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State of Ohio - Controlling Board Request
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
Status:  Approved
Meeting Date:  6/15/2020


Secretary of State's Office

Secretary of State's Office

Authorization Requested Pursuant
to Revised Code Section 131.35
Increase Appropriation Authority
Create a New Fund
Establish Appropriation Authority
Fiscal Year(s)
Bill No.
H.B. 166

Line Item
Line Item Name
FYCurrent Appropriation AmountAmount of Increase or New Fund Total
Appropriation Amount
3AS0 050616 Help America Vote Act 2020

Frank LaRose 06/15/2020
Agency Director or Authorized Agent On The Date Of
05/22/2020 W. Fletch Zimpher
Date Controlling Board President/OBM Director
Name:  Deckard Stanger Title:  Chief Financial Officer
Phone:  (614) 995 - 5999 Fax:  E-Mail:
  The Secretary of State's Office respectfully requests Controlling Board approval to increase appropriation authority in the amount of $12,861,311.00 for FY 2020, in Fund 3AS0, ALI 050616 (Help America Vote Act) to support eligible costs related to implementing the 2020 election cycle.  
  In April 2020, the U.S. Election Assistance Commission (EAC) notified the Ohio Secretary of State's Office (SOS) that $12,800,802 will be made available to SOS as Ohio's share of the $400 million provided in the CARES Act for states to respond to the coronavirus in the 2020 election cycle. In late April, EAC made an additional $60,509 in CARES grant funding available.

The Secretary of State's Office intends to use these funds to support eligible costs related to implementing the 2020 election cycle as identified by the County boards of elections and prescribed by the General Assembly. To further support County boards of elections SOS will also use CARES dollars to reimburse counties to procure equipment, personnel and supplies necessary to carry out a safe and secure election.

CARES funding will also be used to support County boards of elections in ensuring that in-person voting is held in safe, secure, and healthy environments during the General Election. This includes securing polling locations and providing PPE and cleaning supplies for polling locations. PPE and sanitizing supplies will also be purchased for SOS employees to ensure a healthy and safe environment for the continuity of operations.

The SOS will use a portion of these funds to pay the cost of printing and mailing unsolicited applications for absent voter's ballots under R.C. 3501.05 for the general election to be held November 3, 2020. While section 395.20 of HB 166 permits the Controlling Board to approve a cash transfer from the Controlling Board Emergency Purposes Fund for this purpose, it is necessary to use CARES funding instead due to the need to direct Emergency Purpose Fund dollars to more emergent matters.

The unobligated portion of the federal share as of December 31, 2020 must be returned to the Federal Treasury. This grant requires a 20% state match, totaling $2,572,262, which will be satisfied by appropriations contained in HB 197.

These CARES grant funds are immediately available for use.
Attachments Controlling Board Request No.: SOS0100082
Attachment TypeAttachment Description
Other CARES Act Certification of Use of Funds
Other 2020 CARES Act HAVA award letter

Fund/Appropriation Request 
Required Information
Controlling Board Request No.: SOS0100082
1. Identify the source of additional revenue (e.g., increase in fee, increase in state or federal grants, etc.).
  These funds were authorized by the U.S. Congress under the Coronavirus Aid, Relief and Economic Security (CARES) Act (Public Law 116-136).
2. If applicable, explain why creating and/or increasing a new fund and/or line item is more appropriate than depositing the revenue into an existing fund and increasing the appropriation authority of an existing line item.
Time line: Has the revenue been received? Yes
Provide the receipt date of the revenue. 4/17/2020
4. For federal funds only, provide the following information:
a. Grant identification number from the Catalog of Federal Domestic Assistance: 90.404
b. Amount of state matching funds required: $2,572,262.00
c. Source (appropriation line item) of that match: 050627
d. Statutory or executive authority for participation in the program:
Federal prescribing legal authority - Section 101 of Help America Vote Act of 2002 (HAVA) and provided for in the Coronavirus Aid, Relief and Economic Security (CARES) Act. Ohio prescribing legal authority - Ohio Revised Code Section 111.28 (A).
  Include a brief summary of the text or a copy of the reference.  
  (A) There is hereby created in the state treasury the help America vote act (HAVA) fund. All moneys received by the secretary of state from the United States election assistance commission shall be credited to the fund. The secretary of state shall use the moneys credited to the fund for activities conducted pursuant to the Help America Vote Act of 2002, Pub. L. No. 107-252, 116 Stat. 1666. All investment earnings of the fund shall be credited to the fund.
5. How will the additional appropriation and/or cash be used?
  Pursuant to the Notice of Grant Award, the grant shall be used to prevent, prepare for, and respond to coronavirus for the 2020 Federal election cycle.
  Provide the following information below relative to this budgetary adjustment. NOTE: If a new fund and new appropriation authority are being requested, the "Current" and "Requested" columns are not required.
Account Category Account Category Description Current Appropriation Authority Requested Increase in Appropriation Total Appropriation Authority
500   Personal Services - Payroll   $0.00   $0.00   $0.00
510   Purchases Personal Services and Others   $3,800,000.00   $0.00   $3,800,000.00
520   Supplies and Maintenance   $10,081,006.91   $6,430,656.00   $16,511,662.91
530   Equipment   $1,000,000.00   $0.00   $1,000,000.00
550   Subsidies and Shared Revenue   $10,809,483.23   $6,430,655.00   $17,240,138.23
570   Capital Items   $0.00   $0.00   $0.00
590   Judgements, Settlements and Bonds   $0.00   $0.00   $0.00
Other   Other   $0.00   $0.00   $0.00
Total: $25,690,490.14 $12,861,311.00 $38,551,801.14
6. For each additional amount shown in the table, provide a short description of what the dollars will be used to accomplish. For example, if increasing a subsidy account category, provide detail on the added recipients or the allocation formula for distribution of moneys. For Account Category 500, respond to specific questions in number 9 below.
Account Category Short Description
520 Purchases related to security improvements and coronavirus preparation and response
550 Subsidies to County Boards of Election
7. Will this transfer be used to maintain current service levels, expand an existing program or activity, or begin a new program? Explain.
  This will expand an existing program, Election Reform, to prevent, prepare for, and respond to coronavirus for the 2020 Federal election cycle.
8. Based upon the response to number 7, explain how these services or programs would have been funded if this
additional funding were not available.
  Most costs subsidized by this funding would instead be paid from state and county operating funds.
9. Account Category 500-Personal Services:
a. Explain why changes are being requested in the personal services account category 500.
b. How many existing staff are being affected by this transfer? 0
What appropriation line item are they currently being paid?  N/A
c. How would these existing staff have been affected if these additional funds were not available?
d. Will new staff be hired as a result of the additional funds?  No
10.  List any other transfers involving these appropriation line items and/or cash approved by the Controlling Board in the current biennium, including the date and requested amount of the adjustment(s).
ALITransfer DateTransfer AmountCBR Number