Funding Procedure for Primary & Runoff Elections 2016 Primary

Funding Procedure for Primary & Runoff Elections 2016 Primary

NOTE: This information and process is subject to change. The steps, rules, limits, and regulations issued at the SOS Training for County Chairs in Austin on October 9 th will govern.

Who Pays? Three Sources of Funds State of Texas Distributed by Secretary of State (SOS), Elections Division From RPT Filing fees from multi county districts Filing Fees from local candidates Deposit all of these funds into your Primary Election Bank Account. Do not comingle any other funds in this account. Simplify your Bookkeeping Have your accounts (paper or electronic) correspond to those on the SOS form for your final report.

Primary Cost Estimate Must be completed ONLINE January 19 th Deadline to submit itemized cost estimate & request for state funds (sec. 173.081 (c)2)) Use the same username & password on SOS website as used to enter candidate data. Cost Estimation Considerations o Number of Election Day polling places: Individual polling locations May consolidate precincts IF all precincts have same territory for Commissioner or Justice of the Peace Precincts, Congressional Districts, State Senate Districts, State House Districts, State Board of Education Districts. Vote Centers

SOS Funding Guidelines SOS may adopt rules limiting costs up to 45 days prior to the primary election. Administrative costs chargeable to the primary fund are items such as: Office rental Administrative personnel (see SOS caps/guidelines) Telephone and Utilities Office supplies Election law books Computer (if one was not purchased for 2014 Primary) Other miscellaneous expenses Check with SOS for permission if there is any question about an expense.

General Primary Cost Estimate Check from the State Comptroller is issued for 75% of the estimated costs. Method of Payment: Preferred payment is direct deposit (otherwise a check will be mailed to County Chair.) County Population less than 100,000 - will receive all payments. County Population more than 100,000 county may opt to receive direct payment for contracted services. County chair should review those charges prior to county submitting to SOS. Balance of expenses will be issued once actual costs are determined at the end of the election.

SOS Funding Guidelines Administrative Costs may be capped so pay attention to the limits set by SOS! Other Cost Considerations: Election Supplies including voting systems rental, Judges election kits, ballot printing, etc. Wages for Election Judges and Clerks Wages for members of the Early Voting Ballot Board Possible rental of polling places Public buildings CANNOT charge you rent but may require for a fee for security and/or janitorial services. Reasonable Administrative Costs: Payroll for Primary Administrator (if you hired one) Lease Costs (must be approved by SOS; can be a portion of HQ.) Postage expenses such as for Judge appointment letters and contracting letters for polling sites

Primary Runoff Election Funding If your county has a Primary Runoff you will need to submit another itemized cost estimate online to SOS. Runoff may be only for statewide or multi-county candidates but your county will still have to hold that runoff. Use the same your username & password on SOS website as used to enter candidate data. Considerations when estimating cost: Number of Election Day polling places (normally much fewer than for Primary itself) Individual Polling Locations Consolidate Precincts (same rules apply) Vote Centers

Submitting Final Expenses Submit final expenses for SOS Funding by June 23 rd Must submit online. Include: Itemized list of the actual expenses incurred in holding the Primary election and any Runoff Amount of revenue deposited into the Primary Fund From all three sources: SOS Estimate Payments Multi County filing fees sent out by RPT Local Candidate Filing Fees o Balance of Primary Fund

Submitting Final Expenses Don t forget!!! To save and include copies of ALL RECEIPTS, INVOICES, CONTRACTS, etc. which need to be submitted to SOS when final costs are reported. If there will be legal expenses due to lawsuits, etc., contact SOS immediately. Your County Chairman Compensation. CANNOT be paid from the Primary Fund until the final cost report has been approved by SOS.

Surplus or Deficit Funds Surplus Funds must return to SOS by July 1 st. o ALL FINAL REPORTING REQUIREMENTS MUST BE COMPLETED BY THAT TIME. If you still have more than the minimum balance required to keep the account open, you should check with SOS Election Funds Management Division (EFM) to complete any final tasks and submit the surplus funds back to the state. Don t forget to pay yourself first! SOS will have an approved amount Once you submit the surplus funds back there is no way to pay your unpaid bills and county chair compensation!! Account balance should be only the minimum required by the bank to keep the account open and active.