FROM THE COVER
Expert Tips on Election Expense Reimbursement
Use the comptroller’ s form available at www. comptroller. alabama. gov / pages / county _ info. aspx
+ Make sure to use the version updated in 2016 Form DFC 37 Rev. 12 / 2016 Claim for Reimbursement of Election Expense
DEADLINES
September 30, 2018 – Eligible expenses from the following elections must be submitted by this date:
H Special General Election for U. S. Senate –
December 2017 H Primary Election – June 5, 2018 H Primary Runoff Election( if necessary) – July 17, 2018 H Any other special election( such as to fill a vacant legislative seat) – between October 1, 2017, and September 30, 2018 Reimbursement for election expenses is handled by fiscal year. Eligible expenses from the November 2018 General Election will be due September 30, 2019.
All dollar figures should be carried out to the penny. No rounding to the nearest dollar.
ABSENTEE ELECTION MANAGER
H
H
The absentee election manager must submit a signed attendance record on the comptroller ' s form. Absentee election managers must work every day during the 45-day period prior to an election to get paid for 45 days. If they do not work Saturdays, Sundays and / or holidays, then they do NOT get paid for those days. + The state does not reimburse for days not worked during the 45-day period.
ADVERTISING
The cost of election-related advertising required by state law is reimbursable. For each advertisement, provide an invoice, copy of the ad and copy of the cancelled check. This applies to the following ads:
• Voters List
• Supplemental Voters List
• Notice of Election
• Poll Worker and Poll Worker School List
• Notice of Testing of Voting Equipment
• Absentee Voting Deadlines
• Registration and Voting Aids for the Handicapped and Elderly
• Polling Place Changes
The state only reimburses counties for consumable supplies, such as, pens, pencils, staples, ink for voting machines, paper for voting lists, etc.
The state does NOT reimburse for calculators, carts, moving expenses, cell phone bills, election day support, software, logic and accuracy testing, maintenance of voting machines, food and drinks, or rental of tables, chairs, tents or polling places.
As a general rule, submit copies of both sides of paid / cancelled warrants. This is enforced strictly.
H If for any reason the check amount and invoice amount do not match, you should also submit a copy of the check stub so that it can be verified that the correct amount and invoice have been paid.
For inspector and poll worker compensation: H Copies of cancelled warrants are NOT necessary. H Submit a list with names, amount of per diem paid, check number and whether each individual served as an inspector or pollworker. Indicate any individuals who worked part time. Also indicate individuals who were not paid for attending poll worker school.
H Poll inspector mileage is not a reimbursable expense.
NICKEL A NAME
H The state reimburses for no more than 2 lists.
H The probate judge must provide a certified letter stating the number of voters on the list, total amount of payment sought and who received the list( i. e., absentee election manager).
REIMBURSEMENT RATES FOR ELIGIBLE EXPENSES
H 100 percent reimbursement on eligible expenses Available for elections involving state offices, federal offices and / or constitutional amendments affecting the state as a whole.( No local offices or amendments.)
H 50 percent reimbursement on eligible expenses Available for elections including state offices, federal offices and / or constitutional amendments affecting the state as a whole and also including local offices or amendments.
H 0 percent reimbursement on eligible expenses
Counties receive no reimbursement when there are only local races or issues on the ballot, which will typically be the case only in a local special election or a runoff election with only county candidates on the ballot.
Who can answer additional questions? Kim Butterbaugh, State Comptroller’ s Office,( 334) 242-7073, kimberly. butterbaugh @ comptroller. alabama. gov
Sources: Alabama Comptroller’ s Office,“ Alabama Election Handbook, 18 th ed.”
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