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 .”
COUNTY COMMISSION | 31