Word Format of Instrument

U.S. Election Assistance Commission
Progress Report (EAC-PR)
1. State or Territory:

2. Grant Agreement Number (from NGA):

3. Grant:

4. Report:

 251

 Semi-Annual (Oct 1 – March 31)

 101

 Election Security
 CARES

 Other _______________________________

 Annual (Oct 1 – Sept 30)

 Final Report (Start of Grant - End)

 Other (Use for CARES) _______________________________

5. Reporting Period (e.g. 10/01/XXXX – 3/31XXXX):
6. DUNS/UEI Number:

7. EIN:

8. Recipient Organization (Name and complete address, including ZIP code):
9. Progress Narrative (attach progress narrative as instructed by EAC):

10. Certification: I certify to the best of my knowledge and belief that this report is correct and
complete and that all expenditures and unliquidated obligations are for the purposes set forth in
the Help America Vote Act.
11. Typed or Printed Name and Title

14. Signature of Authorized Certifying Official

12. Phone (Area code, number and
extension):
13. Email:

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U.S. Election Assistance Commission
Progress Report Data Elements Instructions

U.S. Election Assistance Commission Performance Progress Report – Cover Page
Data Elements Instructions
1
State or Territory
Enter the name of the state or territory who received
the gran and is submitting this report.
2
Grant Agreement Number
Identify the grant agreement number from your notice
(from NGA)
of grant award.
Grant
Identify the specific grant discussed in this report.
Choose only one. Submit a separate report for each
grant.
3
Report
Select only one. The frequency of required reporting is
usually established in the award document. "Other"
may be used when more frequent reporting is
required for high-risk grantees, as specified in 0MB
Circular A-110. Use Other for CARES reporting, 251
and 101 grants.
4
Reporting Period
Enter the start and end date of the reporting period.
5
DUNS
Enter the recipient organization's Data Universal
Numbering System (DUNS) number or System for
Award Management (SAM) extended DUNS Number.
6
EIN
Enter the recipient organization's Employer
Identification Number (EIN) provided by the Internal
Revenue Services.
7
Recipient Organization
Enter the name of recipient organization and address,
including zip code.
8
Progress Narrative
Respond to progress narrative as instructed by the
awarding Federal agency.
9
Certification
Complete 9-13 to complete certification of the
statement.
10
Typed or Printed Name and
Name and Title of the authorized certifying official of
Title
the recipient.
11
Phone
Enter authorized official's phone number.
12
Email
Enter authorized official's email address.
13
Signature of Authorized
Original signature of the recipient's authorizing
Certifying Official
official.

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U.S. ELECTION ASSISTANCE REPORTING GUIDANCE FOR GRANTS
To view the requirements for reporting, refer to the Notice of Grant Agreement. The narrative will
establish the programmatic objectives EAC will monitor over the course of the performance period.

REPORTING INTERVALS FOR HAVA ELECTION SECURITY, OTHER 101, AND 251 GRANTS

Reports are due semi-annually until all funds and interest are disbursed. The mid-year report
covers October 1 – March 31 and is due by April 30. The annual report covers the 12-month period
from October 1 – September 30 and is due by December 29. The final progress report is due 90 days
after all funds under the grant have been expended, including federal, state, program income and
interest.
ADDITIONAL REPORTING INTERVALS FOR 2020 HAVA CARES GRANTS

Within 20 days of each election in the 2020 Federal election cycle in that State, a PR that includes a
full accounting of the State’s uses of the payment and an explanation of how such uses allowed the
State to prevent, prepare for, and respond to coronavirus must be submitted to EAC.
SUBMITTING REPORTS

Reports should be completed in the appropriate electronic format. Grantees that do not have the
technological capability to submit electronic files, or have report content that cannot be submitted
electronically, should make alternate arrangements with EAC.
PROGRESS REPORT FORMAT
BACKGROUND

Include a description of the landscape of the current needs of your state with regard to improving
federal elections as related to your State Plan or Program Narrative.

PROGRESS DURING REPORTING PERIOD

Reports due for the period ending March 31 should describe the activities of the six-month period
and reports due for the period ending September 30 should cover the previous 12-month period.
Describe in detail what happened during this reporting period and explain how you implemented
the approved grant activities. Provide a timeline and description of your project activities. If there
have been significant changes to your program during the course of the project, or if the project was
implemented differently than described in your original State Plan or Program Narrative, please
describe those changes here. Were there any favorable developments which enabled meeting time
schedules and objectives sooner or at less cost than anticipated or producing more or different
beneficial results than originally planned? Please describe those, if applicable.
ADDITIONAL REPORTING FOR 251 REQUIREMENT PAYMENTS GRANT

Section 254 of HAVA requires grantees to report on the number and type of articles of voting
equipment obtained with the funds. Provide this information in your progress report or state that
you did not purchase any articles of voting equipment during this period. Include the amount
expended on the expenditure table.

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ADDITIONAL REPORTING FOR 2020 HAVA CARES GRANTS
The CARES Act requires states to submit a report after each primary and general election that
includes a “full accounting of the State’s uses of the payment and an explanation of how such uses
allowed the State to prevent, prepare for, and respond to coronavirus.” Please provide a narrative
report that describes how you used the funds to address the pandemic, the challenges you faced in
responding to it and how you are meeting the state match requirement. Describe the major issues
you faced in dealing with the pandemic in the election cycle and how you made funds available to
local jurisdictions. Complete the cost table below describing your major expenditures under the
grant.

Include the table of expenditures with cumulative expenditures for the reporting period. A table for
the associated category of funding – 251, 101 will populate once you select which report you are
submitting. See example of the requested table at the end of the guide. Add additional cost areas as
needed that do not fit into the other categories.
PROBLEMS ENCOUNTERED

Describe any and all major issues that arose during the implementation of the project. The
reasons why established goals were not met, if appropriate. Address each issue separately
in its own section, and describe whether and how the issues were resolved. Also, briefly
discuss the implications of any unresolved issues or concerns.
What would you do differently if you were starting this project again?

Knowing the types of difficulties you encountered and how you resolved them will guide us
in offering technical assistance to other states.
UPCOMING ACTIVITIES

Provide a timeline and description of upcoming project activities.
FINAL NARRATIVE REPORT

The final report is your opportunity to share the significant features of your project and present
information about the results your project achieved.
The document should be written as if the reader has no previous knowledge of your project’s
activities.
The report should cover the entire period of performance.

It must review and highlight all activities that occurred during the implementation of the project,
including an assessment of your performance.
EAC would like to share the final reports with all states.

Include the table of expenditures with cumulative expenditures for the entire project period.
CONCLUSIONS AND RECOMMENDATIONS (FINAL ONLY)

Summarize your entire project and the lessons learned during its implementation.

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Include a review of your successes and suggest ways that your experience may be helpful to others.
Write an assessment of how your project has impacted the problems you were trying to solve.

Were there unexpected benefits? Shortfalls? What about your state experience can be helpful to
other states? Did you make permanent changes to your processes?
CERTIFICATION

The EAC-PR form must be signed by an authorized individual.
CHANGES TO STATE PLAN OR BUDGET

EAC understands that plans can change over the life of a grant. Consult the EAC grants office if you
need to revise plans and the budget in the future. For example, if the approved grant budget
currently only includes costs associated with post-election auditing, you cannot allocate costs
related to printing additional ballots to the grant. However, you can request a budget amendment
from EAC to include costs related to voting systems and, thus, printing ballots. The EAC will work to
approve such budget amendments within 48 hours.
EXTENSION

Extensions must be approved by EAC and requests must be made in advance of the reporting
deadline.

Sample Table of Eligible Activities and Costs in Reporting Period

(This is just an example and not an exhaustive list. A separate table and report is required per
grant.)

DESCRIPTION OF ELIGIBLE ACTIVITIES
Voting Equipment: Including replacing voting equipment that only
records a voter's intent electronically with equipment that utilizes a voter
verified paper record; and improving, modifying, and replacing systems
and technology for costing and counting votes

Amount Expended and
Unliquidated
Obligations
Current Period

Federal

Match*

Post-Election Auditing: Implement/conduct a post-election audit
system that provides a high level of confidence in the accuracy of the final
vote tally
Voter Registration Systems

Cyber Security: Including implementing established cybersecurity best
practices for election systems; upgrading computer systems to address
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cyber vulnerabilities identified by the Department of Homeland Security or
other similar scans or assessments.

Communications: Including educating voters about voting procedures,
voting rights, voting technology
Establish toll-free hotlines to report voter fraud/violations to report voting
irregularities and to obtain election information;
Accessibility-related services: Including improving accessibility and
quantity of polling places
Train election officials, poll workers, and election volunteers

HAVA CARES Activities

Voting Processes, including additional costs for printing and mailing
ballots, ballot tracking software, high speed scanners and letter opening
equipment, mail drop boxes, hardware and software associated with
signature comparison of returned ballots

Staffing: Additional poll workers, election office staff diverted to
pandemic response, temporary staff, overtime salary and benefit costs for
elections staff and poll workers
Security and Training: Security for additional absentee or mail dropboxes, pre- and post-election cleaning of polling places, staff and poll
worker training on prevention processes

Communications: Notifying public of changes in registration, ballot
request options, precautions or voting procedures) Public communication
of changes in registration, ballot request options, or voting procedures,
including information on COVID19 precautions being implemented during
the voting process
Supplies: Additional laptops, mobile IT equipment

Leasing of new polling places when existing sites must be closed
Pre- and post-election deep cleaning of polling places

Mailings to inform the public on changes or determination of procedures of
COVID19 precautions, options in voting, and other voting information
Training of poll workers on sanitization procedures for in-person voting

Cleaning supplies and personal protective equipment (masks, gloves, etc.)
and equipment for staff and poll workers in early voting, vote center, or
election day polling places

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Acquisition of additional voting equipment, including high speed or central
count tabulators and hardware and software associated with signature
comparison of returned absentee or mail ballots
Upgrades of statewide or local databases to allow for online absentee or
mail ballot requests or change of address

* Match. The territories of American Samoa, Guam, the Northern Mariana Islands, and the Virgin
Islands, are exempt from match.

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SAMPLE EAC PROGRESS REPORT ONLINE FORMAT – CARES Report Shown

EAC CARES Progress Narrative Report
1. State:
Enter lhe name of Ille siate or temtory that rereived tile grant and IS subm11tlng this report. •

I - Please Select ·•

•

I

2. Grant Number:
Enter the grant agr&Mlef\t numbe< from the notice of grant award. •

3. Repcrt: •

0
0

November 23 after general election

0

February 28, 2021 after Fe0na1 abSentff 0< mail drop­
boxes, pre- and post-election cleaning of pothng places, staff and polt
worker tra,mng on prevention i>File Typeapplication/pdfFile TitleEAC PR Form and Instructions for Public CommentAuthorKinza GhaznaviFile Modified2020-06-22File Created2020-06-11