Entering Budget Information Instructions
Here are the steps to entering line items:
STEP 1 – Log into https://hava.tamu.edu using the judge’s user ID and password.
STEP 2 – On the left side of the screen you’ll see the various funding areas. Underneath the County Education Fund/ General HAVA Compliance (depending on the funding source you are applying from), click on Request Grant Adjustment.
STEP 3 – Once in the budget form, scroll to the next available blank line.
STEP 4 – Select from the dropdown menu under the Budget Category column (travel, equipment, contractual etc.).
STEP 5 – Enter the description of the new line item within the Description field.
STEP 6 – Enter a vendor discount if applicable within the Vendor Discount column.
STEP 7 – Enter the total cost in the Cost field. (If applying for General HAVA Compliance– refers to the Grant Activities instructions prior to clicking on submit).
STEP 8 – Scroll to the bottom of the form and click Submit.
Troubleshooting budget adjustment submission(s):
Don’t see the option to submit a budget adjustment.
- Need to log on as county judge to have the option to view and submit a budget adjustment.
- Grant is not budget mode. The grant can only be in 1 mode at a time – either budget mode waiting for approval or reimbursement mode waiting for approval. Check the status report or at the bottom of the budget application page click on the “Approval Status” button which will provide you a history log of the grant.
- Status report or Approval Status view/ history log shows “GA In Progress” which means the budget application was saved and not submitted to SOS for approval. The county will have to log back on and submit the budget for SOS review.
General HAVA Compliance – Entering Grant Activities
STEP 1 – After the budget has been entered, click the check box to the left of each sub-purpose area title in the “Grant Activities” section below the budget. The county may select one, two, three, or all four sub-purpose areas.
STEP 2 – Enter a brief description of the activities that will be charged to the grant for each sub-purpose area selected in STEP 1 making sure to follow these basic guidelines:
- Upgrading Voting Systems – Enter a brief description of the equipment to be charged to the grant that will be used to upgrade the county’s voting equipment to be HAVA compliant. For example, if the county intends to create a hybrid system consisting of non-accessible DREs or optical scan machines to be used with accessible voting systems in each polling place, provide a description of the equipment and how the system will work.
- Acquiring Accessible Voting Systems – Enter a brief description of accessible voting equipment (i.e., accessible DREs) to be charged to the county’s General HAVA Compliance allotment of funding.
- Voter Education – Enter a brief description of the activities to be charged to the grant and how those activities are related to the Voter Education Curriculum described in Sections 6.2.3 and 6.2.4 in the grant award agreement.
- Election Worker Training – Enter a brief description of the activities to be charged to the grant and how those activities are related to the Election Worker Education Curriculum described in Section 6.2.5 in the grant award agreement.
- TEAM Compliance – Enter a brief description of the activities to be charged to the grant and how those activities are related to the Election Worker Education Curriculum described in Section 6.2.6 and 6.2.7 in the grant award agreement.
- Military Overseas Voters Empowerment (MOVE) Act – Enter a brief description of the activities to be charged to the grant and how those activities are related to the Election Worker Education Curriculum described in Section 6.2.8 in the grant award agreement.
STEP 3 – To the right of the description for each sub-purpose area selected by the county, enter the projected amount to be charged to the General HAVA Compliance allotment of funding. (Note, the total of the sub-purpose areas must equal the total budgeted amount entered in the budget detail section.)