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

Texas Secretary of State Elections Division 1

Voter Registration Funding

Election Funds ManagementTexas Secretary of State

33rd 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.



Chapter 19 Funds Defined

Historic legislation, which passed in 1966 during the 59th Texas Legislative Session, established

these funds after the poll tax was declared unconstitutional.


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 Seminar Texas Secretary of State Elections Division 4

Day-to-Day OperationsChapter 19 funds may not be used to fund the

normal day-to-day operation of the Voter Registrar’s Office.



Reimbursable Expenses


• 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


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


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


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



Funding Period

Funding for each fiscal year becomes available to the counties on June 1 and

remains available for 27 months, expiring on August 31st.


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 19.001(a)(1);– 40 cents multiplied by the number of canceled registrations certified under

Section 19.001(a)(2);– 40 cents multiplied by the number of updated registrations under Section

19.001(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.



Don’t Delay!

Purchase Reimbursement Requests must be received at SOS within 6 months of payment to

vendor.


Don’t Delay!

Travel Reimbursement Requests must be received at SOS within 30 days of the

completion of travel.



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.



Supporting Documents Required• Invoice from Vendor

• Proof of Payment

• Timesheet (if applicable)

• Paystub (if applicable)

• Lodging and Mileage (if applicable)



Supporting Documentation

• Upload directly via VR Expense Reporting Online System

• Fax: 512-463-7552

• Email: [email protected]


mailto:[email protected]


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.



Ownership of EquipmentEquipment purchased with Chapter 19 funds is

considered property of the county, and the county is responsible for upkeep and

maintenance.


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.



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


Temporary EmployeesWhile 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.


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.


TravelTravel reimbursements through Chapter 19 may only cover travel costs for the Voter Registrar or

full-time employees who work on voter registration activities.



TravelIn 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: https://fmx.cpa.state.tx.us/fm/travel/travelrates.php


https://fmx.cpa.state.tx.us/fm/travel/travelrates.php




Voter Registration Drives Increase the number of registered voters in a county by method of:– Mail outs of applications – Insertions of applications – Newspapers– Events



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.



Electronic Office Equipment• Examples include:– Computers– Copiers– Shredders– Optical Imaging Systems– Electronic Retriever File Systems– ePollbooks



National Voter Registration Act• Confirmation Notices– Computer Programming Changes– Printing – Mailings



Business Reply Permit No. 4511 • 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 email).



Business Reply Permit No. 4511 • 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.



Business Reply Permit No. 4511• 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 $685.00.

• All funds are made payable to the county’s local postmaster.


Election Funds Management Team

1-800-252-2216 (Opt 3)512-463-5966 (Direct)

http://www.sos.state.tx.us/elections/funds/index.shtml• Dan Glotzer• Mary Eliasen• Amanda Grossman


http://www.sos.state.tx.us/elections/funds/index.shtml

http://www.sos.state.tx.us/elections/funds/index.shtml