MASS EMAIL (CC/EA): 2025 HAVA Election Security Subgrants

TO:  County Election Officials

FROM: The Elections Division

SUBJECT: 2025 HAVA Election Security Subgrants

DATE: June 18, 2025

Dear Election Officials,

Below are Questions and Answers in response to the 2025 Election Security HAVA Subgrants:

• Where is the Webinar and Presentation from June 5?
  • Answer: It is available on the Training and Educational Resources page of the SOS website.
• Is there documentation I can present to Commissioners Court?
  • Answer: See 2025 ES Terms and Conditions.
• Is there a resolution template?
  • Answer:  The required language is included in the first page of the attached 2025 ES Terms and Conditions.
• How is the 20% match calculated?
  • Answer: It is 20% multiplied against the federal amount.  For instance, if the county is requesting $10,000 in federal funding, the county must spend $2,000 in matching funds.  Hint: to calculate the correct match amount and you know the federal amount you want to request, simply multiply the federal amount by 20% ($10,000 fed x .2 = $2,000 match for a total of $12,000).  However, if you know the total expenditure(s) and want to request federal funds accordingly, multiply the total amount by 0.833333333333333 ($12,000 total x 0.833333333333333 = $10,000 fed).
• Can Chapter 19 be used as match?
  • Answer: Yes, if it is used for a Chapter 19 eligible item.  At the time of reimbursement, you’ll make your request thru Chapter 19 as normal and report the amount when you drawdown the federal funds.  For example, if you purchase something for $12,000, you’ll request $2000 in the Chapter 19 system.  In the HAVA system, you’ll request $10,000 and report $2000 in matching funds for a total of $12,000.  After the awards are made, more information about making reimbursement requests will be made available.
• What about purchases that have already been made, i.e., retroactive payments?
  • Answer: In limited circumstances, it will be allowed.  Specifically, the county will need to demonstrate it was an unbudgeted expenditure in response to an election improvement security need (see question and answer below on general eligibility).
• Generally speaking, what qualifies as an eligible expenditure?
  • Answer: Expenditures need to improve and enhance the efficiency and security of elections to be eligible.  Most importantly, it needs to be allowable, reasonable and necessary.  The county will need to assess and determine what is most reasonable and necessary.  Below are some examples of allowable activities -
    • Improving voting equipment and technology: This includes upgrading voting systems, enhancing their accessibility, and ensuring they meet federal standards as well as other technology to support the election process, such as electronic pollbooks.
    • Strengthening cybersecurity and physical security: Investing in measures to protect election systems and infrastructure from threats.
• How do I access the grant system?
  • Answer: https://emr.sos.texas.gov/Account/login
    • From the login page of the Elections Management and Reporting System, select the link ‘Register as a new user’ if it is your initial setup.
    • If you are already registered in the system, but have forgotten your password, select the link ‘Forgot your password?’ to reset your password.
    • If you receive an error message stating your email address is not pre–registered with the Secretary of State when attempting to register as a new user, please contact the Election Funds Management staff at EFMAdmin@sos.texas.gov, and we will assist you in creating an account.

Thank you,

EFM Team

Office of the Texas Secretary of State

1019 Brazos Street | Rudder Building | Austin, Texas 78701 | 1.800.252.VOTE (8683)

EFMAdmin@sos.texas.gov | www.sos.texas.gov    

The information contained in this email is intended to provide advice and assistance in election matters per §31.004 of the Texas Election Code.  It is not intended to serve as a legal opinion for any matter.  Please review the law yourself, and consult with an attorney when your legal rights are involved.

If you have any questions regarding this e-mail, please e-mail elections@sos.texas.gov