1. 1 Military and Overseas Voter Empowerment Act (MOVE Act) Part #3: Receiving and Processing Voted Absent Voter Ballots Bureau of Elections www.Michigan.gov/sos June 2010

2. 2 Table of Contents 1. “Absentee Ballot Tracker” System 2. Entering absent voter information using the QVF Absent Voter Module 3. Preparing the ballot and AV Application for delivery to the polls or absent voter counting board on Election Day 4. Voter returns multiple ballots 5. Special instructions for election inspectors 6. Additional processing notes

3. 3 1: “Absentee Ballot Tracker” ► Checking ballot status Covered voters must be provided with a “free access system” that allows them to check if their voted ballot was received by the city or township clerk.Covered voters must be provided with a “free access system” that allows them to check if their voted ballot was received by the city or township clerk. The QVF Absent Voter Module will be used to satisfy this requirement.The QVF Absent Voter Module will be used to satisfy this requirement. Info entered in the QVF Absent Voter Module will automatically be posted on the Michigan Voter Information Web site (MVIC). Voters will be able to access this information at: www.Michigan.gov/voteInfo entered in the QVF Absent Voter Module will automatically be posted on the Michigan Voter Information Web site (MVIC). Voters will be able to access this information at: www.Michigan.gov/votewww.Michigan.gov/vote

4. 4 1: “Absentee Ballot Tracker” (cont.) ► Recording AV activity into QVF City and township clerks without direct access to the QVF/QVF Lite must work with their county clerks to ensure that AV activity for covered voters is entered into the QVF Absent Voter Module. City and township clerks without direct access to the QVF/QVF Lite must work with their county clerks to ensure that AV activity for covered voters is entered into the QVF Absent Voter Module.

5. 5 2: Entering AV Information ► Enter absent voter information using the QVF Absent Voter Module. For more information on this process and a step-by- step guide for posting AV activity -- refer to attachment #2. For more information on this process and a step-by- step guide for posting AV activity -- refer to attachment #2.step-by- step guide step-by- step guide

6. 6 3: Preparing the Ballot & AV Application for Processing on Election Day ► Preparing the ballot and AV Application Note the date that the ballot return envelope (labeled “OFFICIAL ABSENTEE VOTER BALLOT”) was received on the outside of the return envelope, AV Application and AV List.Note the date that the ballot return envelope (labeled “OFFICIAL ABSENTEE VOTER BALLOT”) was received on the outside of the return envelope, AV Application and AV List. Secure the ballot return envelope and AV Application until Election Day. Do not open! Ballot return envelopes may not be opened until Election Day.Secure the ballot return envelope and AV Application until Election Day. Do not open! Ballot return envelopes may not be opened until Election Day.

7. 7 3: Preparing the Ballot & AV Application for Processing on Election Day (cont.) ► Delivering the Ballot and AV Application on Election Day On Election Day, deliver the ballot return envelope and AV Application to the precinct or absent voter counting board in the usual manner.On Election Day, deliver the ballot return envelope and AV Application to the precinct or absent voter counting board in the usual manner.

8. 8 4: Voter Returns Multiple Ballots ► If more than one envelope is received, process the return envelope with the most recent postmark. ► If the postmark dates cannot be determined, process the most recent return envelope received. ► If on Election Day, it is discovered that the first envelope does not contain a signed voter signature certificate and a ballot, the second ballot envelope must be delivered for processing. If the second envelope does not contain a signed voter signature certificate and a ballot -- the ballot is “REJECTED.” If the second envelope does not contain a signed voter signature certificate and a ballot -- the ballot is “REJECTED.” ► In all cases, the ballot envelopes & applications must be returned to the clerk in the special AV envelope following the close of the polls.

9. 9 5: Special Instructions for Election Inspectors ► The following steps must be completed for each ballot that was sent to the voter by e-mail or fax: 1. Verify that the AV Application is signed and is attached to the proper return envelope. 2. Open the return envelope and without removing the marked ballot or exposing any votes, remove the voter signature certificate.

10. 10 5: Special Instructions for Election Inspectors (cont.) 3.Compare the voter’s signature on the voter signature certificate to the signature on the AV Application. 4.If the signatures agree, without exposing any votes, remove the remaining contents of the return envelope and continue processing. 5.If the signatures do not agree or the voter signature certificate is not returned, contact the clerk for instructions.

11. 11 5: Special Instructions for Election Inspectors (cont.) 6.If the signed certificate is enclosed with the ballot and the signature matches the signature on the voter’s AV Application, remove the ballot from the envelope and place it into the Auxiliary bin of the tabulator for safekeeping until the close of the polls. (If the AV ballots are processed by an AV Counting Board, the ballot is retained until the duplication process begins.) NOTE: If the ballot is printed on multiple pages, staple the pages together before placing the ballot into the Auxiliary bin.

12. 12 5: Special Instructions for Election Inspectors (cont.) 7.Place the ballot return envelope and AV Application into the special AV envelope provided in your supplies for return to the clerk at the close of the polls. 8.If the voter did not enclose the signed Voter Signature Certificate with the ballot or the signature on the certificate does not match the signature on the voter’s AV Application -- the ballot is “REJECTED.” It cannot be counted. Do not remove the ballot from the envelope. Contact the clerk for additional instruction.

13. 13 6: Additional Processing Notes Ballots that are sent to covered voters by e-mail or fax must be duplicated under the normal procedure.Ballots that are sent to covered voters by e-mail or fax must be duplicated under the normal procedure. The original ballots for which duplicates were made must be placed into the special envelope labeled: “Original Ballots for Which Duplicates Were Made.”The original ballots for which duplicates were made must be placed into the special envelope labeled: “Original Ballots for Which Duplicates Were Made.”

14. 14 Questions? Please contact the Bureau of Elections at: 1-800-292-5973 or Elections@Michigan.gov