Both federal law and the Michigan Constitution require that, no later than 45 days before the election, clerks transmit ballots to military and overseas (MOVE) voters who have applied for ballots. The deadline to transmit ballots this year for the Nov. 4, Election is Sat., Sept. 20. This deadline always falls on a Saturday and requires strict compliance, meaning that, unlike other deadlines in the election law, the Saturday MOVE deadline does not get bumped back to Monday. You must transmit ballots by that Saturday. Beginning with this MOVE deadline, a MOVE voter who has requested electronic delivery will receive their ballot via the Electronic Delivery and Return Portal (EDARP). BOE will be available from 8 a.m. to 4 p.m. on Sat., Sept. 20, to assist clerks with questions about issuing MOVE ballots.
For a ballot to be sent electronically, at least one person in your jurisdiction must take the EDARP Access Training Module in eLearning, the ballots for that jurisdiction must be proofed in the EDARP system, and all absent voter ballot applications received from MOVE voters must be entered into QVF with the correct preferred delivery method by Sat., Sept. 20.
Please see the Sept. 12 News Update for more detailed information regarding the MOVE deadline.
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Beginning Tuesday, Sept. 30, clerks are required to collect election materials from each drop box in their jurisdiction every day that the clerk’s office is open for business. All ballots and applications collected from a drop box must be transported in an approved ballot container and must be returned to the clerk’s office without delay. This includes the collection of ballots and applications from any or all drop boxes in the jurisdiction.
Ballots and applications collected from a drop box that is not located on the grounds of the clerk’s office must be documented on a collection log. The collection log must document the name of the individual collecting ballots, the date, and the drop box location. BOE has placed a Drop Box Collection and Inspection Form Template in the eLearning Center. If you choose to create your own log, you need to ensure it collects the required information. All clerks should also take this opportunity to confirm that their drop box locations in QVF are up to date. The QVF entries for drop box locations are used to populate the clerk page at Michigan.gov/Vote, which voters use to identify drop box locations.
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Earlier this week we sent out a communication regarding an Election Security Tabletop Exercise (TTX).
We are seeking clerks to participate in an engaging, hands-on Election Official’s Tabletop Exercise (TTX) hosted by the BOE on Monday, Oct.13, 2025, in Muskegon.
This is the fourth and final event in our 2025 TTX schedule. These events are specifically designed for county and local election officials. The focus of these sessions has been on emergency response plan development and assessment. The exercise will feature participation from state and federal partners and address a wide range of electoral threats and challenges—ensuring our elections remain secure and resilient.
You can sign up by completing our registration form. Each participant must complete their own registration. You are also welcome to invite a colleague or two —someone from IT, Communications, Legal, or Law Enforcement—to provide a different perspective or bring another staff member.
While the format and content are consistent across all of the events, each experience is different and brings unique perspectives and ideas.
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In addition to the TTXs, you may also register in eLearning for our final 2025 Election Security Workshop, to be held virtually Dec. 3 from 10 a.m. until 12 p.m.
The Notice of Registration for the November election must be posted in a newspaper of general circulation by Monday, Oct. 6. A Sample Notice of Registration is available on the eLearning Center. Review the Election Officials’ Manual Chapter 17 Election Preparation, Post-Election Duties and Reporting Requirements for full requirements.
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Clerks coordinating an early voting region (for either single-municipality, municipal, or county agreements) should establish early voting regions and sites in the “Early Voting” module under “Elections” in QVF by Oct 6. While this date is not set in statute, clerks are required to ensure that BOE has the information necessary to include the locations, days, and hours of operation for each early voting site on Michigan.gov/Vote. It is strongly recommended that clerks enter this information at the same time they are entering their weekend hours and satellite office information (if applicable). |
BOE has received questions regarding the need to set up Voter Assist Terminals (VATs) during the in-person absentee ballot voting period.
The VAT requirement stems from both state and federal law. The Michigan Constitution guarantees all voters the right to vote an absentee ballot in person at the clerk’s office during the 40 days leading up to the election. Meanwhile, Title II of the Americans with Disabilities Act (ADA) applies to all state and local governments and requires that they provide individuals with disabilities an equal opportunity to participate in all services, including voting.
As explained by the Department of Justice, Civil Rights Division:
Title II covers all activities of State and local governments regardless of the government entity’s size or receipt of Federal funding. Title II requires that State and local governments give people with disabilities an equal opportunity to benefit from all of their programs, services, and activities (e.g. public education, employment, transportation, recreation, health care, social services, courts, voting, and town meetings)…. Public entities are not required to take actions that would result in undue financial and administrative burdens. They are required to make reasonable modifications to policies, practices, and procedures where necessary to avoid discrimination, unless they can demonstrate that doing so would fundamentally alter the nature of the service, program, or activity being provided.
Where clerks have access to a VAT, it can be used as a reasonable modification to the in-person absentee voting process. To satisfy the requirement for a reasonable accommodation when voting, the VAT must be set up in the clerk’s office or at the polling place without any barriers preventing access to it. VATs are available for anyone to use, but they provide voters with disabilities the freedom to cast their ballot in the same manner as any other voter. If you have questions or concerns about accessibility, please reach out to the Ombudsperson for Accessible Elections at ADAVoting@Michigan.gov.
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Oct. 7 - Jurisdictions with an established absent voter counting board intending to process or tabulate AV ballots before Election Day must submit written notice to the Secretary of State by completing the Early Tabulation Declaration form in eLearning.
Oct. 17 - Deadline to post notice on website (if available) and in clerk's office of the location, dates, hours, and number of election inspectors for AV counting place if processing and tabulating AV ballots before Election Day.
Oct. 24 - Deadline for clerks processing and tabulating AV ballots before Election Day to post revised notice of location, dates, hours, or number of election inspectors if needed.
Oct. 27 - Cities or townships with a population of at least 5,000 may begin processing and tabulating AV ballots.
Nov. 3 - Any city or township may begin processing and tabulating AV ballots.
For processing instructions, see the “Early Absent Voter Ballot Processing and Tabulating Guide” in the eLearning Center.
Sat., Sept. 20:
- Deadline for clerks to electronically transmit or mail (as requested) an absent voter ballot to each absent UOCAVA (uniformed services or overseas) voter who applied for an absent voter ballot 45 days or more before the election (MOVE deadline).
- Deadline for county clerks to deliver absent voter ballots for the November Election to local clerks.
- Beginning of period during which clerk must make reasonable effort to verify or reject AV ballot application or AV ballot return envelope by the end of the business day after the application or envelope is received.
- County clerk must provide each municipal clerk or early voting site coordinator with programming for electronic voting equipment to be used at early voting site, if early voting is taking place.
Thurs., Sept. 25:
- Absent voter ballots must be available for issuance to voters.
- Beginning of period secure drop boxes must be accessible 24 hours each day (until 8 p.m. on Election Day).
Tues., Sept. 30:
- Beginning of period of required daily collection of election materials from AV drop boxes on each day clerk’s office is open.
Mon., Oct. 6:
- Deadline for clerk to post and enter into QVF the hours the clerk’s office will be open on the Saturday or Sunday or both immediately before the election to issue and receive absent voter ballots.
- Deadline for clerk to post and enter into QVF any additional locations and hours that clerk will be available to issue and receive absent voter ballots, if applicable.
- Deadline for notice of days and hours for voter registration at clerk's office to be published in the newspaper. Notice may also be posted in at least two conspicuous places in each precinct. Notice must include offices and proposals that will be on the ballot.
- Beginning of optional early voting period.
Anyone who was unable to attend the virtual EDARP training that was offered Sept. 17 can take the EDARP Access Training Module available in eLearning. Access to EDARP will not be provided to each individual until the training is completed.
In preparation for the Nov. 4, Election, the BOE Training Team will be offering 30–45 minute lunchtime virtual sessions on specialized election administration tasks. This series features a number of new topics not featured in previous Training Tidbit series. The sessions currently planned for this round of Training Tidbits are as follows:
Recordings will be made available in the Elections eLearning Center following each session. Sign-ups for these sessions are available in the Elections eLearning center.
All clerks must report the hours the clerk's office will be open for absentee voting the Saturday and/or Sunday prior to the Nov. 4 Election. The Michigan Election Law requires the clerk's office to maintain a minimum of eight hours over those two days. These office hours may be split between Saturday and Sunday or held on one day. This information must be entered into QVF no later than Monday, Oct. 6. This information also must be posted with other township or city postings in a central location. To enter this information into QVF: Select “Elections,” from there, select “Jurisdiction hours,” select your jurisdiction, select the current election, and enter your Business and Pre-Election Weekend Hours and add any additional registration locations using the “additional registration” button if needed. Select “Save” before exiting.
See the QVF Manual Chapter 11 - Clerk Contacts for further instructions. When you enter this information into QVF, voters will see it under the Election Information “Your Clerk” tab on the Michigan Voter Information Center at Michigan.gov/Vote.
On Sept. 11, 2025, the Michigan Department of State’s (MDOS) Electronic Return of Absent Voter Ballots by Eligible Voters ruleset took effect. The rules provide the high-level process by which MOVE voters can receive and/or return their ballot using the new Electronic Delivery and Return Portal (EDARP), beginning with the Sept. 20 MOVE deadline.
Public Act 197 of 2022 and Public Act 193 of 2023 required MDOS to promulgate rules and establish policies and procedures for the electronic return of voted ballots by eligible military members and Merchant Marines. The public acts, along with the rules, allow members of the military to return their completed ballots electronically, verifying their identity using a Department of Defense “verified electronic signature”— in other words, the number associated with their Common Access Card (CAC) issued by the DoD.
Under the rules, a non-military MOVE voter who has chosen to receive their ballot electronically will also receive their ballot via the portal, after creating an account in MiLogin for Citizens.
Information about EDARP has been conveyed to MOVE voters, and training for clerks is ongoing (refer to Electronic Delivery and Return Portal (EDARP) Training article in this News Update).
Under the Michigan Constitution, AV ballots must be available to all voters by the 40th day prior to the election, which is Thursday, Sept. 25. Beginning that day, clerks should be issuing ballots over the counter and processing ballots for voters who requested a ballot by mail.
BOE also understands that sometimes jurisdictions do not have ballots by the 40th day for reasons beyond their control, such as the need to reprint ballots or litigation. If you do not have ballots by Sept. 25, you should post a notice in your office and on your webpage and through social media accounts if you have them. The notice should indicate the date ballots will be available (if that date has been provided to you). Additionally, you should prepare for processing and issuing ballots as soon as you receive them.
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Year-end county postage reimbursement: The claim form can be used to submit requests for reimbursement of postage incurred by counties mailing voter registration forms to their local jurisdictions received from the Secretary of State. This reimbursement program does not cover the handling of Mail-In Voter Registration Application forms, absent voter ballots or ballot applications. This reimbursement claim period will close Oct. 2, 2025. |
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