into an interest-bearing account. If any interest is earned and not spent on the SOS approved project, the interest must be returned to the SOS. Equipment Inventory Requirements Sub-grant recipients must maintain inventory records of all property purchased with grant funds. Disposition of this property shall be in accordance with 2 CFR § 200.313. Record Retention Record retention is subject to 2 CFR §215.53. 2023 HAVA Election Security Sub-Grant Guidelines | 9 Chart of Distribution Amounts to Each County County Registered Voters 1/02/2023 Percent of Voters County Subgrants ($50,000 + % of Registered Voters) FY24-26 AVID Limited Subgrants Apache 52,705 1.27% $75,464.85 $24,695.16 Cochise 78,383 1.88% $87,871.39 $36,726.70 Coconino 92,076 2.21% $94,487.27 $43,142.62 Gila 34,053 0.82% $66,452.99 $15,955.69 Graham 19,595 0.47% $59,467.48 $9,181.32 Greenlee 4,809 0.12% $52,323.51 $2,253.28 La Paz 11,546 0.28% $55,578.54 $5,409.93 Maricopa 2,457,349 59.05% $1,237,288.25 -- Mohave 139,944 3.36% $117,615.09 $65,571.39 Navajo 69,851 1.68% $83,749.08 $32,729.00 Pima 644,809 15.49% $361,544.74 -- Pinal 254,740 6.12% $173,079.71 -- Santa Cruz 29,567 0.71% $64,285.54 $13,853.75 Yavapai 166,955 4.01% $130,665.67 $78,227.51 Yuma 105,354 2.53% $100,902.65 $49,364.09 Total 4,161,736 100% $2,760,776.76 $377,110.44 Grand Total $3,137,887.20