Help America Vote Act (HAVA) Funding – Program Income Instructions
HAVA program income amounts are due to be reported to our office annually based on the federal fiscal year. Program income is defined as gross income received from a grant-supported activity during the grant period and includes items such as fees from the use or rental of real or personal property acquired with grant funds. In the case of the HAVA program, the grant-supported activity is the acquisition of voting systems.
Counties that received only Voting System Accessibility and General HAVA Compliance grants will have one reporting period while counties that also received punch card or lever replacement (Voting System Replacement) grant will have another reporting period, which are outlined below:
HAVA Title II, Section 251 (Voting System Accessibility and General HAVA Compliance Grants - All 254 Counties)
- October 1, 2012 thru September 30, 2013
HAVA Title I, Section 102 (Voting System Replacement - 17 Punchcard and Lever Counties)
- October 1, 2012 thru September 30, 2013
Although the Voting System Accessibility and General HAVA Compliance grants are accounted for separately in the grant system, the program income can be combined as one value for each reporting period. If the county received Voting System Replacement funds, the grants must be accounted for separately when calculating program income.
- For example, if the county spent $100,000 on voting systems and the Voting System Replacement funds covered $30,000 of the costs and the Voting System Accessibility and General HAVA Compliance grants covered $70,000, the items leased or contracted to local entities that were purchased with the $30,000 should be reported under the Title I, Section 102 portion of the program income form. Accordingly, the items leased or contracted to the local entities that were funded with Voting System Accessibility and General HAVA Compliance funds should be reported under Title II, Section 251.
- If portions of the goods or services (e.g., voting equipment) were funded by the county, that portion of the income does not need to be reported.
- If the county did not contract or lease HAVA-funded resources during a particular reporting period, the Financial Officer (FO) reports zero for that period.
- Gross program income equals the lease/rental fees generated from HAVA-funded voting equipment as well as other services attributable to HAVA funds.
- Be sure to maintain all documentation for audit purposes.
The county’s FO, which is the county auditor or treasurer depending on the county, has the user level access to submit the program income data via the HAVA online grant system. This is the same grant system that was used to drawdown the HAVA funds; however, the FO will likely need to work with the county clerk or election administrator to gather the necessary information.
After logging into the grant system using the same user ID and password you used to drawdown the HAVA funds, look for the “Program Income” section on the left side of the screen and click on “Report Program Income.” Once in the form, enter the applicable data in each field and click “Submit.” Once you click submit, the fields cannot be changed – only the Secretary of State’s Office can make changes after submission.
The SOS Will Need All of the Data Submitted by the County no Later than November 30, 2013.
If you need assistance and/or have questions, please email the Elections Funds Management team or call 800-252-2216 (press 3 for Election Funds Management).
