On Friday, March 23, 2018, President Donald J. Trump signed the Consolidated Appropriations Act of 2018 into law. The Act included $380 million in grants, made available to states to improve the administration of elections for Federal office, including to enhance technology and make certain election security improvements. The2018 HAVA Election Security Fund, authorized under Title I Section 101 of the Help America Vote Act (HAVA) of 2002, marks the first new appropriations for HAVA grants since FY2010. This funding will provide states with additional resources to secure and improve election system.

 

State State Narrative Request Letter FY18 Financial Report NEW FY19
Financial Report
Final Payment 5% Match Total Award
Alabama State Narrative Funds Request Financial Report Financial Report 6,160,393 308,020 6,468,413
Alaska State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
American Samoa State Narrative Funds Request Financial Report Financial Report 600,000 n/a 600,000
Arizona State Narrative Funds Request Financial Report Financial Report 7,463,675 373,184 7,836,859
Arkansas State Narrative Funds Request Financial Report Financial Report 4,475,015 223,751 4,698,766
California State Narrative Funds Request Financial Report Financial Report 34,558,874 1,727,944 36,286,818
Colorado State Narrative Funds Request Financial Report Financial Report 6,342,979 317,149 6,660,128
Connecticut State Narrative Funds Request Financial Report Financial Report 5,120,554 256,028 5,376,582
Delaware State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
District of Columbia State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
Florida State Narrative Funds Request Financial Report Financial Report 19,187,003 959,350 20,146,353
Georgia State Narrative Funds Request Financial Report Financial Report 10,305,783 515,289 10,821,072
Guam State Narrative Funds Request Financial Report Financial Report 600,000 n/a 600,000
Hawaii State Narrative Funds Request Financial Report Financial Report 3,134,080 156,704 3,290,784
Idaho State Narrative Funds Request Financial Report Financial Report 3,229,896 161,495 3,391,391
Illinois State Narrative Funds Request Financial Report Financial Report 13,232,290 661,615 13,893,905
Indiana State Narrative Funds Request Financial Report Financial Report 7,595,088 379,754 7,974,842
Iowa State Narrative Funds Request Financial Report Financial Report 4,608,084 230,404 4,838,488
Kansas State Narrative Funds Request Financial Report Financial Report 4,383,595 219,180 4,602,774
Kentucky State Narrative Funds Request Financial Report Financial Report 5,773,423 288,671 6,062,094
Louisiana State Narrative Funds Request Financial Report Financial Report 5,889,487 294,474 6,183,961
Maine State Narrative Funds Request Financial Report Financial Report 3,130,979 156,549 3,287,528
Maryland State Narrative Funds Request Financial Report Financial Report 7,063,699 353,185 7,416,884
Massachusetts State Narrative Funds Request Financial Report Financial Report 7,890,854 394,543 8,285,396
Michigan State Narrative Funds Request Financial Report Financial Report 10,706,992 535,350 11,242,341
Minnesota State Narrative Funds Request Financial Report Financial Report 6,595,610 329,781 6,925,391
Mississippi State Narrative Funds Request Financial Report Financial Report 4,483,541 224,177 4,707,718
Missouri State Narrative Funds Request Financial Report Financial Report 7,230,625 361,531 7,592,156
Montana State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
Nebraska State Narrative Funds Request Financial Report Financial Report 3,496,936 174,847 3,671,783
Nevada State Narrative Funds Request Financial Report Financial Report 4,277,723 213,886 4,491,609
New Hampshire State Narrative Funds Request Financial Report Financial Report 3,102,253 155,113 3,257,366
New Jersey State Narrative Funds Request Financial Report Financial Report 9,757,450 487,873 10,245,323
New Mexico State Narrative Funds Request Financial Report Financial Report 3,699,470 184,973 3,884,443
New York State Narrative Funds Request Financial Report Financial Report 19,483,647 974,182 20,457,829
North Carolina State Narrative Funds Request Financial Report Financial Report 10,373,237 518,662 10,891,899
North Dakota State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
Ohio State Narrative Funds Request Financial Report Financial Report 12,186,021 609,301 12,795,322
Oklahoma State Narrative Funds Request Financial Report Financial Report 5,196,017 259,801 5,455,818
Oregon State Narrative Funds Request Financial Report Financial Report 5,362,981 268,149 5,631,130
Pennsylvania State Narrative Funds Request Financial Report Financial Report 13,476,156 673,808 14,149,964
Puerto Rico State Narrative Funds Request Financial Report Financial Report 3,676,962 183,848 3,860,810
Rhode Island State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
South Carolina State Narrative Funds Request Financial Report Financial Report 6,040,794 302,040 6,342,834
South Dakota State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
Tennessee State Narrative Funds Request Financial Report Financial Report 7,565,418 378,271 7,943,689
Texas State Narrative Funds Request Financial Report Financial Report 23,252,604 1,162,630 24,415,234
U.S. Virgin Islands State Narrative Funds Request Financial Report Financial Report 600,000 n/a 600,000
Utah State Narrative Funds Request Financial Report Financial Report 4,111,052 205,553 4,316,605
Vermont State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000
Virginia State Narrative Funds Request Financial Report Financial Report 9,080,731 454,037 9,534,767
Washington State Narrative Funds Request Financial Report Financial Report 7,907,768 395,388 8,303,156
West Virginia State Narrative Funds Request Financial Report Financial Report 3,611,943 180,597 3,792,540
Wisconsin State Narrative Funds Request Financial Report Financial Report 6,978,318 348,916 7,327,234
Wyoming State Narrative Funds Request Financial Report Financial Report 3,000,000 150,000 3,150,000

On Friday, March 23, President Donald J. Trump signed the Consolidated Appropriations Act of 2018 (the Act) into law. The Act included $380 million in grants, made available to states to improve the administration of elections for Federal office, including to enhance technology and make election security improvements. The 2018 HAVA Election Security Fund, authorized under Title I Section 101 of the Help America Vote Act (HAVA) of 2002, marks the first new appropriations for HAVA grants since FY2010. This funding will provide states with additional resources to secure and improve election systems. Below is additional information about the grants.

"This FAQ is a living document and updated as new information becomes available. This was last updated on March 30, 2018."

HAVA Funds

2020 HAVA Security Funds

HAVA Funds

2020 HAVA Security Funds

The Consolidated Appropriations Act of 2020 provides $425 million to the U.S. Election Assistance Commission (EAC), as authorized under Title I Section 101 of the Help America Vote Act (HAVA) of 2002 (P.L. 107-252), to make grant payments to states using the voting age population formula described in Sections 101 of HAVA. A chart showing how much each state is being awarded can be found on the EAC website here

Awards will be made to the entities eligible to receive federal assistance under Title I of HAVA, which includes the 50 states, the District of Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, the U.S. Virgin Islands and the Commonwealth of the Northern Mariana Islands (herein referred to as “the states”). The states may re-grant/distribute funds to local election districts/offices at their discretion. 

Even with a $425 million appropriation, some states would receive under $3,000,000 based on the formula required under the law. As required, EAC ensures all states receive at least the minimum by a proportional re-distribution from large states to those below the minimum.

EAC will obligate the funds to the states in the Treasury system and issue grant award notification letters by mid to late January. The grant award letter will allow states to incur costs, effective December 21, 2019, the day after the Consolidated Appropriations Act was signed. Funds will be available for states to deposit in their state election accounts when they return a signed funding request letter and the required certifications and assurances. EAC will provide a template on the EAC website that states can use to meet the stipulations in the letter for accessing the funds.

States should request their funds immediately. Regardless of the disbursement date, states are authorized to incur costs against the grant as of December 21, 2019.

EAC has requested official opinions on the period of availability of the funds to the states from the Government Accountability Office and the Office of Management and Budget. The limit on availability may only apply to EAC. We expect answers to our request within the next few weeks and will keep states updated as we learn more.

The funds are available as formula, non-competitive grants. Similar to the 2018 process, states will be asked to submit a 2-3 page narrative overview of activities to be supported with the funds and a line item budget within about 90 days of receiving the Notice of Grant Award. Detailed guidance on development of the plans and budgets will be forthcoming and will include the deadline for submission of the narrative and budget. Note that the awards will be issued and funds available prior to receipt of the plan overview to expedite and support any needed expenditures ahead of the 2020 Elections. 

States are required to match 20 percent of the amount awarded and secure that amount within two years of receiving federal funds. They then have the full five years of the budget period to expend all of their match funds. States may either deposit matching funds in their state election accounts or track eligible funds/activities from their state and local general operating budgets to meet the match obligations. State and local funds used for match must be different from funds used to meet Maintenance of Effort or state match associated with HAVA Requirement Payments or the 2018 HAVA grants. American Samoa, Guam, the Northern Mariana Islands and the U.S. Virgin Islands are exempt from the match requirement. 

The Consolidated Appropriations Act of 2020 authorizes and appropriates the federal funds, titled “Election Security Grants” in the Act, and provides $425,000,000 to the Election Assistance Commission “to make payments to states for activities to improve the administration of elections for Federal office, including to enhance election technology and make election security improvements, as authorized under sections 101, 103, and 104 of [HAVA].” 

The accompanying Congressional joint explanatory statement states, “Consistent with the requirements of HAVA, states may use this funding to: 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; and fund other activities that will improve the security of elections for Federal office.” 

Consistent with provisions in HAVA Section 101, states have discretion upon expenditures within general categories. The use categories described in the Congressional joint explanatory statement are consistent with aspects of Section 101(b)(1)(A), (B), (D), and (F), among other potential uses. The EAC can answer specific questions about how the money may be utilized, and will be capturing questions from states and sharing the answers in updated versions of this FAQ document. 

The EAC is committed to making funds available as soon as feasibly possible. By releasing these funds quickly, it is hoped that the grants can have an immediate impact on the 2020 election cycle. How the funds will impact the 2020 elections will be entirely determined by how and at what pace states and localities deploy the federal resources. 

It should be noted that states’ expenditures of their remaining 2018 HAVA funds will also impact the 2020 elections. 

States must provide an annual standard Federal Financial Report and progress narrative for the period ending September 30, which is due by December 31 of the same year. 

Any HAVA funds still remaining at the state level should be tracked and reported separately from this new award. HAVA funds awarded prior to 2018 are available for use until expended and have no impact on the amount awarded for this grant program. 

No, these funds are not considered continuation funds and can’t be awarded in the same grant. Given the different matching requirement and longer budget period, we need to award the funds in a different grant. While the funds will be awarded in a separate grant and tracked and reported under a separate FFR, the activities could be very similar to activities supported under the 2018 grant. 

EAC recognizes that the grants will have similar activities. States have the option to expand the activities planned with the 2018 grant or decide to support different activities. Activities planned with limited 2018 funds, could be moved and supported under this 2020 grant. States can describe the expansions they will do in the program narrative and how those activities are distinguished from or represent expansion to the 2018 grant-funded activities. 

The funds are available under section 101 of HAVA and are considered grants. As such, states are required to follow grant requirements contained in the Code of Federal Regulations, 2 C.F.R. 200, and are subject to both programmatic and financial audits by EAC. The narrative will establish the programmatic objectives EAC will monitor over the course of the performance period. It also establishes the audit standards EAC and its Inspector General will use to ensure funds are spent according to the activities described in the program narrative and in compliance with the law. 

Yes, EAC understands that plans can change over a five-year period. Consult the EAC grants office if you need to revise plans and the budget in the future. 

They are due no later than April 27, 2020. 

States must use the funds for the activities described in the Consolidated Appropriations Act and approved by EAC in the state’s program narrative, due April 27, 2020. In addition, states must follow the Cost Principles in 2 C.F.R. 200 in determining the allowability of specific costs under the grant. Any equipment purchased under the grant must also meet HAVA requirements. 

In-kind contributions are costs covered by a third-party for eligible activities under the grant, e.g. costs for training approved as part of the grant activities and paid for by another agency. They can be used to meet the match requirements. Grantees must document these kinds of contributions. 

In-kind match is always a contribution by a third-party.  Expenditures that the state incurs through its own budget are cash match.  Expenditures the state incurs, regardless of whether they were formerly paid for with federal funds, can be counted as state match as long as they are expended for activities within the approved budget for the grant (allocable to the grant).  E.g. The grant budget and narrative indicate the 2020 funds will be spent for activities in support of post-election auditing and cyber security upgrades to the voter registration system.  Costs the state covers for those activities can be used as match on the grant. 

Match to the federal funds by the state or by counties can be counted as match.  Any match the state requires from local jurisdictions can be counted toward the overall required state match, not just toward the funds dedicated to that jurisdiction.

“Secure” means the state has identified how it will meet the match or has received an appropriation from the state legislature to meet the match.  States have the full five years of the grant to actually spend the identified funds to meet the matching requirement.

No, they are two separate grants and must be accounted for and reported to EAC separately.

Yes, the funds can be maintained in the same account as long as you can distinguish between revenue and expenditures for each grant separately.

If you want to claim indirect costs under the grant, you must submit an indirect cost rate proposal to EAC.  EAC will then work with the indirect cost unit at the Department of Health and Human Services to review and negotiate an agreement with the state.

Section 209 of HAVA states that EAC does not have the authority to issue any rule, promulgate any regulation, or take any other action which imposes any requirement on any state except to the extent permitted under a specific section of the National Voter Registration Act.  The regulations at 2 C.F.R. 200 are government-wide regulations for federal grants. They are not regulations issued or promulgated by EAC. EAC and its grantees are subject to these and other government-wide regulations.

Sections 107–110 of the C.F.R. describe Office of Management and Budget (OMB) and agency responsibilities related to reviewing and implementing the regulations in 2 C.F.R. 200.  They apply to EAC and its grantees.

Grantees must establish timekeeping practices for employees paid in part or in whole with federal funds or whose time is being allocated as match on the grant.  The regulations at 2 C.F.R. 200 section 430 (i), Standards for Documentation of Personnel Expenses, provide general guidance on timekeeping. They indicate that charges to grants for salaries and wages must be based on records that reflect the work performed, be supported by a system that provides reasonable assurance that the  charges are accurate and properly allocated to the grant, reflect the total activity of the staff person, not just the activity related to the grant, and be incorporated into the official records of the grantee.  

2018 HAVA Election Security Funds

The Consolidated Appropriations Act of 2018 provides $380 million to the U.S. Election Assistance Commission (EAC), as authorized under Title I Section 101 of the Help America Vote Act (HAVA) of 2002 (P.L. 107-252), to make grant payments to states using the voting age population formula described in Sections 101 and 103 of HAVA. A chart showing how much each state is being awarded can be found at /2018funding.

Awards will be made to the entities eligible to receive federal assistance under Title I of HAVA, which includes the 50 states, the District of Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa and the U.S. Virgin Islands (herein referred to as “the states”). The states may re-grant/distribute funds to local election districts/offices at their discretion.

EAC will obligate the funds to the states in the Treasury system and issue grant award notification letters by mid to late January. The grant award letter will allow states to incur costs, effective December 21, 2019, the day after the Consolidated Appropriations Act was signed. Funds will be available for states to deposit in their state election accounts when they return a signed funding request letter and the required certifications and assurances. EAC will provide a template on the EAC website that states can use to meet the stipulations in the letter for accessing the funds.

States should request their funds immediately. Regardless of the disbursement date, states are authorized to incur costs against the grant as of December 21, 2019.

The funds are available as formula, non-competitive grants. States will be asked to submit a 2-3 page narrative overview of activities to be supported with the funds and a line item budget within 90 days of receiving their Notice of Grant Awards. Detailed guidance on development of the plans and budgets will be forthcoming. Note that the awards will be issued and funds available for drawdown prior to receipt of the plan overview to expedite and support any needed expenditures ahead of the 2018 Election.

States are required to match 5 percent of these funds awarded within two years of receiving federal funds. States may either deposit matching funds in their state election accounts or track eligible funds/activities from their state and local general operating budgets to meet the match obligations. State and local funds used for match must be different from funds used to meet Maintenance of Effort or state match associated with HAVA Requirement Payments. American Samoa, Guam and the U.S. Virgin Islands are exempt from the match requirement.

Consistent with provisions in HAVA, states have discretion upon expenditures. The EAC can answer specific questions about how the money may be utilized, and will be capturing questions from states and sharing the answers in updated versions of this FAQ document. 

As a point of reference, the EAC is including along with these FAQs the section of the Consolidated Appropriations Act of 2018 that authorizes and appropriates the federal funds as well as pages 1 and 57 of “Division E – Financial Services and General Government Appropriations Act, 2018,” which is a joint explanatory statement that indicates congressional intent on how the funds may be spent. The joint explanatory language provides on page 57, that:

The bill provides $380,000,000 to the Election Assistance Commission to make payments to states for activities to improve the administration of elections for Federal office, including to enhance election technology and make election security improvements, as authorized under sections 101, 103, and 104 of the Help America Vote Act (HAVA) of 2002 (P.L. 107-252). Consistent with the requirements of HAVA, states may use this funding to

  1. Replace voting equipment that only records a voter's intent electronically with equipment that utilizes a voter verified paper record;
  2. Implement a post-election audit system that provides a high level of confidence in the accuracy of the final vote tally;
  3. Upgrade election­ related computer systems to address cyber vulnerabilities identified through Department of Homeland Security, or similar scans or assessments of, existing election systems;
  4. Facilitate cybersecurity training for the state chief election official's office and local election officials;
  5. Implement established cybersecurity best practices for election systems; and
  6. Fund other activities that will improve the security of elections for Federal office.

The EAC is committed to making funds available as soon as feasibly possible. By releasing these funds quickly, it is hoped that the grants can have an immediate impact on the 2018 election cycle. How the funds will impact the 2018 elections will be entirely determined by how and at what pace states and localities deploy the federal resources. 

States must provide an annual standard Federal Financial Report and program narrative for the period ending September 30, which is due by December 30 of the same year.

Any HAVA funds still remaining at the state level should be tracked and reported separately from this new award. HAVA funds disbursed in earlier years are available for use until expended and have no impact on the amount awarded for this grant program.

Yes. A quorum is not needed to distribute funds to states.

Yes, this is an allowable expenditure and EAC encourages states and localities to explore this type of expenditure as an immediate way to augment cyber capabilities already in place. 

The states have a great deal of flexibility in how they deploy the federal grant funds.  The Reserve category on the budget worksheets are for funds that have not yet been budgeted by the States. As needs or threats become apparent, the funds designated in Reserve will move to other categories on the budget worksheet.  

The EAC grant funds are disbursed by a voting-age population formula to the States. States have discretion as to if and how they make available funds to local election jurisdictions. Some states have chosen to issue funds by formula, others publish a list of reimbursable items while others allow counties to submit proposals and budgets to cover their needs. 

Allowable Costs for 2018 HAVA Funds

HAVA funds may be used to replace any voting equipment designated by the grantee or its sub-receipts to be at the end of its useful life. Equipment title holders should follow local and state rules for the disposition of sensitive equipment.

Travel and lodging are allowable costs under the grant. If the conference directly supports the mission/activities of the election jurisdiction sending the employee, then this would be an allowable expense.

The 2018 HAVA Election Security grant funds can be used for accessibility. Each state, and in some cases local jurisdictions if funds have been subgranted, have discretion on how the funds should be spent.  EAC encourages states to spend funds on accessibility.

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